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Module 1 Introduction to SAP HR

Siemens Business Services Learning & Development

Document Information

Owner: Author: Version: Status:

Christine Otter Rebecca Wood 1.2 In Production

Last Updated: 09/12/05

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

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

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

Rebecca Wood Rebecca Wood Rebecca Wood Rebecca Wood

• • • •

Introduction to SAP HR Module 1

Page 2 of 28

................................................ 11 Match Codes and Searching ............. 14 Allocating SCD Organisational Code ............................. 2.......2.........................4........................................................ 6 Maintaining User Profile ........ 7 Logging off the SAP HR system. Logging on to the SAP HR system..................................3............................................................................. 7 Navigation ............... 22 Cost Centre Allocation.... Overview of Organisation Structure .........................4 Overview of the SAP HR System......... Background ..................................................... 2............ Positions & Cost Centres............................ Using Display Mode................................14 3....3....28 6..................1.. 20 Employee retaining same position................ 10 Multiple Sessions ......................... 15 Creating Positions within the Organisation Unit ... Whole Department Changing Cost Centre. moving to an existing dept....5.............. 4...................... 18 4......................................2..................2....................................... 2...............25 Appendix A......... 2......6. 28 Introduction to SAP HR Module 1 Page 3 of 28 ...................................... 3....... 21 Employee moving to a new or existing position ........... 2................... 3... moving to a new department ..........1.........................................................8.........20 4............... 6.............................. 5 Changing Passwords ........... 4...........5 2................ 2.7.................................................. 4.............. 11 3........................ 2....... 2..1......................................4......... 22 5......................................... Maintaining Organisational Units... 14 Creating an Organisation Unit .............Siemens Business Services Learning & Development Contents 1....1....................... Course Objectives .......3.......................... 3.................4.......................................................... 8 Toolbar Icons........................................ 20 Employee retaining same position...................... Display Master Data – PA20 (Quick Reference Guide) ........... 4....................5.....

Siemens Business Services Learning & Development 1. Course Objectives By the end of the course you will: Have an overview of how the SAP HR system works Understand how to navigate around the SAP HR system Understand how to use the functions of the SAP HR system Understand how an organisation structure is created Be able to display an employees records The course will cover: Overview of SAP HR system logging on/off navigation (favourites. transaction codes and tree structure) toolbar icons multiple sessions search functions Overview of organisation structure – staff assignments – cost centres allocation SAP standard reports Using Display mode Introduction to SAP HR Module 1 Page 4 of 28 .

Select the SAP logon icon using either: – – SAP GUI icon on your desktop Start menu / Business Applications / SAP Front End / SAP Logon The following SAP logon screen will now appear. 2. 2. Introduction to SAP HR Module 1 Page 5 of 28 . Select the required SAP system by clicking on the selected item and select the logon icon. The SAP HR System logon screen will now appear. 3.1. Overview of the SAP HR System Logging on to the SAP HR system 1.Siemens Business Services Learning & Development 2.

Enter your new password in the required fields 3. In this screen enter the following details: – – – – Client User Password Language The client you are working with Your unique SAP HR user ID Your password for the SAP HR system This should automatically default to EN or left blank (both are for English) or the Return key on your keyboard. sssmith) Do not use your previous five passwords Passwords are not case sensitive Introduction to SAP HR Module 1 Page 6 of 28 . Rules for Creating Passwords: – – – – – Password must be eight characters A combination of characters can be used Do not begin with three identical characters (e. Once you have entered your details into the SAP HR logon screen. 5. .the change password screen will then 2. click on the change password icon appear. Changing Passwords 1.2. Now click the Enter icon 2. Now click the Enter icon or the Return key on your keyboard.g.Siemens Business Services Learning & Development 4.

Click on the Save icon navigation screen.4. Logging off the SAP HR system There are three ways to log off the SAP HR system: 1.Siemens Business Services Learning & Development 2. You can change incorrect information by typing over the fields. This tab is used to control the infotypes that you have access to and you cannot amend this.YYYY. Click the x icon in the top right hand corner of the screen 3. Output device will point to the local printer.234.MM.89 and the date to DD. Ensure that decimal notation is set at 1. Maintaining User Profile 1.3. 2. From the menu bar select System / Log off 2. and this will return you back to the main SAP HR – Defaults – Parameters 2.457. From the menu bar select System / User Profile / Own Data The Maintain User Profile screen will then appear which will have three tabs on the page: – Address Ensure that the personal details are correct. Click the yellow Exit icon on the toolbar The following pop-up window will be displayed: Introduction to SAP HR Module 1 Page 7 of 28 .

