SAP EHS - Occupational Health - EHS-HEA - V1.1

1/21/2020
Occupational Health (EHS-HEA)

Generated on: 2020-01-21
SAP ERP | 6.0 EHP8 SP13
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Original content: https://help.sap.com/viewer/38bb01219fcf45558a8f09d8af3298ad/6.18.13/en-US
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Occupational Health (EHS-HEA)

Purpose
This component supports general employee occupational healthcare in your enterprise, as well as the planning and execution of
special health surveillance protocols.
Special surveillance is required for those persons who may be exposed to certain in uences of a chemical, physical, or biological
nature at their workplace, or who perform activities that pose a health hazard. Health surveillance protocols can also include
vaccinations or – as in the United States – random drug tests.
Occupational Health comprises the following components:
Basic data
This component enables you to specify the data that you require for managing the occupational health protocols used in
your enterprise. This includes de ning and assigning examinations, health surveillance protocols, trigger levels, and so on.
You can use question catalog and questionnaire functions to create occupational health questionnaires. The data required
to compile questionnaires is created and managed in the question catalog. Questionnaires can be completed online in the
system, or be printed out and scanned into the system again once they have been completed.
Schedule planning
This component enables you to determine which persons need to be registered for health surveillance protocols. You can
also open medical services and plan the appropriate appointments for each of them.
Medical service
You use this component to enter and manage all the necessary examination data, such as diagnoses, examination results,
work restrictions for health reasons, and so on. You can also import the results of medical tests from external systems. And
occupational health questionnaires are also completed in the medical service component.
You can access and edit all the data on the case history of a person, as well as the data on consultations and follow-up
activities (medical measures).
Reporting
This component is used for statistical evaluations of the data.
Injury/illness log
This component enables you to enter and manage data in the SAP system for any in-company medical treatment. This
includes rst aid in the event of accidents or minor injuries, treatment of old injuries, or treatment of persons who feel
unwell.
Integration
You must have installed the following SAP components in order to be able to use all the Occupational Health functions:
Personnel Administration
You require master data from the Personnel Administration component such as name, rst name, date of birth, and
personnel number (for the United States, you also need the social security number) in order to use employee data.
Organizational Management
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The system uses organizational units (object types) from Organizational Management to assign agents to persons
in the basic data component. You must therefore make sure that positions, jobs, and tasks are created there.
Recruitment
You need master data from Recruitment such as name and rst name in order to use applicant data.
SAP Business Partner
You need master data from the Business Partner component such as name and rst name in order to use data for
external persons (for example, customers).
The following Occupational Health functions are for employees only:
Automatic assignment of persons to health surveillance protocols
Standard reporting in Occupational Health
Simultaneous assignment of several persons to a health center
Daily list and overview of medical service examinations in schedule planning
You must have installed the following Environment, Health and Safety (EH&S) components in order to be able to use all
the Occupational Health functions:
Industrial Hygiene and Safety
The system settings for agent-relevant data are made in the Industrial Hygiene and Safety (EHS-IHS) component.
For more information, see the Implementation Guide (IMG) for Occupational Health .
If you are using Industrial Hygiene and Safety , you can also transfer entries from the injury/illness log to the
incident/accident log.
Basic Data and Tools
The agents are de ned in speci cation management . For more information, see the IMG for Occupational Health .
Accessing Occupational Health

On the SAP Easy Access screen, choose one of the following:
Human Resources Environment, Health and Safety Occupational Health
Logistics Environment, Health and Safety Occupational Health
The Occupational Health node is expanded. The menu paths described in this application help are based on navigation in the
lower-level nodes.
Occupational Health: The Complete Process

Purpose
The complete process is made up of individual processes that range from editing the basic data to reporting and statistics.
Prerequisites
You have made the required settings in Customizing for Occupational Health .
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Process Flow
1. Basic Data Editing : The system uses the basic data and the links to it to determine all the necessary health surveillance
protocols.
2. Assignment of Health Surveillance Protocols to Persons : To ensure that all the persons in the company receive the
protocols that are necessary for them, you either have the system assign the protocols automatically, or you assign them
manually to the relevant persons.
3. Examination Appointment Planning : You display all the persons who have to undergo a health surveillance protocol within
a certain period (for example, in the next four weeks) and open a medical service for each of these persons. You use the
planning cockpit to plan the appointments for the examinations.
4. Medical Service Editing : When a person appears for a consultation in your health center, you enter the results along with
your diagnoses, reservations, and other data relating to the examination in the medical service for the person. You enter
any consultation visits and follow-up activities (medical measures) in the medical service. You can also access and edit the
person’s case history (anamnesis). When all the examinations are completed and all the data entered, you close the
medical service. If a periodic examination is necessary, the system proposes the person for a medical service again on the
date that it has calculated.
5. Injury/Illness Log Editing : You enter and manage rst aid treatment given to injured or sick persons in the injury/illness
log.
6. You can forward the examination results to the person affected and to the company administration. The system of
authorization management guarantees that medical con dentiality is upheld at all times.
7. Comprehensive reporting options are available to give you an overview of all company occupational health examinations
(including results and other related data).
Data Destruction in Occupational Health

Use
You use data destruction objects to destroy data for which the retention duration has expired. You can destroy data from the
database by executing a data destruction run for a corresponding data destruction object.
The following table lists the data destruction objects that exist for Occupational Health (EHS-HEA):
Data Destruction Object Description of Data Destruction Object
EHS_HEA_SRV_DESTRUCTION Medical Service
You use this data destruction object to destroy data for medical
services after a speci c period of time.
EHS_HEA_PER_HEAL_DESTRUCTION Assignment of Persons to Health Centers
You use this data destruction object to destroy assignments of

persons to health centers after a speci c period of time.
EHS_HEA_PER_PROT_DESTRUCTION Assignment of Health Surveillance Protocols to Persons
You use this data destruction object to destroy assignments of

health surveillance protocols to persons after a speci c period of
time.
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Data Destruction Object Description of Data Destruction Object
EHS_HEA_PER_TEXT_DESTRUCTION Personal Comments/Documents
You use this data destruction object to destroy comments, user-

de ned texts, and references to documents for a person after a
speci c period of time.
EHS_HEA_PER_CAHIST_DESTRUCTION Case History
You use this data destruction object to destroy case histories for
persons after a speci c period of time.
EHS_HEA_IIL_DESTRUCTION Injury/Illness Log
You use this data destruction object to destroy data for the
injury/illness log after a speci c period of time.
Prerequisites
One or more policies with the policy status Live exist for the ILM object.
In the Switch Framework (transaction SFW5), you have activated the Information Lifecycle Management (SAP ILM)
business function. You are familiar with the functions for ILM policies and rules and have de ned the retention rules for the
ILM object in transaction IRMPOL.
More Information
SAP Information Lifecycle Management
Destroying Data in a Live Application System
Activating SAP ILM
Destroying Data in Medical Services

Use
You can use data destruction object EHS_HEA_SRV_DESTRUCTION to destroy data in medical services and data for
vaccinations carried out externally. Data destruction object EHS_HEA_SRV_DESTRUCTION is assigned data destruction
program REHSH_SRV_DES.
You can start the data destruction program in transaction ILM_DESTRUCTION (Data Destruction). When the program is
executed, all entries in the tables that are de ned in the data destruction object are destroyed. You can access these tables in
transaction DOBJ (Def. of Data Destruction Objects). Select a data destruction object and open the Structure De nition.
ILM Object-Related Information for the Data Destruction Object
Data destruction object EHS_HEA_SRV_DESTRUCTION is assigned ILM object EHS_HEA_SRV_DESTRUCTION.
Standard elds for ILM object EHS_HEA_SRV_DESTRUCTION
You use the standard elds to create ILM policies. The standard elds for de ning the ILM policy for ILM object
EHS_HEA_SRV_DESTRUCTION are:
Available Time References
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COMPLETION_DATE (End Date)
The closed date of the medical service set by the system. If vaccinations are carried out externally, the date on
which they are administered externally is used to calculate the retention duration.
Condition Fields
COUNTRY (Country Key)
Country of the health center in which the medical service was performed. The country is determined based on the
address of the health center. If a health center cannot be determined, the country for the currently applicable
personnel area is determined for employees and applicants. For business partners, the country is determined based
on the address of the business partner.
PROTOCOL_CATEGORY (Health Surveillance Protocol Category)
Category of the health surveillance protocol used in a medical service. For vaccinations carried out externally, the
type of vaccination is used.
REGULATION (Basis/Source of Law or Regulation)
Regulations de ned for a health surveillance protocol in a medical service. In the case of vaccinations carried out
externally, the regulation based on which the vaccination was carried out is used.
Available Policy Categories
RTP: Retention Rules
RST: Residence Rules
Procedure
Finding a Data Destruction Object
1. Run transaction DOBJ (Def. of Data Destruction Objects).
2. Choose Position to search for the data destruction object.
3. Double-click the data destruction object to access further information such as the data destruction program and the
component.
4. In the dialog structure, double-click Structure De nition to display the tables from which the data is to be destroyed.
Customizing Settings
To adjust data destruction object EHS_HEA_SRV_DESTRUCTION and de ne retention rules for ILM object
EHS_HEA_SRV_DESTRUCTION, proceed as follows:
1. In transaction ILMARA (Audit Area Processing), de ne an audit area and assign the data destruction object.
2. In transaction IRMPOL (ILM Policies), de ne ILM rules for the data destruction object and set the status to live.
3. In transaction ILMSIM (ILM Rule Simulation), check (simulate) the retention rules for the data destruction object.
For more information about the Customizing settings for data destruction objects, see:
Processing Audit Areas
Editing ILM Policies
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Evaluating Retention Management De nitions
Applying ILM Rules to Data
Executing Data Destruction Object EHS_HEA_SRV_DESTRUCTION
You can destroy data from the database by executing a data destruction run for the corresponding data destruction object.
For more information about executing data destruction objects, see Data Destruction with a Data Destruction Object.
To start the data destruction, proceed as follows:
1. Start transaction ILM_DESTRUCTION (Data Destruction).
2. Select Data from the Database as the Type of Data to Be Destroyed.
3. Specify the ILM object relevant for the data destruction object.
4. Choose Execute. In the destruction of data from the database, the actions you need to start (Destroy and Administration)
are displayed.
5. Choose Destroy and de ne a variant, a start date, and the spool parameters for the data destruction run.
6. Choose Execute.
Authorization Objects
To destroy data using EHS_HEA_SRV_DESTRUCTION, you require the following authorizations:
Authorization object Description
S_ARCD_OBJ Execute data destruction run for database data
C_EHSH_PER EHS: Persons in Occupational Health
C_EHSH_POH EHS: Person-Related Occupational Health Data
 Note
Objects for which you do not have authorization are not destroyed. Information about skipped objects is available in the
application log (transaction SLG1).
More Information
For more information, see the documentation for report REHSH_SRV_DES (ILM-Based Deletion: Medical Service) in the ABAP
Editor transaction (SE38).
Destroying Assignments of Persons to

Health Centers
Use
You can use data destruction object EHS_HEA_PER_HEAL_DESTRUCTION to destroy the assignment of persons to health
centers. Data destruction object EHS_HEA_PER_HEAL_DESTRUCTION is assigned data destruction program
REHSH_PER_HEAL_DES.
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Data destruction object EHS_HEA_PER_HEAL_DESTRUCTION is assigned ILM object EHS_HEA_PER_HEAL_DESTRUCTION.
Standard elds for ILM object EHS_HEA_PER_HEAL_DESTRUCTION
EHS_HEA_PER_HEAL_DESTRUCTION are:
LAST_CHANGE_DATE (Last Change Date)
The last change date is used as the end date for the assignment. If the end date for assignments of persons to a
health center is 31.12.9999, the closed date of the last closed service is used.
Condition Fields
Country of the health center to which the person is assigned when the data destruction program is executed. The
country is determined based on the address of the health center. If a health center cannot be determined, the
country for the currently applicable personnel area is determined for employees and applicants. For business
partners, the country is determined based on the address of the business partner.
Procedure
component.
To adjust data destruction object EHS_HEA_PER_HEAL_DESTRUCTION and de ne retention rules for ILM object
EHS_HEA_PER_HEAL_DESTRUCTION, proceed as follows:
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Executing Data Destruction Object EHS_HEA_PER_HEAL_DESTRUCTION
are displayed.
6. Choose Execute.
To destroy data using EHS_HEA_PER_HEAL_DESTRUCTION, you require the following authorizations:
 Note
More Information
For more information, see the documentation for report REHSH_PER_HEAL_DES (ILM-Based Deletion: Assignment of Persons to
Health Centers) in the ABAP Editor transaction (SE38).
Destroying Assignment of Health

Surveillance Protocols to Persons
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Use
You can use data destruction object EHS_HEA_PER_PROT_DESTRUCTION to destroy the assignment of health surveillance
protocols to persons. Data destruction object EHS_HEA_PER_PROT_DESTRUCTION is assigned data destruction program
REHSH_PER_PROT_DES.
Data destruction object EHS_HEA_PER_PROT_DESTRUCTION is assigned ILM object EHS_HEA_PER_PROT_DESTRUCTION.
Standard elds for ILM object EHS_HEA_PER_PROT_DESTRUCTION
EHS_HEA_PER_PROT_DESTRUCTION are:
The last change date is used as the end date for the assignment.
Condition Fields
Procedure
component.
To adjust data destruction object EHS_HEA_PER_PROT_DESTRUCTION and de ne retention rules for ILM object
EHS_HEA_PER_PROT_DESTRUCTION, proceed as follows:
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Executing Data Destruction Object EHS_HEA_PER_PROT_DESTRUCTION
are displayed.
6. Choose Execute.
To destroy data using EHS_HEA_PER_PROT_DESTRUCTION, you require the following authorizations:
 Note
More Information
For more information, see the documentation for report REHSH_PER_PROT_DES (ILM-Based Deletion: Assignment of Health
Surveill. Prot. to Persons) in the ABAP Editor transaction (SE38).
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Destroying Personal Comments/Documents

Use
You can use data destruction object EHS_HEA_PER_TEXT_DESTRUCTION to destroy comments, user-de ned texts, and
references to documents for a person. Data destruction object EHS_HEA_PER_TEXT_DESTRUCTION is assigned data
destruction program REHSH_PER_TEXT_DES.
Data destruction object EHS_HEA_PER_TEXT_DESTRUCTION is assigned ILM object EHS_HEA_PER_TEXT_DESTRUCTION.
Standard elds for ILM object EHS_HEA_PER_TEXT_DESTRUCTION
EHS_HEA_PER_TEXT_DESTRUCTION are:
Condition Fields
Procedure
component.
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To adjust data destruction object EHS_HEA_PER_TEXT_DESTRUCTION and de ne retention rules for ILM object
EHS_HEA_PER_TEXT_DESTRUCTION, proceed as follows:
Executing Data Destruction Object EHS_HEA_PER_TEXT_DESTRUCTION
are displayed.
6. Choose Execute.
To destroy data using EHS_HEA_PER_TEXT_DESTRUCTION, you require the following authorizations:
 Note
More Information
For more information, see the documentation for report REHSH_PER_TEXT_DES (ILM-Based Deletion: Person-Related
Comments/Documents) in the ABAP Editor transaction (SE38).
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Destroying Case History Data