Introduction to SAP HR Module 1 Page 8 of 28 . Click on Yes. Using the tree structure. or the Return key on your keyboard and the – – – Text field Enter the name that you wish to appear on your Favourites list File path or web address Web addresses or file – Now click the Enter icon or the Return key on your keyboard and the file should appear in your Favourites list. The Rectangular Block icon indicates that you have reached the end and cannot drill down any further. The Arrow icon indicates that there are further levels to drop down to.5. Using Favourites – You can add items to your Favourites by locating the page you require from the tree structure then left click and drag and drop to your Favourites folder at the top. folders and sub-folders: – You can navigate through the tree structure by expanding folders to reveal sub-folders. – – 2. 2. To add a web page or file you can right click on the Favourites folder and select “Add other objects”. Clicking on this once will expand the folder. You will then need to select option “Web address or file”.Siemens Business Services Learning & Development 4. Now click the Enter icon following screen will appear. Navigation There are three ways of navigating around the SAP HR system 1.

Using Transaction Codes – You can change the settings of the SAP HR system to display the transaction codes against the lowest level of the tree structure From the menu bar select Extras / Settings and select the option to display technical names – – Enter the transaction code into system navigation bar and press the enter icon – Once you have keyed in the code you will be taken straight to the screen you have requested. 3. You can check the transaction code of the screen that you are currently using by selecting form the menu bar System / Status.Siemens Business Services Learning & Development – Once your Favourites list is set up it will appear every time you log on to SAP. – Introduction to SAP HR Module 1 Page 9 of 28 .

6.Siemens Business Services Learning & Development 2. Toolbar Icons The general SAP HR screen layout is as follows: System menu System navigation Transaction name Transaction icons Transaction work area Status message – System Menu Provides you with further drop down menus within a transaction System Navigation Allows you to use available toolbar icons Transaction Name Describes the screen you are currently working in Transaction Icons Allow you to perform difference functions within a transaction Transaction Work Area Is the area in which you will input data into a transaction screen Status Messages Any system or error messages will be displayed here – – – – – Introduction to SAP HR Module 1 Page 10 of 28 .

7. Match Codes and Searching There are two main search facilities within SAP HR: 1. Multiple Sessions It is possible to create up to six sessions each time you logon to SAP HR. To end a session click on the exit icons or use the menu path: System / End Session 2. Each session is completely independent of the other and allows you to run different transactions or reports at the same time.8. Using the Object Manager – – To switch the Object Manager on you must be in a transaction screen Select the menu path: Settings / Show object manager (You can switch the object manager off by using the same path: Settings / Hide object manager) The object manager screen will then appear on the left hand side of the screen – Search area Selection area – There will be different search criteria depending on whether you are searching for personnel data or organisation data.Siemens Business Services Learning & Development 2. Introduction to SAP HR Module 1 Page 11 of 28 . To create a new session click on the “create new session” icon menu path: System / Create Session or use the Multiple sessions can then be minimised so that that all are visible and can be easily restored.

search with personnel number range from 8000 to 8050.Siemens Business Services Learning & Development – We will look at personnel data: Collective Search Help – search by certain characteristics e.g.g. Find person with names “abc” belonging directly to organisation “xyz”. Wildcards may also be used in this case. last name. Introduction to SAP HR Module 1 Page 12 of 28 . and Search Term – using characteristics and relationships e. it will identify what each one does. By holding the mouse over the icon. Click on the Enter icon a list of matching entries will be displayed. Free Search – allows you to select the characteristics for searching e. – There are a number of icons available in the Object Manager screen.g.