Use
You can use data destruction object EHS_HEA_PER_CAHIST_DESTRUCTION to destroy case histories and critical diagnoses
for persons. Data destruction object EHS_HEA_PER_CAHIST_DESTRUCTION is assigned data destruction program
REHSH_PER_CAHIST_DES. For more information about destroying critical diagnoses, see the documentation for data
destruction program REHSH_PER_CAHIST_DES.
Data destruction object EHS_HEA_PER_CAHIST_DESTRUCTION is assigned ILM object

EHS_HEA_PER_CAHIST_DESTRUCTION.
Standard elds for ILM object EHS_HEA_PER_CAHIST_DESTRUCTION
EHS_HEA_PER_CAHIST_DESTRUCTION are:
Condition Fields
Procedure
component.
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To adjust data destruction object EHS_HEA_PER_CAHIST_DESTRUCTION and de ne retention rules for ILM object
EHS_HEA_PER_CAHIST_DESTRUCTION, proceed as follows:
Executing Data Destruction Object EHS_HEA_PER_CAHIST_DESTRUCTION
are displayed.
6. Choose Execute.
To destroy data using EHS_HEA_PER_CAHIST_DESTRUCTION, you require the following authorizations:
 Note
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More Information
For more information, see the documentation for report REHSH_PER_CAHIST_DES (ILM-Based Deletion: Case History) in the
ABAP Editor transaction (SE38).
Destroying Injury/Illness Log Data

Use
You can use data destruction object EHS_HEA_IIL_DESTRUCTION to destroy injury/illness log data. Data destruction object
EHS_HEA_IIL_DESTRUCTION is assigned data destruction program REHS_IIL_DES.
Data destruction object EHS_HEA_IIL_DESTRUCTION is assigned ILM object EHS_HEA_IIL_DESTRUCTION.
Standard elds for ILM object EHS_HEA_IIL_DESTRUCTION
EHS_HEA_IIL_DESTRUCTION are:
Last change date of the injury/illness log entry
Condition Fields
PLANT (Plant)
Plant speci ed in the injury/illness log entry
TYPE (Type)
Type of injury/illness log entry
Procedure
component.
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To adjust data destruction object EHS_HEA_IIL_DESTRUCTION and de ne retention rules for ILM object
EHS_HEA_IIL_DESTRUCTION, proceed as follows:
Executing Data Destruction Object EHS_HEA_IIL_DESTRUCTION
are displayed.
6. Choose Execute.
To destroy data using EHS_HEA_IIL_DESTRUCTION, you require the following authorizations:
C_EHSI_FAL EHS: Injury/Illness log
C_EHSB_STA EHS: Status of objects
S_SCD0 Change documents
S_SCD0_OBJ Change documents for a change document object
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 Note
More Information
For more information, see the documentation for report REHS_IIL_DES (ILM-Based Deletion: Injury/Illness Log) in the ABAP
Editor transaction (SE38).
Basic Data (EHS-HEA-BD)

Purpose
You use this component to create and manage the basic data that you need for planning and performing occupational health
surveillance protocols in your company.
Implementation Considerations
You require this component to be able to use all the functions in the SAP Occupational Health component. For more information
on basic data, see the Implementation Guide (IMG) for Occupational Health .
Integration
You must have set up the application components Personnel Administration (PA-PA) and Organizational Management (PA-OS) , as
well as the EH&S component Basic Data and Tools (EHS-BD) (see the “Integration” section in Occupational Health (EHS-HEA) ).
Features
You can create and edit basic data for the following objects:
Exposure group
Agent
Medical test
Examination
Health surveillance protocol
Diagnosis
Health center, physician, laboratory
Question catalog
Questionnaire
Basic Data Editing

Purpose
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Occupational health basic data is required for planning and performing health surveillance protocols. This data is the basis for all
other functions in the SAP Occupational Health application component.
Prerequisites
You have created the employee personnel data (name, rst name, date of birth, and so on) in the SAP Personnel Administration
(PA-PA) component.
You have created organizational units (job, position, task) in the SAP Organizational Management (PA-OS) component, so that you
can assign agents to them as required. Remember that you must assign your employees to these organizational units.
You have created the agents that are relevant for your company as speci cations in the SAP Basic Data and Tools (EHS-BD)
component.
Process Flow
In order to sort people who are exposed to the same agents into groups, you create exposure groups or other objects in
Organizational Management.
You use speci cation management in the Basic Data and Tools component to edit the agents present in your company (see
Speci cation Editing ). This data must be entered in the system in order to trigger exposure-related health surveillance protocols.
When you have created exposure groups and agents, you assign the agents to individual organizational units (objects). These in
turn are linked to persons so that the system can determine which persons should be given an exposure-related or task-related
protocol. You assign the agents to an exposure group, job, position, or task, as required. The assignment depends on the
relationship between the agent and the organizational unit.
You create the examinations that need to be performed as part of the company health surveillance protocols (an Audiogram
examination for the Noise protocol, for example).
You then create individual medical tests for the examinations. You assign these tests to the relevant examinations.
After you have created the examinations and tests, you can enter the health surveillance protocols being used in your company.
Note that certain data is mandatory in order to ensure further processing:
In the case of age-related protocols, enter the relevant age limit.
In the case of gender-related protocols, enter the relevant gender.
In the case of task-related protocols, enter the data required for the trigger levels (see Health Surveillance Protocol Triggering ).
Assign agents to the protocol to ensure that the system can propose it for performance if the relevant exposure reference values
are exceeded (see Infotype 1403 – Long-Term Average and Infotype 1404 – Task-Related Exposure ).
In the case of task-related protocols, assign the appropriate tasks.
Enter the stipulated frequencies for protocols, so that the system can calculate the periodic examinations.
Specify whether examinations are regulatory or mandatory, as this controls whether the person to be examined can refuse a
health surveillance protocol.
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Specify whether the causes are linked with logic AND or OR.
Other data is purely for informational purposes (cancer screening, for example).
You assign the examinations required for speci c health surveillance protocols to the correct protocols.
During actual examinations, you can add prede ned diagnoses to the data that you are entering. Before you can do this, however,
you must create diagnoses in the system.
We recommend that you import a diagnosis catalog such as the ICD-10 into the system. This avoids having to enter the diagnoses
manually, while allowing the imported data to be edited.
You can use the Business Partners component to create addresses for health centers, laboratories, and physicians (if they are not
already in the HR master record). You can then assign this data to a test or a medical service at a later date, for example.
If there is more than one health center in your company, and they are responsible for different plants or groups of employees, you
can assign persons to the individual centers.
In order to have employees ll in occupational health questionnaires, you must rst create question catalogs and questionnaires in
the system. A questionnaire can be completed by the employee or by the physician, either on paper or on the PC screen. If it is
completed on paper, you can scan it back into the system later. The system assigns the answers to the corresponding questions,
meaning that such questionnaires can also be evaluated automatically.
If the same questionnaire is always used for speci c examinations, it can be assigned to the relevant health surveillance protocol.
This ensures that a person attending a speci c protocol is always sent the correct questionnaire.
Result
You have entered all the necessary basic data, and can now plan, perform, and evaluate health surveillance protocols for your
company.
Exposure Group
De nition
A group of persons who are exposed to the same agents and to the same exposure rating for these agents. The exposure group is
an Organizational Management object type.
Use
The exposure group object type (just like the position , job and task object types) can be used to indirectly assign agents with the
same rating to persons. Exposure groups make it easier to determine the persons who are exposed to the same agents and the
same ratings for these agents, and who must therefore undergo a health surveillance protocol because of this exposure.
 Example
Several welders working in a company are exposed to the agents Welding fumes and Noise . The exposure ratings for both
agents are the same. In order to make it easier to manage the exposure data and health surveillance protocols for these
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welders, they are all grouped together according to their position as the Welder exposure group . If, for example, the agent
Noise is no longer present because of suitable industrial hygiene and safety measures, you only need to make the one change
to the Welder exposure group .
If the reference values for welding fumes are exceeded, the system proposes persons for the health surveillance protocol for
welding fumes. It is able to determine these persons because they are assigned either directly or indirectly to the Welding
exposure group by means of their positions or jobs.
Editing Exposure Groups

Use
You want to group together all the agents that show the same exposure rating for a certain group of persons in your company. This
makes it easier to manage the agent data for such groups of persons. To do this, you create exposure groups.
Requirements
You have installed the application component Organizational Management (PA-OS).
Procedure
1. From the Occupational Health menu, choose Environment Edit Exposure Groups .
The Maintain Object screen appears.
2. Depending on what function you want to execute, proceed as follows:
Function Procedure
Creating exposure groups

a. Select the object type Exposure Group.
b. Select the Object infotype and choose with the

quick info text Create infotype.
c. Enter a validity period.
d. Enter an object abbreviation for the exposure group.
e. Enter the description of the exposure group.
f. Save your entries.
The object ID is automatically assigned by the system.
g. To link the exposure group to persons by means of

positions, for example, select the Relationships infotype
and choose with the quick info text Create infotype.
For more information, see the documentation on
Organizational Management.
You can create jobs, positions, and so on in the same

way, just by choosing the relevant object type (see step
2 above).
Editing exposure groups

a. Specify the Exposure group object type and the object
ID for the exposure group you want to edit. Select the
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Object infotype.
b. Choose with the quick info text Change infotype.
c. Edit the entries and save your changes.
Transfer of Exposure Pro le Ratings to the

Long-Term Average
Use
With this function you can use an integration option with the Industrial Hygiene and Safety (EHS-IHS) component when assigning
the ratings for the long-term average (LTA): You can transfer ratings from the exposure pro le of work areas to the infotype 1403 (
Exposure: Long-Term Average ) of occupational health objects that carry this infotype and are integrated with the respective work
area by means of a link in Organizational Management (PA-OS).
In the standard system, the exposure group is assigned to the infotype 1403. You can therefore transfer exposure pro le ratings to
the long-term average values of exposure groups.
The function is implemented by the report program EHS_IHORG_EG_ADJUSTMENT ( Transfer Exposure Pro le Ratings to LTA
Value of Infotype 1403 ). This program determines the highest ratings from the exposure pro les of the work areas that are linked
to exposure groups and transfers these to the infotype 1403 of the corresponding exposure groups in accordance with a mapping
table de ned by the user. A test run is possible prior to the direct transfer. For more information about the features, see the report
documentation for EHS_IHORG_EG_ADJUSTMENT in your SAP system.
Prerequisites
See report documentation for EHS_IHORG_EG_ADJUSTMENT.
Activities
To execute the report program, in the Occupational Health menu choose Reporting Exposure Groups Transfer Exposure Pro le
Ratings to LTA Value of Infotype 1403 .
Agent
De nition
The speci c or potential negative effect of a physical, chemical, biological, or other nature on the health or wellbeing of persons.
Examples of agents are benzene, UV radiation, and lifting heavy weights.
Use
Agents and exposure to them are measured and recorded for company industrial hygiene and safety purposes. The amount of
agents and the frequency with which they occur, or even their mere presence can trigger certain health surveillance protocols .
Because of the links to different organizational units such as position or job, the SAP system determines which persons are
exposed to what agents and in what quantities, and whether a health surveillance protocol should be performed if certain xed
reference values are exceeded.
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You can enter different properties for each agent, such as ratings or frequency (see Assigning Agents to Objects ).
See also:
Editing Agents
Assigning Agents to Objects
Editing Agents
From the Industrial Hygiene and Safetymenu, chooseAgents Agent Workbench .
The initial screen for the speci cation database of the EH&S Basic Data and Tools component appears in which agents are stored
as speci cations. For more information, see Speci cation Editing .
For information on the exposure-related data that is relevant for Occupational Health , see Prerequisites for Reading Reference
Values in the Implementation Guide (IMG) for Occupational Health .
Assigning Agents to Objects

Use
To determine which persons in your company are exposed to what agents, you assign the agents to objects belonging to the
following object types in the SAP application component Organizational Management .
Exposure group
Position
Job
Task
The individual objects are linked to persons so that the system can determine the relevant persons. You can assign the agent to
one object or to several objects.
For more information about objects and object types, see the Organizational Management documentation.
Prerequisites
You have installed the SAP application component Organizational Management .
You have created the relevant objects in Organizational Management (such as the Welder exposure group, or Secretary as
a position). See also Editing Exposure Groups .
You have created agents .
Procedure
1. From the Occupational Health menu , choose Environment Edit Exposure Groups .
The Maintain Object screen appears
2. Enter the object type to which you want to assign an agent.
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3. Enter the object ID.
4. Choose an infotype status (for example, the Active tab page).
5. Depending on the values you want to enter, choose one of the following infotypes on the tab page:
Exposure: Long-Term Average (Infotype 1403)
Exposure: Task-Related (Infotype 1404)
6. Choose with the quick info text Create infotype .
7. Enter the agent that you want assigned to the selected object.
8. Enter values as required (see Trigger Levels for Health Surveillance Protocols or Health Surveillance Protocol Triggering ).
9. Save your entries.
 Note
To assign more agents to the object, choose Fast Entry . The assignment is saved and the next entry screen appears.
Enter the required data and save your entries. To display the assignments that you already been created, choose Edited
Objects .
Result
You have assigned one or more agents to an object.
Infotype 1403 – Long-Term Average

This infotypeis used for assigning agents to objects (exposure group, position, job, and task).You can edit the following data for an
agent:
Reference value (the absolute reference value measured for the object is transferred from the speci cation database in the EH&S
Basic Data and Tools component)
Long-term average
For assessment of the long-term average, you can use the following integration function with the component Industrial Hygiene
and Safety (EHS-IHS) :
You can transfer ratings that were entered for an agent in Industrial Hygiene and Safety in the exposure pro le of the work area
using the report program EHS_IHORG_EG_ADJUSTMENT ( Transfer Exposure Pro le Ratings to LTA Value of Infotype 1403 ) to
the long-term average. For more information, see Transfer of Exposure Pro le Ratings to the Long-Term Average
Frequency reference values exceeded
Frequency trigger levels exceeded
Source
Measurement basis
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The following data is required to trigger a health surveillance protocol
Long-term average
The other data is purely for informational and documentation purposes.
See also:
Trigger Levels for Health Surveillance Protocols
Infotype 1404 - Task-Related Exposure

This infotype is used for assigning agents to objects (exposure group, position, job, and task). You can edit the following data for
an agent:
Reference value (the absolute reference value measured for the object is transferred from the speci cation database in the
EH&S Basic Data and Tools component).
Source
Short-time exposure limit
Average exposure
Total exposure
Immediately dangerous
Skin absorption
Skin exposure
Ingestion
You enter A to E as frequency ratings in the matrix for short-time exposure, average exposure, and total exposure. In other words,
the exposure frequency is directly related to the exposure rating.
 Caution
The following data is required to trigger a health surveillance protocol.
Short-time exposure limit
Skin absorption
Skin exposure
Ingestion
The other data is purely for informational and documentation purposes.
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See also:
Trigger Levels for Health Surveillance Protocols
Exposure Rating
You can assign a rating to exposure amounts.
You must rst specify the values for these ratings in Customizing for Occupational Health under Specify Exposure Ratings .
A Reference value exceeded
B 50% to 100% of reference value
C 10% to 50% of reference value
D Less than 10% of reference value
E Nil exposure
Exposure Frequency
You can assign a rating to the exposure frequency.
You must rst specify the values for the frequencies in Customizing for Occupational Health in the IMG activity Specify Exposure
Frequencies .
1 Exposure less than once a month (less than 12 times a year)
2 Exposure less than once a week (between 12 and 49 times a year)
3 Exposure less than once a shift (between 50 and 199 times a year)
4 Exposure once per shift or more (200 or more times a year)
Medical Test
De nition
A measured physical value that is one of a set of results that go to make up an examination .
 Example
Blood pressure, SISI test or LDL cholesterol level
The Occupational Health component distinguishes between physical tests and laboratory tests
Use
The results of medical tests are entered or imported into a medical service .
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Structure
Medical tests are assigned to examinations .
Editing Medical Tests

1. In the Occupational Health menu , choose Basic Data Health Surveillance Protocols Edit Physical Tests or Edit
Laboratory Tests .
2. Enter data as required.
 Note
When you create a test, the system does not assign the test number automatically.
Assigning Medical Tests to Examinations

Use
With this procedure you assign tests that are part of an examination to the examination in question. Here you can make the
following assignments:
You can assign physical tests to an examination of the category Physical Examination .
You can assign laboratory tests to an examination of the category Laboratory .
Other assignments are not possible.
Prerequisites
You have created some medical tests .
Procedure
1. In the Occupational Health menu, choose Basic Data Health Surveillance Protocols Edit Examinations .
2. Select the examination to which you want to assign medical tests.
3. Choose one of the following functions:
If you have selected a physical examination, choose Physical Tests .
If you have selected a laboratory examination, choose Laboratory Tests .
4. Enter tests as required.
Examination
De nition
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A medical procedure carried out in order to obtain measurable results for a medical diagnosis such as an audiogram or eye test.
Use
Examinations are assigned to health surveillance protocols and must be performed as part of the protocol procedure.
See also:
Editing Examinations
Examination Category
De nition
A series of examinations that are grouped together because the same medical tests are performed for all of them.
 Example
All medical tests that have to do with examining the lungs are grouped together in the Pulmonary examination category.
Creating and editing examination categories is done in Customizing for Occupational Health .
Use
To enter the results of medical tests in the medical services component.
 Example
The individual results of an audiogram, such as Hearing loss left/right ear , belong in the Audiogram examination category,
while the results recorded for Forced one second volume (FEV1) are entered in the Pulmonary examination category.
The standard system contains the following examination categories:
Physical
Laboratory
Audiogram
Pulmonary
 Caution
The examination categories in the standard system are examples only and we do not guarantee that they are correct or
complete. For more information, see Note 859421.
You can also use the SAP enhancement EHSHEX01to de ne your own examination categories so that you can then enter results
under these categories in medical services. For more information, see Customizing for Occupational Health, or the
documentation on SAP enhancement EHSHEX01.
Status of Examinations
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Examinations can have three statuses, which the system sets automatically depending on the validity period:
Active : The examination is valid on the current date.
You can edit the following data:
Description
Grouping
Assignment of tests
Service provider
You cannot change the examination category or examination number after an examination has been created.
Inactive : The validity period of the examination lies in the past.
You cannot edit any data.
Validity in Future : The validity period of the examination lies in the future.
You can edit the following data:
Description
Grouping
Assignment of tests
Service provider
If you no longer want to perform an examination in your company, you can close the examination .
 Caution
You cannot close examinations that are assigned to an active health surveillance protocol or being used in a medical service.
Editing Options
The editing options for examinations depend on the status assigned to them:
Status Editing Options
Active Editing examinations (limited)
Closing examinations
Inactive Displaying examinations
Validity in Future Editing examinations (limited)
Closing examinations
 Note
The Handling the Status Switch Business Add-In (BAdI) is available in the IMG for Occupational Health. The BAdI is called
before the status switch and enables you to perform follow-on activities, such as checks.
Editing Examinations
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Prerequisites
If you want to assign examination categories to the examinations, you must have already speci ed the examination categories in
Customizing for Occupational Health .
Procedure
1. In the Occupational Health menu , choose Basic Data Health Surveillance Protocols Edit Examinations .
2. Enter data as required.
 Note
When you create an examination, the system does not assign the examination number automatically.
3. If required, assign medical tests to the examinations of the examination categories Physical and Laboratory (see Assigning
Medical Tests to Examinations ).
Closing Examinations
Use
When an examination is no longer going to be used in your company, you can close it. A closed examination can no longer be used
in Occupational Health .
Examinations can be closed as from the current date or from a date in the future.
Prerequisites
The examination has the status Active or Validity in Future .
The examination is not assigned to an active health surveillance protocol.
The examination is not being used in a medical service.
Procedure
1. In the Occupational Health menu , choose Basic Data Health Surveillance Protocols Edit Examinations .
Select the examination that you want to close and choose Close .
2. Con rm the dialog box that appears and then con rm the current date or enter a date that lies in the future.
Result
You have closed the examination.
Health Surveillance Protocol

De nition
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A set of medical examinations and tests that a person must undergo to enable possible health risks to be recognized, treated and,
if need be, prevented. Health surveillance protocols are, for example, necessary when a new employee is hired, or when a person is
exposed to certain agents on the job or at the workplace.
Use
There are certain examinations assigned to health surveillance protocols that are required as part of the protocol procedure.
As all health surveillance protocols must be performed within certain time periods, examination types are assigned to them in the
SAP system.
Integration
See also: Health Surveillance Protocol Category
Examination Type
De nition
The categorization of health surveillance protocols using the time periods stipulated for performing or repeating these protocols.
Statutory industrial hygiene and safety rulings and the regulations for the prevention of industrial accidents require employers to
perform occupational health surveillance protocols such as initial, periodic, and past exposure examinations. Each of these health
surveillance protocols must take place within certain legally stipulated time periods.
In the SAP system, the following health surveillance protocols are set up as examination types:
Initial examination
Periodic examination
Past exposure examination
Use
Examination types are assigned to a health surveillance protocol and to a health surveillance protocol category . This ensures that
the system can determine which health surveillance protocols must be performed for a certain person within the legally stipulated
periods.
Examination types are edited in Customizing for Occupational Health .
Integration
See also:
Health Surveillance Protocol Category
Health Surveillance Protocol Category

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De nition
Health surveillance protocols are grouped together as one protocol category when they have a common theme, or if they are being
performed for the same reason.
 Example
Example 1:
All the health surveillance protocols that are required when a company hires a new employee are grouped under the Hiring
protocol category.
Example 2:
All the health surveillance protocols that are required when a person is exposed to asbestos are grouped under the Asbestos
protocol category.
Use
Creating and editing health surveillance protocol categories is done in Customizing for Occupational Health .
Integration
See also:
Status of Health Surveillance Protocols

Health surveillance protocols can have the following statuses:
Processing status In Process
When you create a health surveillance protocol, it is assigned the status In Process .
In-use status Active
In order to work with a protocol in Occupational Health, it must be set to the status Active .
When you have nished entering and editing all the protocol data, you set the protocol to Active .
Archiving status Inactive
If your company no longer wishes to use a certain health surveillance protocol, or if a protocol has been canceled due to
changes in the statutory regulations, it is best to close the protocol and set it to Inactive (see Closing Health Surveillance
Protocols ).
Editing Options
The editing options for health surveillance protocols depend on the status assigned to them:
Processing status ( In Process ) Editing health surveillance protocols
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Assigning questionnaires
Setting health surveillance protocols to Active or Inactive
In-use status ( Active ) Setting health surveillance protocols to In Process or Inactive
Archiving status ( Inactive ) Setting health surveillance protocols to In Process or Active
The Handling the Status Switch Business Add-In (BAdI) is available in the IMG for Occupational Health. The BAdI is called before
the status switch and enables you to perform follow-on activities, such as checks.
Stipulated Time Periods for Health

Surveillance Protocols
Use
The system uses these stipulated time periods to calculate the next appointment for a health surveillance protocol.
 Note
With the Business Add-In (BAdI) EHSH_PROT_NEXT_CALC Calculate Next Date for a Health Surveillance Protocol , you can
specify which date is to be used as the starting point for the stipulated time period. The following dates can be used:
The date on which the health surveillance protocol actually took place
The planned date of the health surveillance protocol
You can specify the frequencies of health surveillance protocols dependent on age and gender. For this, you use the Age From and
Gender elds on the Assign Protocol Frequencies screen.
Prerequisites
You have created health surveillance protocols .
Activities
To enable the system to calculate the next appointment for a health surveillance protocol, you must enter the following data when
you are editing the protocol :
Repeat period
This entry speci es the interval between two scheduled health surveillance protocols. After you open a medical service, the
system proposes the date of the next appointment. You can overwrite this entry as long as the new value is within the tolerance
period. The system uses the value you enter to calculate the date of the periodic examination and takes this date into account
when determining the persons for a medical service .
 Example
The periodic examination for asbestos must be performed within a period of 12 to 36 months.
Tolerance period for a health surveillance protocol
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This entry speci es the time period (in days) within which a scheduled health surveillance protocol must be performed. In the
medical service, a warning message appears if you exceed the tolerance period proposed by the system for the next appointment.
 Example
A periodic examination becomes due on a speci c date. If the tolerance period is 10 days, the periodic examination can be
performed at the earliest 10 days before this date. And it must be performed at the latest 10 days after this date.
Trigger Levels for Health Surveillance

Protocols
You can specify different trigger levels for health surveillance protocols. Trigger levels enable you to specify at which exposure
ratings the system should trigger a health surveillance protocol and propose the protocol to the physician as needing to be
performed.
To do this, the system compares the individual trigger levels with the exposure values that you entered in Infotype 1403 Long-Term
Average and Infotype 1404 Task-Related Exposure. If a trigger level is exceeded, the system proposes the health surveillance
protocol for the persons in question. The system can determine these persons because the agents for health surveillance
protocols are assigned to persons by means of objects in the Organizational Management component (for example, Exposure
Groups).
See also: Health Surveillance Protocol Triggering
Procedure
1. To edit the trigger levels, choose Basic Data Health Surveillance Protocols Edit Health Surveillance Protocols on the
Occupational Health screen.
2. Select the required health surveillance protocol and choose Agents with the quick info text Assigned Agents.
3. The Assign Agents screen appears.
4. In the Trigger Levels for Agent group box, make entries for the rating of the exposure amount, for the exposure frequency,
and for the trigger levels that are relevant for triggering a health surveillance protocol. You do not need to edit all the values.
However, if you enter the short-time exposure rating, you must also enter the exposure frequency.
 Note
The system proposes a health surveillance protocol if the actual ratings or frequencies of the respective agents exceed,
or are the same as, the trigger levels entered for the protocol.
Trigger Levels
You can specify the trigger levels for an agent dependent on age and gender. For this, you use the Age From, Age To, and Gender
elds on the Assign Agents screen.
You can store the following trigger levels in the system:
Long-term average
This trigger level speci es the rating (A to E) for the long-term average that will cause the system to propose the protocol.
You speci ed the long-term average in the Long-Term Average eld when you assigned agents to an object in infotype
1403. If the long-term average for the agent exceeds the value speci ed for the trigger level, the system proposes health
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surveillance protocols for the persons assigned to the object.
On a scale from 1 to 4, you specify how frequently the reference value must be exceeded before the system proposes a
protocol.
You speci ed this frequency reference value in the Freq. Ref. Vals Exc. eld when you assigned agents to an object in
infotype 1403. If the reference value for the agent is exceeded more frequently than speci ed in the trigger level, the
system proposes health surveillance protocols for the persons assigned to the object.
Using a scale from 1 to 4, you specify how frequently the trigger level must be exceeded before the system proposes a
protocol.
You speci ed the frequency value for exceeding the trigger level in the Freq. Trig. Lvl Exc. eld when you assigned agents to
an object in infotype 1403. If the trigger level entered for the agent is exceeded more frequently than speci ed in the
protocol trigger level, the system proposes health surveillance protocols for the persons assigned to the object.
Short-time exposure rating
This trigger level speci es the rating (A to E) for task-related exposure that will cause the system to propose the protocol.
You speci ed the rating for short-time exposure when you assigned agents to an object in infotype 1404 by assigning an
exposure frequency to a speci c rating (A to E) in the Short Expos. Rating eld. If the short-time exposure rating entered
for the agent exceeds the speci ed trigger level, the system proposes health surveillance protocols for the persons
assigned to the object.
 Example
The system proposes a health surveillance protocol if the values measured for an agent are between 10% and 50% of
the maximum full-shift reference value. Therefore, the trigger level for the task-related exposure is C. The health
surveillance protocol is also triggered if the higher ratings A or B are measured.
Exposure frequency
Using a scale from 1 to 4, you enter the rating (A to E) for exposure frequency that will cause the system to trigger a health
surveillance protocol.
You speci ed the exposure frequency in the Exposure Frequency eld when you assigned agents to an object in infotype
1404. If this value exceeds the value speci ed for the protocol trigger level, the system proposes health surveillance
protocols for the persons assigned to the object.
 Example
The system proposes the protocol if exposure occurs less than once a shift or less than 50 to 100 times a year.
Therefore, the trigger level for exposure frequency is 3. The protocol is also triggered if the higher frequency of 4 is
measured.
Additional trigger level: long-term average
This trigger level is an additional criterion for the short-time exposure rating and for exposure frequency. It speci es the
rating for the long-term average (A to E) that will cause the system to trigger a health surveillance protocol.
You speci ed the long-term average in the Long-Term Average eld when you assigned agents to an object in infotype
1403. The system uses this value whenever the values for the short-term exposure rating and exposure frequency (see
above) fail to trigger a protocol. If this value exceeds the value speci ed for the protocol trigger level, the system proposes
health surveillance protocols for the persons assigned to the object.
Skin exposure
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Using a scale from 1 to 4, you specify the rating for the risk of skin exposure effects that will cause the system to trigger a
health surveillance protocol and assign persons/exposure groups.
You speci ed the risk of skin exposure in the Skin Exposure eld when you assigned agents to an object in infotype 1404. If
the risk of skin exposure effects entered for the agent exceeds the value speci ed for the protocol trigger level, the system
proposes health surveillance protocols for the persons assigned to the object.
Skin absorption
Using a scale from 1 to 4, you specify the rating for the risk of skin absorption that will cause the system to trigger a health
You speci ed the risk of skin absorption in the Skin Absorptn eld when you assigned agents to an object in infotype 1404.
If the risk of skin absorption entered for the agent exceeds the value speci ed for the protocol trigger level, the system
proposes health surveillance protocols for the persons assigned to the object.
Ingestion
Using a scale from 1 to 4, you specify the rating for the risk of ingestion effects that will cause the system to trigger a health
surveillance protocol and assign persons/exposure groups.
You speci ed the risk of ingestion in the Ingestion eld when you assigned agents to an object in infotype 1404. If the risk
of ingestion effects entered for the agent exceeds the value speci ed for the protocol trigger level, the system proposes
health surveillance protocols for the persons assigned to the object.
Short-Time Exposure Limit