Siemens Business Services Learning & Development Using Match Codes and Dropdown Menus – against a field identifies that a matchcode or dropdown list is This icon available to help you search for your required entry. similarly to Collective search help in the Object Manager function. Wildcards can also be used. Once you have clicked on this icon one of the two screens below will appear: – Dropdown list – Allows you to double click on the entry you want. in order for the field to be populated Matchcode selection screen – The tabs along the top of the matchcode screen provide different characteristics to search by. Introduction to SAP HR Module 1 Page 13 of 28 .

we are linking the positions.g.g.Siemens Business Services Learning & Development 3. In effect. double click on ‘Medical’ in the structure. Overview of Organisation Structure Background To begin using SAP HR.1. The creation of the organisation structure is similar to the Organisation charts that are issued for Siemens and the business units within it. Creating an Organisation Unit 1. In due course the organisation structure created will flow from SAP to other outputs e.g. Select the organisation unit from the existing structure within which the new organisational unit is to be created.2. HQ or Solutions Department e. Finance or Personnel Jobs / Roles Employees SAP HR Terminology Organisation Unit Organisation Unit Organisation Unit Positions Employees The procedure for creating an Organisation Structure in SAP HR will be done centrally within each business. Within the organisation structure in SAP HR. the following terminology will be used: Usual Terminology Business e. 3. SBS Division e. For example. the application requires the organisation and reporting structure for each business unit to be created. the intranet therefore it must be an accurate reflection. 3.g. we are creating the same charts electronically within SAP HR. Introduction to SAP HR Module 1 Page 14 of 28 . job and the appropriate reporting structures for each area within the organisation. Example: To create a new unit within Medical. Go to Human Resources / Organisation Management / Expert Mode / Simple Maintenance / Change You must ensure that new organisational units are created in the correct organisational unit within the tree structure for two reasons: You will be authorised to maintain changes to only your organisation within the tree structure. 2.

This assignment is made via the creation of a relationship between the Org. 3. Go to Human Resources / Organisation Management / Expert Mode / Simple Maintenance / Change 2.9999 but you must ensure that the Start date allows for the creation of required positions and also the hiring date of employees. Then select the required department. 7.Siemens Business Services Learning & Development 3. Complete the Organizational Unit Name field with the full name of your organisation. Select the organisational unit and select the Change icon. highlight the unit. Highlight the Org. To create a new Org. the Org. Type the revised name and save. 6. unit and select Goto from the menu bar and Object Description. select edit form the menu bar and choose reassign. Introduction to SAP HR Module 1 Page 15 of 28 . 1. 3.unit are downloaded to the SCD via the SCD interface. Ensure consistent case of text. unit must be assigned to a valid SCD code. (It is standard for the end date to default to 31. Complete the Organisation Unit Abbr. Save the changes and you will now see the new organisational unit displayed. Note 1: To move an organisational unit.3. click once on the top level Org. field with the abbreviation of your organisation. Note 2: To rename an organisational unit select edit from the menu bar.unit or Department within Medical. Allocating SCD Organisational Code To ensure that all employees assigned to positions within the Org. 5. to display the Create 4. Ensure consistent case of text.unit ‘Medical’ and then click the Create icon Organisational Units box. select change and then rename. unit and the object SCD Organisational code. Ensure that the Validity period is correct.12.

8. 6. Select the correct object and Enter. Introduction to SAP HR Module 1 Page 16 of 28 .Siemens Business Services Learning & Development 4. Click on the dropdown list for Type of related object. Click on the dropdown list for ID of related object and Enter. 5. Press Enter again to display the Abbreviation and Name. Click on the dropdown list for Relationship type/relationship and select BlZ90. 7. Click on Relationships and Create. Select SCD Organisational code. A list will then be displayed.

unit and all employees within the Org.Siemens Business Services Learning & Development 9. Click the Green arrow back to return to the Org. 10. structure screen. Note: A valid SCD code has also been assigned to the Org. Ensure the Start and End date is correct for the assignment (relationship) and then Save. unit will automatically be downloaded to the SCD via the next SCD interface run. Introduction to SAP HR Module 1 Page 17 of 28 .

Go to Human Resources / Organisation Management / Expert Mode / Simple Maintenance / Change 2. Click . by double clicking the entry. The Staff Assignment Change Infotype screen will now and the Create Positions screen will display. Click the Change icon to display the Organisation Structure Change screen. 4. Highlight the organisation unit / division that you want to assign a position to and click appear. Creating Positions within the Organisation Unit 1. 3. Select the organisation unit for which you would like to create a position.Siemens Business Services Learning & Development 3.4. 5. Introduction to SAP HR Module 1 Page 18 of 28 .