De nition
Extremely high concentration of an agent to which a person is exposed, either occasionally or for a very short time. Short-time
exposure limits are peak values that are measured during a shift and that occur regularly.
In the SAP application component Occupational Health you assign a rating to the short-time exposure limit for each agent in an
object type. In the system, the entry for the short-time exposure limit is directly related to the long-term average for the agent to
which a person is exposed.
 Example
One of the tasks of a group of workers in a tire manufacturing plant is manning a tire press. While the press is closed and the
tire is being vulcanized, the workers are not exposed to any sort of agent. When the press is opened for a short time, steam
escapes. The workers are directly exposed to this steam. During this time, the exposure measured is very high and is recorded
as a short-time exposure limit.
Long-Term Average
De nition
Rating for the average concentration measured for an agent to which a person is exposed over a longer period of time.
In the SAP application component Occupational Health you assign long-term average ratings to each agent in an object type. In
the system, the entry for the long-term average is directly related to the short-time exposure limit for the agent to which a person
is exposed.
 Example
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A person is constantly exposed to noise at the workplace on the shop oor due to running machinery. The noise level measured
exceeds the speci ed reference values by more than 50%. Therefore, the long-term average rating for noise exposure is B.
Health Surveillance Protocol Triggering

The following causes can trigger a health surveillance protocol, whereby an AND logic operation has the effect that a protocol is
proposed only if all triggering causes for a person apply simultaneously.
If one triggering cause is sufficient, the Link Triggering Causes with AND indicator must not be set.
Age
You specify the age interval in which a health surveillance protocol is proposed by using the Age From and Age To elds.
Gender
Task
Agent
To trigger a health surveillance protocol, the system accesses a rating of the amount and frequency of exposure that occurs. The
absolute reference value for the agent is not used. This means that the actual exposure ratings must be entered in infotypes 1403
(Long-Term Average) and 1404 (Task-Related Exposure) . The trigger levels for health surveillance protocols must also be entered.
This allows the system to compare the actual exposure measurements or ratings with the trigger levels at which a certain protocol
is proposed.
The system does not trigger a protocol automatically. Instead, it assigns the relevant persons to the protocol in question and
displays them in a proposal list so that the physician can decide whether the protocol should actually be performed or not.
See also:
Assignment of Health Surveillance Protocols to Persons
Examination Appointment Planning
Triggering Criteria
If you have entered the actual exposure values as well as the relevant trigger levels for health surveillance protocols, you can start
a ne-tuning process to determine the protocols required (see Assignment of Health Surveillance Protocols to Persons ).
The system uses prede ned periods to assign periodic and past exposure examinations automatically to the relevant persons (see
Stipulated Time Periods for Health Surveillance Protocols ).
The system compares the data available and proposes a protocol for the relevant person if the following criteria are met:
Trigger Level Exposure Value Value
Long-term average <= Long-term average A to E
OR >= 1 to 4
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Frequency reference values >= Frequency reference values 1 to 4
exceeded exceeded
OR Frequency trigger levels

exceeded
Frequency trigger levels
exceeded
OR
Short-time exposure rating <= Rating for short-time exposure A to E

limit
AND >= 1 to 4
Short-time exposure frequency
Exposure frequency <= A to E
Long-term average
AND
Additional trigger level: long-

term average
OR
Skin absorption >= Skin absorption 1 to 4
OR >= Skin exposure 1 to 4
Skin exposure >= Ingestion 1 to 4
OR
Ingestion
This table shows how the system checks the individual trigger levels and proposes a health surveillance protocol if the criteria are
met. There are OR and AND links:
In the case of an OR link, the system uses the value at which an exposure value is exceeded. The system then proposes the
protocol for the persons in question.
In the case of an AND link, all given values must trigger a protocol.
Accordingly, the following applies to short-time exposure: If the Short-time exposure rating triggers a protocol, the system checks
whether the Exposure frequency also meets the criteria.
If not, no protocol is triggered – eventhough the short-time exposure rating meets the criteria.
If it does, a protocol is triggered since both trigger levels meet the criteria.
The same is true of the Additional trigger level: long-term average (provided that an entry exists for it). If the entry value meets
the criteria, a protocol is triggered; if the value fails to meet the criteria, no protocol is triggered, even though the two other values
would trigger a protocol.
The values speci ed for the trigger levels can be based on statutory or in-company regulations. You do not need to complete all
the entries.
If no values are entered, the system cannot trigger any protocols.
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The Triggering Process

When health surveillance protocols are triggered, the system works through the trigger levels one by one and checks which value
meets the criteria. (In the case of an AND link, it checks all the values.) If at least one criterion is met, the system proposes a
protocol for the person in question. Whether other values also meet the criteria is then irrelevant.
If several agents are assigned to a protocol, the protocol is triggered by the agent whose values exceed the speci ed trigger levels.
Agents can also be assigned to several objects, each of which is linked to the same person and can thus have different exposure
values. In such cases, the system always uses the higher exposure value for trigger levels with an OR link to trigger the protocol.
One person can be assigned to the exposure group Shop 1 and, at the same time, to the position Welder . The agent Welding
fumes is assigned to both objects (exposure group and position), but the exposure values are different. It is always the higher
value entered for Welding fumes that is relevant for triggering a health surveillance protocol.
In the case of trigger levels with AND links, where a combination of exposure rating and exposure frequency is compared, the
system follows a special procedure:
The system rst of all takes the highest rating for each object and cumulates these in a new matrix from A to E. This cumulation
procedure also takes the frequency entered for the previous rating into consideration for the subsequent rating. For the
comparison with the protocol trigger levels, the system uses the exposure value with the highest rating (for example, A1 instead of
D4).
The system has determined the following exposure values for welding fumes on the basis of the highest values for the individual
objects:
Exposure group Shop 1 D4
Position Welder A1
Task Welding B2
There is no frequency entered for ratings C and E.
The total rating for the short-time exposure limit is cumulated from A to E:
A= 1
B= 2 + 1(from A) = 3
C= 0 +3(from B) = 3
D= 4 + 3(from C) = 4 (4 is the highest value)
E= 0 + 4(from D) = 4
When comparing these values with the protocol trigger levels, the system uses the value with the highest rating.
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You should also remember that links and measured values both have speci c validities. In the process that triggers a protocol, the
system compares the values that are valid at the time of this comparison. In the proposal list, the system displays whether
anything has changed during the assignment of protocols to a person. However, only the last change is listed. If several changes
have taken place in the period for which the comparison is being run (for example, if the person has changed positions twice), the
system can only take the last change into account (see also Assignment of Health Surveillance Protocols to Persons ).
Editing health surveillance protocols

Prerequisites
The status of the health surveillance protocol is set to In Process
If you want to assign agents to a health surveillance protocol, you must have already created the agents (see Editing Agents ).
If you want to assign examinations to a health surveillance protocol, you must have already created the examinations (see Editing
Examinations ).
Procedure
In the Occupational Health menu , choose Basic Data → Health Surveillance Protocols → Edit Health Surveillance Protocols
A table containing the existing health surveillance protocols appears.
Depending on what function you want to execute, proceed as follows:
Function Procedure
Creating health surveillance protocols Enter the required data in an empty row in the table and con rm
your entries.
The key for the health surveillance protocol is not automatically

assigned by the system. This means that you can enter a short
name for a protocol (for example, G12).
Select the protocol you created by double-clicking it.
The detail screen for the health surveillance protocol appears.
Enter the required data.
Assign one or more questionnaires to the protocol as required (see

Assigning Questionnaires to Health Surveillance Protocols ).
Save your entries.
Changing a health surveillance protocol Select the protocol by double-clicking it.
Enter the required data.
Save your entries.
Editing protocol frequencies Select the health surveillance protocol and choose Protocol
Frequencies
Enter data as required or change the existing entries.
Save your entries.
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Function Procedure
Assigning agents Select the health surveillance protocol you want to assign agents to
and choose Agents
Enter the agents you want to assign, with their respective trigger
levels.
Save your entries.
Editing regulations Select the health surveillance protocol and choose Regulations
Enter data as required or change the existing entries.
Save your entries.
Assigning examinations Select the health surveillance protocol you want to assign
examinations to and choose Examinations
Enter the examinations you want to assign.
Save your entries.
Assigning questionnaires Select the health surveillance protocol you want to assign
questionnaires to and choose Questionnaires .
Enter the questionnaires to be assigned (see Assigning

Questionnaires to Health Surveillance Protocols ).
Save your entries.
You can combine the triggering causes for a health surveillance protocol by linking them with a logicalANDoperation. To do this,
set the Link Triggering Causes with AND indicator on the Protocol - Edit Details screen.
The following can be causes that trigger a health surveillance protocol:
Age: You specify the age interval in which a health surveillance protocol is proposed by using the Age From and Age To elds.
Gender
Task
Agent: See Trigger Levels for Health Surveillance Protocols s
TheANDlink has the effect that a health surveillance protocol is only proposed if all triggering causes for a person apply
simultaneously.
If one triggering cause is sufficient, the Link Triggering Causes with AND indicator must not be set.
Result
You have created or edited a health surveillance protocol. The status of the protocol is In Process . To assign persons to a health
surveillance protocol, you must set the protocol status to Active in the Status eld on the detail screen.
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If you want to subsequently edit data or assignments in a health surveillance protocol with the status Active , you must set the
protocol to the status In Process again.
See also:
Close Protocol
Assigning Questionnaires to Health

Surveillance Protocols
Use
You assign one or more questionnaires to a health surveillance protocol so that the persons required to undergo that protocol
automatically receive the correct questionnaire to complete.
You can limit this assignment to a speci c examination category so that the relevant questionnaires are determined for
completion only for the entered examination category, for example, the initial health surveillance protocol.
The protocols and any questionnaires assigned to them are in turn assigned to the persons who are required to undergo health
surveillance protocols because of certain factors, such as exposure to certain agents at the workplace (see Assigning Health
Surveillance Protocols Manually to Persons ).
Prerequisites
You have created a health surveillance protocol sapurl_link_0001_0002and created a questionnaire .
The protocol to which you want to assign a questionnaire has the status In Process (see Status of Health Surveillance Protocols ).
The questionnaire that you want to assign to a protocol must have the status Active (see Status of General Questionnaires ) and
be valid for the validity period of the health surveillance protocol.
Procedure
In the Occupational Health menu , choose Basic Data → Health Surveillance Protocols → Edit Health Surveillance Protocols
Select the protocol to which you want to assign one or more questionnaires. Choose Question. The Assign Questionnaire
dialog box appears.
Enter the questionnaires that you want to assign to the health surveillance protocol and enter the examination category to be
used, if necessary.
If you do not enter an examination category, the particular questionnaire is valid for the whole health surveillance protocol
independent of the examination category.
Save your entries.
The validity of the assignment of newly entered questionnaires is speci ed according to the validity of the underlying health
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The validity of the respective questionnaires as well as a traffic light icon that displays the up-to-date status of the questionnaire
appear on the screen.
If you only want to display the questionnaires that are valid on the current date according to the validity period, choose with
the quick info text Display All/Active
The delimiting or closing of questionnaire assignments occurs by delimiting or closing the underlying health surveillance protocol.
When you delimit a health surveillance protocol, the questionnaire assignments also become delimited and a new version of the
assignments is created.
See also:
Close Protocol
Delimit Protocol
Delimiting the Assignment of Questionnaires

Use
You delimit the assignment of a questionnaire when you no longer want to use that questionnaire for a health surveillance
protocol. A history of these delimited assignments is created in the system.
You can delimit the assignment of health surveillance protocols that have the status Active or In process. You can also delete the
assignment of health surveillance protocols that have the status In process.
Requirements
You have assigned questionnaires to a health surveillance protocol.
The status of the health surveillance protocol is set to Active or In process. The assignment of inactive health surveillance
protocols can no longer be edited.
Procedure
1. In the Occupational Health menu, choose Basic Data Health Surveillance Protocols Edit Health Surveillance Protocols .
2. Select the protocol for which you want the assignment to a questionnaire restricted by double-clicking it.
The detail screen for the health surveillance protocol appears.
3. Choose Questionn..
The Assign Questionnaire dialog box appears.
4. Choose Yes.
The Questionnaire Assignment: Change screen appears.
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5. Select the questionnaire whose assignment you want to delimit.
6. Choose with the quick info text Deactivate.
 Note
The system will still continue to display the delimited assignment. If you only want to display the questionnaires that are
valid on the current date according to the validity period, choose with the quick info text Display Mode Active/All.
Result
You have delimited the assignment of the questionnaire to the selected health surveillance protocol.
Closing Health Surveillance Protocols

Use
When a health surveillance protocol is no longer going to be used in your company, you can close it. A closed protocol retains its
status.
Health surveillance protocols can be closed as from the current date or from a date in the future.
Procedure
1. In the Occupational Health menu , choose Basic Data Health Surveillance Protocols Edit Health Surveillance Protocols .
2. Call the protocol that you want to close by double-clicking it.
The detail screen for the health surveillance protocol appears .
3. Choose Close with the quick info text Close Protocol .
Con rm the dialog box that appears and then con rm the current date or enter a date that lies in the future.
Result
You have closed the health surveillance protocol.
Delimiting Health Surveillance Protocols