Edit the Abbreviation and the Name fields to suit the actual position. 7. right click to display the pop up dialogue box with a list of options Select Move and double click on the organisation unit / division that you wish to move the position to Click the Move icon to confirm selection to open the tree To view the positions you have created click the Expand icon structure. If the position has been entered incorrectly. Click the Save icon Follow the same process for creating other positions under the organisation unit selected. Introduction to SAP HR Module 1 Page 19 of 28 .Siemens Business Services Learning & Development 6.

2. moving to an existing department Employee retaining same position. 3. The SAP HR support team should be contacted in the first instance and they will advise the process and also a copy of the template. moving to a new department Employee moving to a new or existing position 4. 4. 4. SAP Process: Human Resources Organisation Management Expert Mode Simple Maintenance Change 1.1. Click the Staff Assignments icon to display the positions in each of the departments. Employee retaining same position. 7. Select the Organisational Unit under which the position and employee currently sits. moving to an existing dept This procedure should be used when the cost centre change is due to an employee moving with their existing position to an existing department that has a different cost centre. Whole Department Changing Cost Centre There is a template available for mass changes to cost centres. Positions & Cost Centres Possible reasons for changes: Whole department changing cost centre Employee retaining same position. To expand the organisational units further click the Expand icon 5. Double click the department where the position is moving to display the Reassign pop up box. Click the Change icon to display the Organisation Structure Change screen. Highlight the Position to be amended and select Move . Note: Remember this date as you will require it for the action.Siemens Business Services Learning & Development 4. This mass change will automatically move employees and their existing positions to a new cost centre and an action will be created in Changes within Company with the action reason of Change in Department. Select the Period icon and enter the start date for the new location of the position. Maintaining Organisational Units. 6. Introduction to SAP HR Module 1 Page 20 of 28 . 2.

4. Save this screen and exit. thereby changing their cost centre to that of the new department. You must ensure that the dates for both the Organisational Management and Personnel Administration actions match. moving to an existing department’ section. Employee retaining same position. 3. Select Enter once you have entered a date and then the Move icon to exit the Reassign screen. the employee will now appear under the new department. Note: A message will appear asking you to confirm the delimiting of the existing record – enter this and select Save to display the Copy Org. 2. On the Copy Actions screen. which will now show the new Organisational Unit. Use the following process: SAP Process: Human Resources Personnel Management Administration HR Master Data Personnel Actions Changes within Company 1. Introduction to SAP HR Module 1 Page 21 of 28 . select the Reason for Action as Change in Department and Enter. Once the new department has been set up on SAP follow steps in the ‘Employee retaining same position. moving to a new department This procedure should be used when a new department is created and existing positions and employees move to it.3. Note: To complete the move an action should now be created to ensure consistency between Organisational Management and Personnel Administration.Siemens Business Services Learning & Development 8. Enter the start date for the position move (as per the date entered in the previous process) then click Changes within Company and Execute. Assignment screen.

2. Click the drop down menu on the right-hand side of the Cost Center field and the Assign Cost Centre screen will be displayed. Open the Assignment screen using the following path: Human Resources / Organisation Management / Expert Mode / Simple Maintenance / Change and the Organisation Plan / Change screen will appear. Use the Changes within Company action from the Personnel Administration function to move the employee. 4.4.5.Siemens Business Services Learning & Development 4. 6. In the View box select the Account Assignment option. 1. Cost Centre Allocation The purpose of this section is to enable you to assign a cost centre to an organisation. Using the drop down icon to assign a cost centre select enter the organisation to which you would like 3. 4. Employee moving to a new or existing position Ensure that the new position has been created within the Organisational Management function in SAP. Click 7. organisation unit or position. Confirm your selection by clicking the Change icon 5. This will automatically move the employee in Organisational Management. organisation unit or position is selected by clicking on the relevant item. To assign a cost centre ensure that the organisation. Introduction to SAP HR Module 1 Page 22 of 28 .

. Use the drop down icon to view the screen below. Highlight the cost centre that you wish to select and click the Enter icon Assign Cost Center screen will then be populated and you will have three icons available to you: Introduction to SAP HR Module 1 Page 23 of 28 . the 10.Siemens Business Services Learning & Development 8. 9. This will then display a list of . Ensure that the correct controlling area and company code have been selected and confirm selection using the Enter icon cost centres available to you.