Use
If the contents of a health surveillance protocol change as a result of requirements within the company or legal stipulations, you
delimit the health surveillance protocol, meaning you split the protocol on a speci c date. The version of the protocol before this
date, that is the delimited version, retains its status and the new version is assigned the status In Process .
You can delimit a health surveillance protocol to a date between its start and end date.
Procedure
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1. In the Occupational Health menu, choose Basic Data Health Surveillance Protocols Edit Health Surveillance Protocols .
A table of health surveillance protocols appears.
2. Double-click the health surveillance protocol you want to delimit.
The Protocol – Edit Details screen appears.
3. Choose Delimit with the quick info text Delimit Protocol .
4. Con rm the dialog box that appears.
5. Con rm the current date or enter a date that lies between the start and end date of the protocol.
Result
You have delimited the health surveillance protocol.
Assignment of Health Surveillance Protocols

to Persons
Purpose
You must assign health surveillance protocols to persons to enable the system to compute the number of protocols due and
propose them for a medical service . After you close a medical service , the system uses the stipulated time periods for health
surveillance protocols to determine the date of the next periodic examination, and includes it in the selection list that you use to
determine persons for a medical service . If no periodic examination is due after you close the medical service, the system
deactivates the assignment. The following description of how to assign health surveillance protocols to persons is therefore only
required for initial examinations (for example, when persons are hired, or if they move to a new workplace and so become exposed
to different agents). This ensures that all persons are included in the process that triggers the protocols. All subsequent protocols
are triggered automatically by the system.
You have the following options:
You can assign health surveillance protocols automatically to a person
The system uses agents, tasks, age, or gender to determine which protocols a person must undergo. You entered the
relevant data while editing the health surveillance protocols and the personal data. The system matches up this data with
the personal data and with the person’s organizational assignment.
The system uses organizational assignments to nd the objects (exposure group, position, job, task) where agents
are present and where the exposure limit has been exceeded, as well as the persons to whom these objects are
assigned.
The system uses the personal data to check the age and gender of employees and determine if protocols need to be
performed.
It then displays a list of the persons and related protocols that it has found. These proposals always apply to initial
examinations. Proposals for periodic examinations are computed on the basis of existing assignments and
prede ned stipulated time periods .
 Recommendation
You should repeat this ne-tuning function at regular intervals to ensure that the system can include data on
new hires and persons who have become exposed to different agents because of a change of workplace.
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 Note
You can only use this function for persons who have a master record in the Personnel Administration (PA-PA)
component.
You can also edit the proposal list manually, that is, add or delete protocols as required.
You can assign health surveillance protocols manually to a person
Manual assignment is useful in the case of new hires, for example, when the protocol assigned is a periodic examination
instead of an initial examination because of their previous medical history.
Process Flow
The following only describes the automatic assignment of protocols. You can, of course, change the protocols manually later.
For more information about assigning protocols manually, see Assigning Health Surveillance Protocols Manually to Persons .
This process should be repeated at regular intervals so as to take into account any change of workplace and the level of exposure
to agents. It is advisable to do this at the end of the month to take account of organizational changes taking place from the next
month, for example.
1. When you start the adjustment function, you can restrict the number of persons involved (to a speci c personnel area, for
example).
You can start the adjustment process immediately and generate the proposal list with the necessary protocols.
You can schedule a job and use a report that will run the adjustment process at a speci c time.
During this process, the system checks which agents are assigned to the person’s organizational assignment (exposure
group, position, and so on) in order to determine which agents the person is exposed to. Then the system compares the
exposure levels with the trigger levels for the health surveillance protocols. If the exposure levels are too high, the trigger
levels are exceeded and the person has to undergo the health surveillance protocol in question. If the protocol has already
been assigned manually to the person, it is marked by a green symbol.
2. When the adjustment is nished, the system displays a proposal list containing the health surveillance protocols found. You
can do the following with this proposal list:
Accept proposal: You can accept the health surveillance protocol proposed by the system. The protocol is not included the
next time an adjustment is run, and the system proposes the person for a medical service (see Determining Persons for a
Medical Service ).
Reject proposal: You can reject the health surveillance protocol proposed by the system. This means that the protocol
should not be performed for this person in general. The assignment of the person to the health surveillance protocol is
deactivated. In other words, the protocol is not included the next time the adjustment is run.
Ignore proposal: You can ignore the proposal. The health surveillance protocol is included the next time the adjustment is
run. The protocol also appears in the proposal list. The system does not propose the person for a medical service.
Result
All the persons have been assigned to the correct health surveillance protocols. Now you can determine which persons are due for
a health surveillance protocol and schedule the appropriate appointments (see Examination Appointment Planning ).
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Assigning Health Surveillance Protocols

Automatically to Persons
Use
See Assignment of Health Surveillance Protocols to Persons
 Note
You can only use this function for persons who have a master record in the Personnel Administration (PA-PA) component.
Prerequisites
The status of the health surveillance protocol is Active .
Procedure
1. From the Occupational Health menu , choose Schedule Planning Propose Protocols .
A dialog box for your personal settings appears.
2. Enter the criteria for restricting the list of persons displayed and con rm your entries.
 Note
If you save these settings, they will apply in all subsequent sessions.The dialog box will no longer appear automatically.
To change the settings later, choose with the quick info text Set Filter in the proposal list that appears next.
The Edit Proposal List screen appears.
3. Select the person for whom the system is to propose health surveillance protocols and choose Start Adjustment .
Choose Schedule Job if you want to specify a different time for the adjustment to start.
When the adjustment is completed, a list of proposed health surveillance protocols appears. The manually assigned
protocols are marked by a green symbol.
 Note
Choose Legend to display the meaning of the symbols used.
4. To edit the assignment, choose Change . You now have the following options:
To accept a protocol proposed by the system, set the radio button with the quick info text Add protocol .
The system proposes this health surveillance protocol for a medical service for the person (see Determination of
Persons for a Medical Service ). The protocol is not included the next time an adjustment is run.
To reject a protocol proposed by the system, set the radio button with the quick info text Delete protocol .
The person is not proposed for a medical service and will also not be linked with this health surveillance protocol in
the future. The assignment of the person to the health surveillance protocol is deactivated. In other words, the
protocol is not included the next time an adjustment is run.
To ignore a protocol proposed by the system, set the radio button with the quick info text No change in protocol
.
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The person is not proposed for a medical service, but the health surveillance protocol is included the next time an
adjustment is run.
 Note
To accept all the health surveillance protocols proposed by the system, choose Accept . The system proposes all the
protocols for a medical service for the person.
The corresponding symbols are displayed in the Perform column.
5. Change the Next due date and the Examination type as required.
6. Save your changes.
Assigning Health Surveillance Protocols

Manually to Persons
Use
See Assignment of Health Surveillance Protocols to Persons
Prerequisites
The status of the health surveillance protocol is Active , and the protocol has not already been assigned to the person in question.
Procedure
1. Determine the persons for a medical service .
The protocoIs that have already been assigned to this person are now displayed in the table.
2. To assign another health surveillance protocol to the person, choose with the quick info text Assign Health Surveillance
Protocol .
A dialog box is displayed.
3. Enter the required data and choose with the quick info text Add Health Surveillance Protocol .
 Note
In the eld for the examination type , enter whether the protocol is initial, periodic, and so on. Normally, the assignment
here is initial, because the system calculates the periodic examinations by using the stipulated time periods . However,
if a person has already undergone an initial health surveillance protocol (for his or her previous employer, for example),
then you should choose periodic here.
You are taken back to the planning cockpit where you can assign more health surveillance protocols to the person.
Result
You have assigned one or more health surveillance protocols to a person. Manually assigned protocols are marked with a green
symbol in the proposal list for automatic assignment . If you enter the relevant selection criteria when you are determining the
persons for a medical service , the system lists these protocols.
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Diagnosis
De nition
The ndings of the physician regarding the illness of a person.
Use
See Diagnosis Editing
Diagnosis Editing
Use
To identify diagnoses as diagnosis keys in the Occupational Health component.
A diagnosis key is made up of a diagnosis catalog, a diagnosis code, and a diagnosis key category.
Diagnosis Catalog
The Occupational Health component offers you the option of importing one or more diagnosis catalogs into the SAP system, such
as the International Classi cation of Diseases publication ( ICD) . This means that you do not have to manually enter the
diagnoses that your company uses.
The descriptions of the diagnosis catalogs you want to use are speci ed in Customizing for Occupational Health .
 Recommendation
SAP recommends that you only use one diagnosis catalog in order to achieve unambiguous results in later evaluations.
Diagnosis Group
A diagnosis catalog is subdivided into individual diagnosis groups. These groups classify diseases into infectious and parasitic
diseases, diseases of the blood and hemopoietic organs, and so on.
Diagnosis Code
The diagnosis code identi es a disease in a diagnosis catalog. For example, the ICD-10 diagnosis catalog uses a four-digit
alphanumeric code (such as J06.9 for the diagnosis Acute upper respiratory infection, unspeci ed ).
The diagnosis codes are normally listed in the diagnosis catalog.
Diagnosis Priority
The priority speci ed for a diagnosis enables you to restrict the number of diagnoses displayed for diagnosis selection. If a certain
diagnosis is frequent in your company, the diagnosis is assigned priority 1. If a diagnosis is rare, you assign priority 2.
Diagnosis priorities are speci ed in Customizing for Occupational Health .
Integration
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You use diagnoses when entering examination data in a medical service .
Features
Importing diagnosis catalogs
Editing long texts, diagnosis groups, and priorities
Assigning priorities so as to restrict the display of diagnoses
Activities
Importing Diagnosis Catalogs
Editing Diagnoses
Importing Diagnosis Catalogs

Use
If you want to use standard diagnoses, you can import diagnosis catalogs such as the ICD-10 into the SAP system.
Prerequisites
You have speci ed the description of the relevant diagnosis catalogs in Customizing for Occupational Health .
The data is available in electronic form as ASCII les.
To ensure that the data is assigned to the correct elds in the SAP system, the ASCII le must have the following structure:
Position in Character String Type Length Content
1-8 Char 8 Reference code (user-de ned)
9-14 Char 6 Diagnosis code
15 Char 1 Diagnosis key type
16 Char 1 Language
17 Char 1 Diagnosis group
18 Char 1 Diagnosis priority
19-738 Char 720 Diagnosis description
739-750 Char 12 User name
751-760 Char 10 Date changed
The contents are entered using characters of the Char type in the speci ed position. The entries must keep to the speci ed
length. In the ASCII le, they follow one another and form one single character string for each diagnosis being imported.
 Caution
You must keep to the speci ed eld length, otherwise the system cannot identify the characters. This means that you must
enter blank characters for unused spaces.
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Procedure
1. In the Occupational Health menu , choose Basic Data Edit Diagnosis Keys .
2. Select the diagnosis catalog for which you want diagnoses imported.
3. Choose Diagnosis Table Diagnosis Import .
4. Enter the path and name of the ASCII le.
 Caution
If you are using a Unicode system and the le to be imported contains umlauts, the le should be encoded as UTF-8 to
guarantee error-free import.
To code the le as UTF-8, open the document in a text editor that supports the encoding UTF-8. Under the save options,
select the encoding UTF-8 and save.
5. Choose with the quick info text Execute .
The data is imported. A system message appears, informing you if the import was successful.
 Note
If the screen for setting the print parameters appears, this means that the data is already in the system. Existing data is
not overwritten. If required, you can now print out a log of the operation.
Editing Diagnoses
Procedure
1. In the Occupational Health menu , choose Basic Data Edit Diagnosis Keys .
2. Choose a diagnosis catalog and group and then choose Execute .
The selected diagnoses appear in the Selection Result group box.
 Note
You can use the string search with any combination of characters to nd a diagnoses (diagnosis key description).
3. To change the diagnoses, choose with the quick info text Display <-> Change .
You can change the diagnosis group and diagnosis priority.
To edit the diagnosis long text, select the diagnosis and choose with the quick info text Edit Long Text .
To add or delete diagnoses, choose with the quick info text Insert Diagnosis Key or with the quick info text
Delete Diagnosis Key .
Health Center
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De nition
A location where occupational health examinations are performed.
A health center can either be part of the actual company, such as a department, or it can be an external facility that the company
has engaged to perform health surveillance protocols.
Health centers are created and edited in Address Management .
Use
To assign one or more persons to a health center .
Assigning Persons to a Health Center

Use
To assign employees to a health center with the aid of personnel numbers so that the system automatically proposes the assigned
center in a medical service for the person in question.
Once you have entered an assignment, you cannot delete it. You can only delimit it for a speci c date.
Prerequisites
You have created employees in the Personnel Administration component.
You have created health centers in Address Management.
Procedure
1. In the Occupational Health menu, choose Basic Data Health Center Assignment Assign Persons .
2. Enter the required selection criteria.
A screen displaying the selected persons appears.
 Note
Choose Delete to delete persons from the selection.
3. Select the persons you want to assign to the health center and choose Assignment.
4. In the dialog box that appears, choose Yes.
Result
You have assigned the health center. You can now no longer delete the assignment, but only delimit it by making a new
assignment.
Address Management in Occupational

Health
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Use
You can manage data on your external partners such as physicians, health centers, or laboratories and use this data in the
Occupational Health component (for example, in a medical service).
Address management is done in the SAP Business Partners component.
The business partners required for managing occupational health processes are grouped together under business partner roles.
The following business partner roles are available in Occupational Health :
Physician (HEA010)
Health center (HEA030)
Laboratory (HEA040)
Authority
External company
For information about how to use external partners in the injury/illness log , see Addresses in Industrial Hygiene and
Safety .
Integration
You create the data in the cross-application component Business Partners . You can navigate directly from Occupational Health to
address management to do this.
Features
You can create and edit external partners and specify your own speci c search terms.
Activities
Editing Business Partners
Editing Business Partners

Use
The business partners required for managing occupational health processes are classi ed as business partner roles.
 Note
For more information about business partners, see the Business Partners component.
Creating Business Partners

1. In the Occupational Health menu , choose Basic Data Addresses <Business Partner Role> Create , where <Business
Partner Role> stands for the required business partner role, for example, Physician .
2. In the Grouping eld, choose what type of number assignment you want.
3. If you chose external number assignment, enter a key for the business partner and con rm your entries.
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4. Enter data as required and save your entries.
Changing Business Partners

1. In the Occupational Health menu , choose Basic Data Addresses <Business Partner Role> Change , where <Business
Partner Role> stands for the required business partner role, for example, Physician .
2. Enter the required business partner and con rm your entry.
3. Enter data as required and save your entries.
Question Catalog
Use
With this function you manage the questions, headers, answer criteria, and other text elements that are used in questionnaires.
You de ne the individual elements as catalog entries .
Features
You can create up to 999 question catalogs. It make sense to create a question catalog for each subject area, for example, an
Occupational Health question catalog that contains all the questions, headers, and texts for occupational health questionnaires.
Activities
To access the initial screen for question catalogs , choose Basic Data Questionnaires Edit Question Catalogs in the
Occupational Health menu .
See also:
Catalog Group
Catalog Entry
Catalog Entry Category
Answer Type
Answer Criteria
Initial Screen for Question Catalogs

Use
From the initial screen you can display and edit the different objects required for managing question catalogs. It displays all the
question catalogs that have been created, including the catalog groups and catalog entries.
Features
Display
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The question catalogs are listed in an overview tree. To expand the overview tree, choose with the quick info text Expand Tree .
The system then displays the catalog groups, entries, and related data for each question catalog.
Apart from the descriptions of the question catalogs and catalog groups, the display shows the following details about the
individual catalog entries:
Status
Number
Catalog entry category
Answer criterion
Text
Text status
Use the options in the View menu to restrict the display of the objects according to status, and also to save your personal settings.
Functions to Call
Position the cursor on the required object.
Function Choose
Question catalog Display The question catalog by double-clicking (or

with the quick info text Choose )
Create Catalog/Catalog Group
Edit The question catalog by double-clicking (or

with the quick info text Choose )
Export/import Edit Export/Import...
Print Question Catalog Print
Delete with the quick info text Delete
Catalog group Create Catalog/Catalog Group
Edit
Catalog entry Find text with the quick info text Find or with
the quick info text Find Next
Create with the quick info text Create Catalog

Entry
Edit The catalog entry by double-clicking
Display where-used list with the quick info text Where-Used List
Activities
To access the initial screen for question catalogs, choose Basic Data Questionnaires Edit Question Catalogs in the Occupational
Health menu .
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Creation of Question Catalogs

Purpose
To enable you to use questionnaires for different areas of your company as well as for different subject matter. You create the
individual elements that make up a questionnaire, such as introductory texts or the actual questions, in the form of catalog
entries.
Process Flow
1. You specify which headers, texts, and questions you want to have in your questionnaires. You should also clarify the
different options for answering the individual questions, such as multiple choice (checkboxes) or manual entries (input
lines), right from the start.
2. You determine the areas in your company where you want to use questionnaires. Based on this, you specify appropriate
descriptions for the question catalogs in which you want to manage the individual questionnaire elements: the
Occupational Health question catalog, for example (see Editing Question Catalogs ).
You can translate the question catalog into different languages.
3. You decide how the catalog entries that you will be creating in the next step can best be grouped together and specify
catalog groups accordingly (see Editing Catalog Groups ).
You can translate the catalog group into different languages.
4. You create the various questions, text elements, or headers that you want to use in your questionnaires. You de ne these
elements as catalog entries for a question catalog and assign them to the appropriate catalog groups (see Editing Catalog
Entries ).
You can translate the catalog entries into different languages.
5. If you want to check the catalog entries and the assigned catalog groups, print the question catalog .
6. After you have created, translated, and checked all the catalog entries, set the status to Active , otherwise the entries
cannot be used in questionnaires. Note that catalog entries that are set to active can no longer be changed. This is to
ensure that questions that have already been used cannot be changed subsequently (see also Status of Catalog Entries ).
Result
You have created a question catalog and can now use the entries in it to create questionnaires .
Editing Question Catalogs

Prerequisites
Note that you can only delete a question catalog if you have also deleted all the catalog entries and catalog groups related to it
(see Editing Catalog Entries and Editing Catalog Groups ).
Procedure
1. In the Occupational Health menu , choose Basic Data Questionnaires Edit Question Catalogs .
The initial screen for question catalogs appears.
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Function Procedure
Creating question catalogs

a. Choose Catalog/Catalog Group .
b. Choose New Entries .
c. Create the question catalog required and save your

entries.
Changing question catalogs

b. Edit the existing catalog entries and save your entries.
Displaying question catalogs Double-click the required question catalog to select it.
The system displays the required question catalog along with

the catalog groups and catalog entries assigned to it.
Deleting question catalogs

a. Position the cursor on the question catalog you want to
delete and choose with the quick info text Delete .
A dialog box appears with a prompt to con rm the

deletion.
b. Choose Yes .
Printing question catalogs See Printing Question Catalogs
Translating question catalogs See Translating Question Catalogs
Exporting and importing question catalogs See Exporting and Importing Question Catalogs
Printing Question Catalogs

Use
There are two ways of printing question catalogs:
You can print out the question catalog with all the information related to it. This information includes:
Number of catalog group
Catalog entry number
Language
Catalog entry category
Answer type
Start and end dates
Status
You can print out the question catalog in a layout that matches the questionnaire. This layout includes, for example:
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Checkboxes
Input lines
Printing a Question Catalog with All Information

2. Position the cursor on the question catalog that you want to print out and choose Question Catalog Print .
The Choose Text Language dialog box appears.
3. Choose the language in which the question catalog is to be printed and con rm your entries.
4. Enter print parameters as required and choose Print .
Printing a Question Catalog with a Layout

2. Select a question catalog, catalog group, or a catalog entry by double-clicking it.
The Change View “Catalog Entry”: Details screen appears.
3. Choose Catalog Entry Print .
Translating Question Catalogs

Use
You can translate question catalog descriptions. The contents of the catalog – the catalog entries, in other words – are translated
separately (see Translating Catalog Entries ).
Procedure
2. Choose Catalog/Catalog Group .
The Change View "Question Catalog" screen appears.
3. Select the question catalog that you want to translate and choose Goto Translation .
4. Select one or more languages for translating the question catalog and con rm your entries.
The Maintain Texts in Other Languages dialog box appears.
5. Translate the description of the question catalog and con rm your entries.
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Exporting and Importing Question Catalogs

Use
You can export question catalogs to applications such as Microsoft Excel or Microsoft Word, use these applications to create or
edit catalog entries, and import the question catalogs again afterwards. This makes it extremely easy to create, change, or
translate catalog entries.
The following example describes how to export and import a question catalog to and from Microsoft Excel.
Prerequisites
You have created the basic structure for the question catalog in the SAP system (description of the question catalog,
catalog groups, and so on). We also recommend that you create some sample catalog entries in the SAP system so that
you can use their structure as a guideline in Microsoft Excel.
Catalog entries must be set to the status In process before you can edit them in Excel.
Exporting a Question Catalog

2. Place the cursor on the required question catalog and choose Edit Export/Import Export Question Catalog .
The Choose Text Language dialog box appears.
3. Choose the language in which you want to export the question catalog and con rm your entries.
 Note
If you activate the Column heading indicator in this dialog box, the Excel le will contain a heading for each column. This
is particularly useful for creating new catalog entries.
If you activate the Export as Continuous Text indicator, the line breaks in the questions are deleted. The question texts
do not then contain additional spaces in the generated Excel le.
If you activate the EH&S Export indicator, the selected question catalog is exported to an Excel le without blank
columns or blank rows. Using the import function, the exported le can be imported back into an SAP system without
any additional effort in Microsoft Excel.
The Export Question Catalog screen appears. It displays an overview of the catalog entries to be exported.
4. Choose with the quick info text Local le... to create a local le on your PC.
5. Choose the format in which you want to export the question catalog and con rm your entries.
6. Enter a directory and a name for the le and choose Save .
The le is now in this directory on your PC under the name that you entered.
7. Open the le in Microsoft Excel and edit it.
Importing a Question Catalog

1. In Microsoft Excel, open the question catalog you want to import.
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2. If the le was exported using EH&S Export, no changes to the structure are necessary. The le can be imported back into
an SAP system without any changes.
The document must contain a row with the following structure and the following information for each catalog entry.
Table Field Number of Catalog Number of Number of Catalog Answer Source Question
question group catalog criterion entry type language text
catalog entry category
Length 3 2 5 3 2 2 1 255
Type NUMC NUMC NUMC NUMC CHAR NUMC LANG CHAR
 Caution
To ensure that the le is imported correctly, the rst or second row of the rst column of the document must contain
the rst catalog entry.
3. Store the edited le on your PC with the le type Text (Tab delimited) (*.txt) and close the application.
4. In the SAP system, access the initial screen for question catalogs and choose Edit Export/Import Import Question
Catalog .
The Import Question Catalog dialog box appears.
5. Choose the language in which you want to store the catalog entries in the SAP system.
6. Choose the question catalog to which the catalog entries will be assigned.
 Note
Only those catalog entries are transferred whose question catalog number matches the number of the selected
question catalog. If you want to import the question catalog under another question catalog number, you must change
the question catalog number in your import le with Microsoft Excel.
If you activate the Import as Continuous Text indicator, super uous blanks are removed and super uous line breaks
are removed from the import le.
7. Choose the status for the catalog entries you are importing.
8. Select the le for the question catalog on your PC and con rm your entries.
 Note
The format is preset to ASCII data table with column tab and cannot be changed.
The Import Question Catalog screen appears. It displays an overview of the imported catalog entries.
9. Select the catalog entries you want to transfer and choose Transfer .
Result
The catalog entries you edited have been imported into the SAP system and are available for further editing.
Catalog Group
De nition
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A grouping of catalog entries with a common theme. Catalog groups are created for the individual question catalogs.
Use
Each catalog entry is assigned to a catalog group so that the entries in a question catalog are easier to manage.
You can de ne up to 99 catalog groups for each question catalog.
Integration
See also: Catalog Entry
Editing Catalog Groups

Prerequisites
You can delete a catalog group only if you have already deleted all the catalog entries in it (see Editing Catalog Entries ).
Procedure
Function Procedure
Creating catalog groups

b. Select the question catalog for which you need to create

a catalog group and choose Catalog group.
c. Choose New Entries .
d. Create the catalog group required and save your entries.
Editing catalog groups

b. Select the question catalog containing the catalog

group you want to edit and choose Catalog group.
c. Edit the catalog group and save your entries.
Deleting catalog groups

a. Expand the question catalog node until the catalog
group that you want to delete appears.
b. Position the cursor on the catalog group you want to


deletion.
c. Choose Yes .
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Translating Catalog Groups

Use
You can translate catalog group descriptions.
Procedure
2. Choose Catalog/Catalog Group .
The Change View “Question Catalog” screen appears.
3. Select the question catalog containing the catalog group that you want to translate and choose Catalog group .
The Change View: “Catalog Group” screen appears.
4. Select the catalog group you want to translate and choose Goto Translation.
5. Select one or more languages for translating the catalog group and con rm your entries.
The Maintain Texts in Other Languages dialog box appears.
6. Translate the description of the catalog group and con rm your entries.
Catalog Entry
De nition
Catalog entries are the central objects in a question catalog. Questionnaires are created from catalog entries.
The catalog entry category de nes whether a catalog entry is a question, a header, or a text.
Use
Catalog entries and all related data are used to create questionnaires.
Each catalog entry is assigned to a catalog group . You can create up to 9999 catalog entries for each catalog group.
The position of the catalog entries in the catalog groups and in the question catalog is determined by the catalog entry
numbers (in ascending order). This also corresponds to the catalog entry sequence in questionnaires.
You can store weightings for each entry in the Question catalog entry category. These weightings help to evaluate the
completed questionnaires.
A where-used list enables you to check in which general questionnaire the catalog entry is used.
Integration
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Catalog entries and all related data are managed in the question catalog .
Catalog Entry Category

De nition
Classi es the catalog entries for questionnaires as questions, texts and headers. You assign a catalog entry category to each
catalog entry.
Use
You can assign the following catalog entry categories to catalog entries:
Question
Text elements in a questionnaire that require an answer from the questionnaire recipient (for example, Do you have difficulty
hearing? ).
Text
This is used for introductory texts (for example, During the past 12 months have you had: ). Unlike questions, texts do not need
an answer.
Header
Speci es the subject of the questions to follow (for example, Hearing ).
Integration
See also: Editing Catalog Entries
Answer Type
De nition
The answer type speci es the way in which the questions in a questionnaire can be answered. Depending on the answer type, the
questionnaire contains manual input lines for freely formulated answers or YES/NO checkboxes.
Prerequisites
In order to assign answer types to catalog entries, you must have de ned the catalog entry as the catalog entry category Question
.
Use
You can assign the following answer types to a question:
Yes/No
There are three checkboxes printed in the questionnaire, for example: Yes , No and NA (no answer).
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Input line
A line is printed after the question, which the questionnaire recipients use to formulate their own answers.
Single Choice
Several answer criteria are given for the question, each with its own checkbox. The questionnaire recipient may only
choose one.
Multiple Choice
Several answer criteria are given for the question, each with its own checkbox. The questionnaire recipient may choose one
or more of these.
Integration
Answer Criteria
De nition
In questionnaires, these are answer texts that the questionnaire recipient selects when answering the questions.
Use
Where a question is assigned the answer type Single Choice or Multiple Choice , you can create a criterion (or several criteria) as
a possible answer (or answers).
 Example
The questionnaire recipient is meant to choose several answers to the question "Have any of your blood relatives had any of the
following illnesses?". Assign the Multiple Choice answer type to the question. The answers that the questionnaire recipient can
choose from are given in the questionnaire. For this question, create the criteria Leukemia, Anemia, and so on, and assign a
unique key to each of these criteria.
If you also want to provide the option of making manual entries for a criterion, enter three underscores after the criterion. The
system then creates an entry line below the criterion.
 Example
The questionnaire recipient is meant to choose several answers to the question "Which of the following illnesses have you had,
and if so, at what age?". Assign the Multiple Choice answer type to the question. The answers that the questionnaire recipient
can choose from are given in the questionnaire. In addition, the questionnaire recipient is required to enter his or her age at the
time he or she had the illness. For this question, create the criteria Leukemia , Anemia , and so on and enter three underscores
after each criterion.
For example:
Criterion 01 Leukemia Age:___
Criterion 02 Anemia Age:___
The system displays or prints the three underscores as an entry line below the criterion.
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Integration
Status of Catalog Entries

Catalog entries can have the following statuses:
Initial status New - Not Saved
When you create an object, the system assigns the status New – Not Saved to it. You can edit and delete the object.
Editing status In Process
When you save a newly created object, the system assigns the status In Process to it. Editing an object in this status is
restricted, however. In other words, you can only edit the following data:
Validity period
Text of the catalog entry
Weighting
Answer criteria
You cannot edit the rest of the data because it is already prede ned in the question catalog structure and cannot be
changed.
You can delete the object.
You cannot insert the catalog entry in questionnaires.
You cannot change objects that have the status Active . You can delete them, provided that they are not being used in
questionnaires. If the questionnaire that contains the object is set to the In Process status, you can remove the object from
the questionnaire and then delete it. If the questionnaire has the status Active , you can set the object to Inactive or delimit
it by entering an end date.
To insert a catalog entry in a questionnaire, the entry must have the status Active .
Objects that have the status Inactive cannot be edited or inserted in questionnaires. If these objects are not being used in
existing questionnaires, you can delete them. If the questionnaire that contains the object is set to the In Process status,
you can remove the object from the questionnaire and then delete it.
 Note
The statuses New – Not Saved and In Process are assigned automatically by the system. You assign the statuses
Active and Inactive by choosing on the detail screen for catalog entries.
Editing Options
The editing options for catalog entries depend on the status assigned to them:
Initial status ( New - Not Saved ) Editing catalog entries
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Deleting catalog entries
Processing status ( In Process ) Editing catalog entries (limited)
Translating catalog entries
In-use status ( Active ) Translating catalog entries
Inserting catalog entries in a questionnaire
Archiving status ( Inactive ) Deleting catalog entries
 Note
Editing Catalog Entries

Use
Creating
The catalog entries that you create in the question catalog can be used in any questionnaire.
You have two options for numbering catalog entries:
Externally assigned numbers
You enter a unique number for each catalog entry manually.
Internally assigned numbers
The system proposes a sequential number for each catalog entry. You can accept this default value or overwrite it.
Changing
You can edit the following catalog entry data:
Validity period
Text of the catalog entry
Weighting
Answer criteria
All other catalog entry data can only be edited if the status of the entry is New – not saved (see Status of Catalog
Entries ).
Searching
If you are not entirely sure which question catalog contains a certain catalog entry, you can use the text of the entry (or
part of it) to nd it. The search is run from the initial screen for question catalogs . The system searches through all the
existing question catalogs, no matter where the cursor is positioned at the time.
Where-Used List
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The where-used list enables you to display the questionnaires in which a speci c catalog entry is used.
Prerequisites
Creating
You have created the question catalog and catalog groups for which you want to create catalog entries.
Changing
The catalog entry has the status In process or New – not saved (see Status of Catalog Entries ).
Deleting
The catalog entry is not being used in questionnaires. If the questionnaire that contains the catalog entry has the status In
process , rst remove the entry from the questionnaire, then delete it.
Procedure
Function Procedure
Creating catalog entries

a. Position the cursor on the question catalog or catalog
group for which you want to create the catalog entry.
b. Choose with the quick info text Create Catalog