To view the cost centre allocation you have created click the Expand icon open the tree structure and the cost centre allocation will be identified by a highlighted blue line. to Introduction to SAP HR Module 1 Page 24 of 28 .Siemens Business Services Learning & Development Check – will enter the information and keep the screen open for further editing Save – will save the information into the SAP system and close the screen Close – will discard any changes you have made and close the window 11.

1. Using the previously. as we have done Once you have selected the correct employee details your screen will look like the one below: Introduction to SAP HR Module 1 Page 25 of 28 . Using Display Mode The use of Display Mode allows you to access information that is saved in the SAP HR system only and does not allow any form of updating to take place.Siemens Business Services Learning & Development 5. icon search for the required Personnel field. Open the Display HR Master Data screen using the following path: Human Resources / Personnel Management / Administration / HR Master Data / Display 2.

We will use view ting basic pay as an example therefore select the Time and Pay tab 4. 2. Click the Overview icon to display a list of all events that have occurred to the employees basic pay record. 5. Click the Enter icon to remove this screen from view. Introduction to SAP HR Module 1 Page 26 of 28 . 6. Click the icon to see the Salary per Period screen. Highlight the Basic Pay field in the grid in the Time and Pay tab by clicking on the grey toggle icon to the left of the text. To view a more detailed picture of a particular event in the overview screen highlight the field in the grid by clicking on the grey toggle icon to the left of the to take you to the Display Basic Pay screen text and select the display icon There are two further options available from this screen: Salary Amount 1.Siemens Business Services Learning & Development Note: against the Relationship field indicates that there is information behind the infotype 3.

Introduction to SAP HR Module 1 Page 27 of 28 .Siemens Business Services Learning & Development Payments and Deductions 1. icon to see the employee’s Payments and Note: The method of navigation is the same for other tabs and infotypes in the Display HR Master Data screen. Click the Deductions report.

Assignment Additional Personal Data Basic Pay Grievances Health Plans Planned Working Time Date Specifications Personal Data Personal Data Personal Data Personal Data Contract Elements Contract Elements Org. Assignment Contract Elements Org. office / homeBasic Personal Data Work Location Basic Personal Data Introduction to SAP HR Module 1 Page 28 of 28 . permanent Basic Personal Data Ethic Origin Basic Personal Data Grade Time and Pay Grievance Details Grievance and Discipline Health Plans Benefits Hours Time and Pay Management Dialogue Details Basic Personal Data Marital Status Basic Personal Data Name Basic Personal Data National Insurance Number Basic Personal Data Nationality Basic Personal Data Notice Period From Employee Basic Personal Data Notice Period From Employer Basic Personal Data Pay Group Basic Personal Data Payroll Number Basic Personal Data Pension Details Benefits Position ID Basic Personal Data Preferred Name Basic Personal Data Probationary Period Basic Personal Data Salary Time and Pay Staff Dialogue Details Basic Personal Data Start Date Basic Personal Data Telephone Number Basic Personal Data Type of Workplace e. Appendix A Display Master Data – PA20 (Quick Reference Guide) Required Information Tab Infotype Address Bank Details Personal Data Annual Bonus Scheme Org.Overview Communication Contract Elements Org. Assignment Address Basic Personal Data Bank Details Time and Pay Birth Date Basic Personal Data Bonus Percentage Time and Pay Business Basic Personal Data Business Title Basic Personal Data Company Code Basic Personal Data Continuous Service Date Basic Personal Data Cost Centre Basic Personal Data Date of Maternity Leave Time and Pay Date of Role Change Basic Personal Data Dependents Basic Personal Data Disciplinary Details Grievance and Discipline Email Address Basic Personal Data Emergency Contact Details Basic Personal Data Employment status e.1. 6.g. Assignment Org. Assignment Org.Siemens Business Services Learning & Development 6. Assignment SMP/SAP/SPP Actions .g. Assignment Personal Ids Pensions Funds Org.Overview Family/Dependents Discipline Communication Address Org. Assignment Personal Data Contract Elements Basic Pay Date Specifications Actions .

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