Entry .
c. Assign a question catalog and a catalog group to the

catalog entry.
d. Choose with the quick info text Propose Number to

have the system propose a number for the catalog
entry, or assign a unique number yourself.
e. Assign an entry category to the catalog entry.
f. Choose an answer type .
g. Enter a weighting for the question and answer as

required.
h. In the Answer Criteria group box, enter criteria as

required.
 Note
You can only enter criteria if you have chosen Single
Choice or Multiple Choice as the answer type.
i. Save your entries.
Changing catalog entries

a. Double-click the required catalog entry to select it.
b. Edit the catalog entry and save it.
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Deleting catalog entries a. Position the cursor on the catalog entry that you want to

deletion.
b. Choose Yes .
Finding catalog entries

a. Choose with the quick info text Find .
b. Enter the catalog entry text or a part of it and con rm

your entries.
A system message appears, informing you which texts

were found.
c. Con rm the dialog box.
The cursor jumps to the rst entry found in the overview

tree.
d. If this entry is not the required catalog entry, choose

with the quick info text Find Next .
The cursor jumps to the next entry.
e. Repeat the last step until you nd the catalog entry you
want.
Displaying the where-used list Position the cursor on the required catalog entry and choose
with the quick info text Where-Used List .
A dialog box appears, listing the questionnaires in which the

catalog entry is used. The questionnaire number and status are
also displayed.
Result
When you create the catalog entry, it is set to the status New – not saved . After you save the entry, it has the status In process .
The catalog entry must be set to the status Active before you can insert it in a questionnaire.
If you delete a catalog entry, you can no longer use it in questionnaires.
Translating Catalog Entries

Use
You can translate catalog entries into the languages that are installed in the system. You can then use the translated catalog
entries to create questionnaires in other languages.
There are two ways to translate catalog entries:
In the Occupational Health component directly in the SAP system
Outside the system in a non-SAP application such as Microsoft Excel or Microsoft Word
Translation Text Status
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The translated catalog entries have their own text status ( In process or Active ). You can translate the catalog entry in either
status. Only catalog entries with the text status Active are displayed in the questionnaire.
Prerequisites
In order to set the text status of the translation to Active , the catalog entry must also have the status Active in the original
language used to create it. This is a prerequisite for using translated catalog entries in questionnaires.
Translating Catalog Entries in the SAP System

 Note
To search for a catalog entry by its text, choose with the quick info text Find (see Editing Catalog Entries ).
2. Double-click the required catalog entry to select it.
The Change View “Catalog Entry”: Details screen appears.
3. Choose Translation .
The Choose languages dialog box appears.
4. Select one or more languages for translating the catalog entry and con rm your entries.
The data entry screen for translation appears.
5. To translate the text, choose with the quick info text Change Long Text on the tab page for the language you want to
translate.
The grayed-out long text is displayed in the logon language in the editor.
6. Enter the translation below the grayed-out text and then go back.
7. Translate the answer criteria (if given).
8. When you are sure that the translation is error-free, choose with the quick info text Activate to activate it - in other
words, to set the text status of the translation to Active .
 Caution
If you do not set the text status of the translation to Active , the translated catalog entries cannot be displayed in
questionnaires. Once a translated text has been set to Active , it can no longer be changed in that language.
 Note
If the translated catalog entry still has the status In process , you must set this status to Active before you can activate
the translation text status.
9. Navigate to other selected languages using the navigation buttons with the quick info text Previous Language and
with the quick info text Next Language and translate the catalog entry into these languages in the same way.
Translating Catalog Entries Outside the SAP System

1. Export the question catalog containing the catalog entries that you want to translate. Then open the le in the relevant
application (Microsoft Excel, for example).
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2. In the Language key column, enter the key for the target language required (for example, EN for English).
3. Translate the catalog entries.
4. Import the question catalog into the SAP system again. In the Import Question Catalog dialog box, choose the relevant
target language (for example, EN for English).
Questionnaires
Use
This function enables you to create questionnaires in the SAP system that are tailored to your individual requirements. The
questions, texts, and headers that you use in the questionnaires are set up and managed in the question catalog as catalog entries
.
We differentiate between:
General questionnaires
Speci c questionnaires
Integration
Question catalog
You use catalog entries from the question catalog to create a questionnaire.
 Note
The normal page layout for questionnaires (for example, headers and footers) is determined by the de nition of forms in the
SAP system and by the settings in Customizing.
Prerequisites
You have created the catalog entries and all related data that you want to use in the questionnaire.
Features
Initial Screen for General Questionnaires
Status of General Questionnaires
Activities
In the Occupational Health menu , choose Basic Data Questionnaires Edit Questionnaires.
More Information
To work using the accessibility mode, set the SAP con guration on your computer as follows:
1. Choose Start Control Panel SAP Con guration.
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2. On the Design Selection tab page, deselect the Use New Visual Design indicator.
3. Set the Use Accessibility Mode indicator.
General Questionnaire
De nition
A general questionnaire contains a selection of the catalog entries de ned in the question catalog . It also serves as a template for
speci c questionnaires .
General questionnaires are not assigned to an object, unlike speci c questionnaires.
Initial Screen for General Questionnaires

Use
On the initial screen for questionnaires, you can display and edit the different objects required for creating questionnaires. The
initial screen displays all general questionnaires .
Features
Display
The questionnaires are listed in an overview tree on the left of the initial screen. The highest level of the overview tree displays the
subject areas (for example, Occupational Health ) to which the individual questionnaires are assigned.
If you expand the nodes by choosing with the quick info text Expand Tree , the system displays all existing questionnaires for
each assignment, as well as their status.
On the right of the initial screen, the questionnaire header data and administration is displayed. There is also a detailed view of the
questionnaire that lists the catalog entries assigned to it.
The catalog entries in a questionnaire are sorted according to question catalog and catalog group, and, within the catalog group,
according to the number of the catalog entry .
Functions to Call
The processing of general questionnaires is dependent on the status assigned to them.
Position the cursor on the required object.
Function Choose
Questionnaire Display or edit The questionnaire by double-clicking (or

with the quick info text Questionnaire
Details )
Create with the quick info text Create
Translate Edit Translation
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Print Questionnaire Print
Copy with the quick info text Copy Template
Assign to a subject area Edit Assign Subject Area
Where-used list (for assignment to health with the quick info text Where-Used List
surveillance protocol)
Catalog entry Insert with the quick info text Insert Catalog
Entries
Delete with the quick info text Delete Catalog

Entries
Find with the quick info text Find Catalog

Entry
Sort with the quick info text Sort in

Descending Order and with the quick
info text Sort in Ascending Order
Activities
To access the initial screen for general questionnaires, choose Basic Data Questionnaires Edit Questionnaires in the
Occupational Health menu .
Status of General Questionnaires

General questionnaires can have the following statuses:
Initial status New - not saved
When you create an object, the system assigns the status New – Not Saved to it. You can edit and delete the object.
Processing status In Process
When you save a newly created object, the system assigns the status In Process to it. You can edit and delete the object.
Objects with the status Active cannot be edited and can only be deleted if they are not assigned to an object (for example,
to a health surveillance protocol). You can only add catalog entries to a general questionnaire that has the status Active .
These catalog entries appear in the questionnaire as of the speci ed start date. You cannot delete catalog entries. You can
only use the end date to delimit them.
Note that questionnaires whose end date has been exceeded can still have the status Active , but are nevertheless no
longer valid.
Objects with the status Inactive cannot be edited and can only be deleted if they are not assigned to an object (for
example, to a health surveillance protocol).
 Note
The statuses New – Not Saved and In Process are assigned automatically by the system. You assign the statuses
Active and Inactive by choosing with the quick info text Activate on the Header Data tab page on the initial screen
for general questionnaires .
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Editing Options
The editing options for questionnaires depend on the status:
Initial status ( New - Not Saved ) Editing questionnaires
Deleting questionnaires
Processing status ( In Process ) Editing questionnaires
Translating questionnaires
In-use status ( Active ) Inserting catalog entries in a questionnaire
Translating questionnaires
Assigning questionnaires to health surveillance protocols
Archiving status ( Inactive ) Deleting questionnaires
 Note
Creation of Questionnaires
Purpose
To enable you to create general questionnaires for your area after you have set up your question catalogs.
Various options for evaluating the answers in the completed questionnaires will be available at a later point.
Prerequisites
You have created catalog entries . If you want your questionnaires available in different languages, the catalog entries must be
translated rst.
Process Flow
1. You determine the areas in which you want to use questionnaires. You create subject areas for each of these areas so that
the questionnaires that you later create can be classi ed accordingly.
2. You enter the description of the questionnaire required (for example, Questionnaire for Noise Protocols ).
3. You make a draft of the questionnaire with the headers and related questions that you want to include in it, as well as the
order in which the questions are to appear. On the basis of your draft, you create the questionnaire by inserting the entries
stored in the question catalog (headers, texts, questions, and so on).
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 Note
You can only change the layout of questionnaires (header, footer, and so on) in Customizing for Occupational Health .
4. If you want to print out the questionnaire in several languages, simply make the appropriate language settings for the
questionnaire. Before you can do this, each of the elements in the questionnaire must already be translated into the
languages in question.
5. You print out the questionnaire and check if all the information in it is correct and complete.
6. After you have created, translated, and checked the questionnaire, the status must be set to Active before it can be used.
Note that when questionnaires are set to active, you can only add and delimit catalog entries (see also Status of General
Questionnaires ).
Result
You have created a general questionnaire and can now assign it to objects such as a health surveillance protocol in Occupational
Health .
Editing General Questionnaires

Prerequisites
Creating and Changing
You have created the appropriate question catalogs and the catalog entries for them.
The status of the catalog entries that you want to insert in the questionnaire and the text status of these entries are both
set to Active .
The questionnaires you want to change have the status In process .
Deleting
The questionnaire has the status In process . You can also delete questionnaires that have the status Active or Inactive , as long
as they have no objects assigned to them (see Status of General Questionnaires ).
Procedure
1. In the Occupational Health menu , choose Basic Data Questionnaires Edit Questionnaires .
The initial screen for questionnaires appears.
2. Depending on the function you want to execute, proceed as follows:
Function Procedure
Creating general questionnaires

a. Choose with the quick info text Create .
The number of the questionnaire is assigned

automatically by the system. You can overwrite this
default value, however.
When you create a questionnaire, it is assigned the

status New – not saved .
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b. Enter a validity period for the questionnaire.
 Caution
Note that the questionnaire cannot be used after the
end date entered.
c. Save your entries.
The status of the questionnaire is set to In process .
The Assign Subject Area dialog box appears.
d. Choose one of the following options:
Choose Yes if you want to assign the

questionnaire to a subject area.
The Change View “Subject Area” screen

appears. For more information about
assignment to subject areas, see Assigning
Questionnaires to Subject Areas .
 Note
The questionnaire is listed in the overview
tree under the subject area that you chose.
Choose No if you do not want to assign the

questionnaire to a subject area.
The questionnaire is listed in the overview tree

under the Not Assigned node.
e. Choose with the quick info text Insert Catalog

Entries to assign questions, texts, and headers to the
questionnaire (see Inserting Catalog Entries in a
Questionnaire ).
 Note
Choose with the quick info text Delete Catalog
Entries to delete any assigned catalog entries from
the questionnaire.
f. Save your entries.
g. When you have completely nished editing the

questionnaire, choose with the quick info text
Activate to set it to active.
 Caution
Questionnaires that are set to Active can no longer
be edited. You can only add catalog entries to them
(see Status of General Questionnaires ).
Changing general questionnaires

a. Double-click the required questionnaire to select it.
The questionnaire you selected is shown on the right of

the initial screen.
 Note
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To display the detail view of a catalog entry, select
the required catalog entry and choose with the
quick info text Detail Catalog Entry in the Assigned
Catalog Entries screen area.
b. Edit the questionnaire and save your entries.
Copying general questionnaires

a. Double-click the required questionnaire to select it.
The questionnaire you selected is shown on the right of

the initial screen.
b. Choose with the quick info text Copy Template .
The system assigns a number to the new questionnaire.

You can overwrite this default value, however.
c. Edit the new questionnaire and save your entries.
Deleting general questionnaires

a. Position the cursor on the questionnaire you want to

deletion.
b. Choose Yes .
Result
If you have set the general questionnaire to Active , you can assign it to objects.
Inserting Catalog Entries in a Questionnaire

Use
If you want to extend the questions, texts, and headers of an existing questionnaire, you can add one or more catalog entries to it.
The sequence of catalog entries in a questionnaire is the number of entries sorted in ascending order and by catalog group
Prerequisites
You have created the appropriate question catalogs .
The status of the catalog entries that you want to insert in the questionnaire and the text status of these entries are both
set to Active .
Procedure
2. Double-click the required questionnaire to select it.
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The questionnaire you selected is shown on the right of the initial screen.
3. Choose with the quick info text Insert Catalog Entries .
The Select Catalog Entry dialog box appears.
4. Enter the required selection criteria and choose with the quick info text Execute .
The Catalog Entry Selection screen appears.
5. Select the catalog entries that you want to insert in the questionnaire and choose Enter .
The initial screen for the questionnaire appears again.
Creating Subject Areas for Questionnaires

Use
You create subject areas to make it easier to manage questionnaires on the initial screen for questionnaires .
See also: Assigning Questionnaires to Subject Areas
Procedure
2. Choose Edit Assign Subject Area .
The Change View “Subject Area” screen appears.
3. Choose New Entries .
4. Enter a subject area and assign a unique key using numbers.
 Example
Enter Occupational Health as the subject area. Assign all the relevant questionnaires to this subject area, such as
questionnaires for health surveillance protocols.
Result
You have created a subject area. The system displays all the subject areas that you create in the overview tree of the initial screen
for questionnaires . The subject areas are sorted according to the keys assigned to them. When you assign questionnaires to
subject areas , the assigned questionnaires are listed in the overview tree under the respective subject area.
Assigning Questionnaires to Subject Areas

Use
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You can assign general questionnaires to the eld of subject matter to which they belong. Assigning questionnaires to subject
areas makes it simpler to manage questionnaires on the initial screen for questionnaires .
 Example
You assign incident/accident questionnaires to the Industrial Hygiene and Safety subject area.
Prerequisites
You have created subject areas .
Procedure
2. Choose Edit Assign Subject Area .
The Change View “Subject Area” screen appears.
 Note
You can create new subject areas here if none appear on the screen.
3. Select a subject area in the table and choose Assignment Questionnaire .
This takes you to a screen that displays all the questionnaires already assigned to this subject area.
4. Choose New Entries .
5. Enter the questionnaire that you want to assign to this subject area.
Result
You have assigned a questionnaire to a subject area. The questionnaire appears in the overview tree of the initial screen for
questionnaires under the node for the subject area.
Translating General Questionnaires

Use
You only need to translate the questionnaire description here. All the other parts of the questionnaire, apart from the text
elements, are translated in the question catalog . The text elements (for example, the questionnaire header or footer) are created
in several languages in Customizing for Occupational Health . The elements are transferred automatically when the questionnaire
is created.
Procedure
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3. Choose Edit Translation .
The Choose languages dialog box appears.
4. Select one or more languages for translating the description of the questionnaire and con rm your entries.
5. Enter the translation(s) and con rm your entries.
Printing General Questionnaires

3. Choose Questionnaire Print .
The Print Settings dialog box appears.
4. Specify the format for the questionnaire by choosing one of the following options:
Choose Scanner if you want the questionnaire to be printed in a layout that you can scan back into the system after
completion.
A 13-digit code generated by the system appears on the printout beside each question that has to be answered.
This code and the marked answers are assigned to the appropriate questions when the questionnaire is scanned in.
Choose Normal if the questionnaire printout is not to be scanned back into the system after completion.
5. Choose the language in which the questionnaire is to be printed and con rm your entries.
Speci c Questionnaire
De nition
A questionnaire that is assigned to a speci c object.
 Example
When you open a medical service in the SAP application component Occupational Health , the link to the health surveillance
protocol object ensures that a general questionnaire is assigned automatically to the person who is required to answer it. This
questionnaire can then be printed out from the medical service screen, or it can be completed online directly in the system.
Integration
In Occupational Health , speci c questionnaires are answered as part of a medical service (see Completion of Questionnaires ).
See also:
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Assignment Category
Assignment Category
De nition
The category that tells you which object a general questionnaire is assigned to.
Use
The system assigns the object health surveillance protocol to questionnaires that are required for health surveillance protocols.
Assignment to this object is controlled by the VOR assignment category.
Assignment of Physician to Appointment

Calendar
Use
You can assign a physician to an appointment calendar. If an assignment exists, then the corresponding physician is automatically
entered as the physician responsible for a newly scheduled appointment in the planning cockpit.
Prerequisites
You have created a person of the employee or business partner person group that represents the physician responsible.
Procedure
1. In the menu for occupation health, choose Basic Data -> Assignment of Physician to Appointment Calendar .
A table appears with assignments of physicians to appointment calendars already created.
2. Choose with the quick info text Insert Row .
The dialog Selection appears.
Choose an appointment calendar.
Enter a name if necessary and execute the search.
More than one hit is displayed in the hit list.
3. Double-click the appointment calendar for which you want make a physician assignment.
4. Enter the physician responsible in the table for the selected appointment calendar.
Schedule Planning (EHS-HEA-SCH)

Purpose
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This component enables you to determine which health surveillance protocols are due, schedule the relevant appointments, and
send out invitations.
Features
You can determine the persons who have to undergo a health surveillance protocol.
If several health surveillance protocols for a person are due at about the same time, you can plan one appointment for all of
them in scheduling and then create a medical service.
If you are using the SAP component Time Management, you can access the data on employee absences (illness and
vacation, for example).
You can print out an invitation for the person in question.
You can access the appointment status at any time to see whether appointments have been accepted or canceled.
You can nd out what appointments are scheduled for the current day by displaying the daily list and printing it out as
required.
Planning Cockpit
De nition
The planning cockpit provides you with a complete overview of a series of important scheduling processes in occupational
healthcare.
Use
In the planning cockpit, you can manage the following processes:
Determination of Persons for a Medical Service
Assignment of Health Surveillance Protocols to Persons
Scheduling
In the planning cockpit, you can jump to a medical practice calendar whose clear graphical layout allows you to schedule
appointments easily.
To open the planning cockpit, in the Occupational Health menu choose Schedule Planning Planning Cockpit .
 Note
You can adapt the planning cockpit to suit your own individual requirements by using layout variants and lters.
 Note
The transaction names EHSASSIGN ( Schedule Planning: Assignment Protocol to Person ), EHSASSPERS ( Schedule
Planning: Person List for Protocol Assignment ), EHSSERV01 ( Schedule Planning: Open Medical Service ), and EHSTERM01
( Schedule Planning: Scheduling Medical Service ) still continue to exist.
More Information
1/21/2020
If you are working in accessibility mode, then all the rows are displayed in the Planning List screen area, so that the read program
can record them. If you are not using the accessibility mode, then the individual rows that are not needed remain hidden.
Medical Practice Calendar

Use
In the planning cockpit , you can jump to the medical practice calendar. The medical practice calendar has a clear graphical layout,
which allows you to schedule appointments easily. For example, you can assign medical services to a physician or a medical device
workstation.
The medical practice calendar is based on the SAP appointment calendar and is implemented in the form of a Business Add-In
(BAdI).
 Caution
Edit appointments in relevant calendars in the medical practice calendar only, otherwise con rmation to Occupational Health
is not guaranteed.
Prerequisites
You process the BAdI EHSH_MPC_INTEGRATIONin Customizing for Occupational Health by choosing Scheduling Business Add-
Ins (BAdIs) BAdI: Integration of Medical Practice Calendar.The BAdI is activated in the standard system. If the BAdI is not
activated, you can enter appointments directly in the planning cockpit.
Activities
1. In the planning cockpit , select the medical services that you want to manage in the medical practice calendar.
2. To open the medical practice calendar, choose with the quick info text Medical Practice Calendar .
The Medical Practice Calendar dialog box appears.
 Note
You can change the default calendar by choosing Open a New Calendar , selecting the calendar for a physician, for
example, and then saving your selection by choosing Set Calendar As Default .
You can specify the number of entries in the list of recently opened appointment calendars (favorites list) by entering
the relevant number in the environment parameter OH_MEDICAL_FAV_AMOUNT.
3. In the Services Without Appointment area, select a medical service.
4. Double-click the required date in the calendar.
The Appointment Calendar: Create Group Appointment dialog box appears.
5. Change the appointment if necessary to suit the form you require.
Examination Appointment Planning

Purpose
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The system proposes the persons who are due for a health surveillance protocol. To enable several protocols for a person to be
performed during one appointment, the protocols are incorporated into one medical service . You can plan one or more
appointments for each medical service.
Process Flow
1. First of all, the system determines which health surveillance protocols need to be performed. When you access this
function, you can use certain selection criteria to restrict the group of persons proposed.
The system displays a list of the persons who must have a medical service planned for them.
2. You open a medical service for individual persons in the list, or for all of them. You have the following options:
You open a medical service for all outstanding health surveillance protocols for a person if you select the person.
You open a medical service for a selection of health surveillance protocols for a person if you select the relevant
protocols.
3. In scheduling , you schedule an appointment for the medical service that you have opened. If you want to talk to the person
directly, you can display the actual telephone number in scheduling. You can also access an overview of the times when the
employee may be absent, such as vacation, illness and so on.
4. You print out an invitation for the employee and send it off. At the same time you can also print out any questionnaires that
the system generated for the protocols in question and send them to the person along with the invitation.
5. You can call a daily list of all the appointments scheduled for the current day.
Result
The medical service that you open here appears on the scheduled date in the worklist of the employee in the health center who is
editing the medical service (see Medical Service Editing ).
Determination of Persons for a Medical

Service
Use
To enable you to determine the persons who must undergo one or more health surveillance protocols.
Integration
When you have determined who these persons are, you can open a medical service for them on the same screen.
Prerequisites
The person has been assigned health surveillance protocols (see Assigning Health Surveillance Protocols Manually to
Persons ).
No medical service has as yet been opened for the person, or the status of the person’s last medical service is Service
closed .
Features
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To determine the person(s) in question, you enter the following selection criteria:
Personnel number
To determine the health surveillance protocols that are due for a speci c person, enter the personnel number for that
person.
Organizational assignment
Specify the health center or organizational assignment data for which you want to determine the persons who are required
to undergo a health surveillance protocol.
Health surveillance protocol
To determine the persons that are required to undergo a speci c health surveillance protocol, enter the name of the
protocol.
 Note
To restrict the selection even more, enter a selection period and a health surveillance protocol.
Selection period for next health surveillance protocol
To determine all the protocols that are due, enter the dates of the period in question. You can also just enter an end date
here. In this case, the system selects all the persons who are required to undergo a health surveillance protocol by this
date.
Activities
Determining Persons for a Medical Service
Determining Person(s) for a Medical Service

Procedure
1. In the Occupational Health menu , choose Schedule Planning Planning Cockpit.
2. Under Person , enter the relevant selection criteria and con rm your entries.
The hits are displayed in the list of persons.
3. Select the persons you want and choose with the quick info text Add to Planning List .
The planning list shows a list of persons with the health surveillance protocols that they are due to undergo.
Result
You have chosen the persons and the health surveillance protocols assigned to them for a medical service. You can now open a
medical service for these persons.
 Note
Here you can open a medical service for all outstanding health surveillance protocols for a person if you select the person
directly, or you can open a medical service for a selection of health surveillance protocols for a person if you select only the
relevant protocols.
1/21/2020
If you have already opened a medical service for a person, this person is not included in the protocols displayed the next time you
call the selection list. When the medical service has been closed (status: Service closed ), the next health surveillance protocol
that is due is displayed in the selection list again.
Scheduling
Use
To make and con rm appointments with the persons affected for a medical service that you have opened for them.
Prerequisites
You have opened the medical service.
Features
Printing out invitations and questionnaires for the persons affected
Overview of the examinations in the medical service
Displaying telephone numbers
Comparison of the appointment date with the person’s absences (if these are entered in the Time Management
component)
Displaying relationships to physicians and health centers
Activities
Editing Appointments
Status of Appointments
Appointments can have the following statuses:
New
After a medical service has been opened, the system assigns the status New to an appointment.
Not con rmed
If you use the medical practice calendar , this corresponds to the status Planned .
Con rmed
Corresponds to the status Taking Place in the medical practice calendar.
No-show
Has an equivalent in the medical practice calendar.
Canceled
Use
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You can use the status setting to restrict the selection of persons who are due for a medical service.
 Note
Editing Appointments
Procedure
1. In the Occupational Health menu , choose Schedule Planning Planning Cockpit .
The Schedule Planning: Planning Cockpit screen appears.
2. Determine the persons for a medical service .
 Note
All search options are considered when determining the persons. Only the person is displayed that meets the speci ed
search parameters.
A list of the relevant persons and the medical services opened for them appears.
 Note
Choose with the quick info text Set Filter to restrict the selection even more, for example, to the appointment status
.
3. Choose with the quick info text Medical Practice Calendar .
The Medical Practice Calendar . dialog box appears.
4. Create an appointment and save your entries.
Result
You have created an appointment. This appointment has the status from the medical practice calendar (see also Status of
Appointments ).
If a physician is assigned to the used appointment calendar (see Assignment of Physician to Appointment Calendar ), the
physician is automatically entered as the physician responsible for the appointment in the planning list.
Daily List of Appointments

Use
You can display all the appointments scheduled for the current day.
 Note
You can only use this function for persons who have a master record in the Personnel Administration component.
1/21/2020
Activities
From the Occupational Health menu , choose Schedule Planning Edit Schedules .
Invitation
De nition
A written request to the person in question to undergo a health surveillance protocol on a speci ed date as part of a medical
service.
Structure
You edit the form for the invitation in Customizing for Occupational Health .
You print out the invitation from the Scheduling function (see Printing Invitations ).
Printing Invitations
Procedure
1. In the planning cockpit , select a medical service.
2. Choose Invitation with the quick info text Print Invitation/Questionnaire .
3. In the dialog box that appears, con rm whether you also want to print out the questionnaire at the same time.
4. Enter the print parameters as required.
5. Choose Print .

SAP EHS - Occupational Health - EHS-HEA - V1.1

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1/21/2020

Occupational Health (EHS-HEA)

SAP ERP | 6.0 EHP8 SP13

Original content: https://help.sap.com/viewer/38bb01219fcf45558a8f09d8af3298ad/6.18.13/en-US

For more information, please visit the https://help.sap.com/viewer/disclaimer.

Occupational Health (EHS-HEA)

Occupational Health comprises the following components:

This component is used for statistical evaluations of the data.

SAP Business Partner

The following Occupational Health functions are for employees only:

Automatic assignment of persons to health surveillance protocols

Standard reporting in Occupational Health

Simultaneous assignment of several persons to a health center

Daily list and overview of medical service examinations in schedule planning

Industrial Hygiene and Safety

Basic Data and Tools

Accessing Occupational Health

Human Resources Environment, Health and Safety Occupational Health

Logistics Environment, Health and Safety Occupational Health

Occupational Health: The Complete Process

Data Destruction in Occupational Health

Data Destruction Object Description of Data Destruction Object

EHS_HEA_SRV_DESTRUCTION Medical Service

EHS_HEA_PER_HEAL_DESTRUCTION Assignment of Persons to Health Centers

You use this data destruction object to destroy assignments of

EHS_HEA_PER_PROT_DESTRUCTION Assignment of Health Surveillance Protocols to Persons

You use this data destruction object to destroy assignments of

Data Destruction Object Description of Data Destruction Object

EHS_HEA_PER_TEXT_DESTRUCTION Personal Comments/Documents

You use this data destruction object to destroy comments, user-

EHS_HEA_PER_CAHIST_DESTRUCTION Case History

EHS_HEA_IIL_DESTRUCTION Injury/Illness Log

Destroying Data in a Live Application System

Activating SAP ILM

Destroying Data in Medical Services

ILM Object-Related Information for the Data Destruction Object

Data destruction object EHS_HEA_SRV_DESTRUCTION is assigned ILM object EHS_HEA_SRV_DESTRUCTION.

Standard elds for ILM object EHS_HEA_SRV_DESTRUCTION

Available Time References

COUNTRY (Country Key)

PROTOCOL_CATEGORY (Health Surveillance Protocol Category)

REGULATION (Basis/Source of Law or Regulation)

Available Policy Categories

RTP: Retention Rules

RST: Residence Rules

1. Run transaction DOBJ (Def. of Data Destruction Objects).

2. Choose Position to search for the data destruction object.

Processing Audit Areas

Editing ILM Policies

Applying ILM Rules to Data

Executing Data Destruction Object EHS_HEA_SRV_DESTRUCTION

To start the data destruction, proceed as follows:

1. Start transaction ILM_DESTRUCTION (Data Destruction).

2. Select Data from the Database as the Type of Data to Be Destroyed.

To destroy data using EHS_HEA_SRV_DESTRUCTION, you require the following authorizations:

Authorization object Description

S_ARCD_OBJ Execute data destruction run for database data

C_EHSH_PER EHS: Persons in Occupational Health

C_EHSH_POH EHS: Person-Related Occupational Health Data

Destroying Assignments of Persons to

ILM Object-Related Information for the Data Destruction Object

Data destruction object EHS_HEA_PER_HEAL_DESTRUCTION is assigned ILM object EHS_HEA_PER_HEAL_DESTRUCTION.

Standard elds for ILM object EHS_HEA_PER_HEAL_DESTRUCTION