Introduction to SAP HR

Contents
1. Course Objectives.....................................................4
2. Overview of the SAP HR System.................................5
2.1.
2.2.
2.3.
2.4.
2.5.
2.6.
2.7.
2.8.

Logging on to the SAP HR system.......................................................5

Changing Passwords...........................................................................6
Maintaining User Profile.......................................................................7
Logging off the SAP HR system...........................................................7
Navigation............................................................................................8
Toolbar Icons.....................................................................................10
Multiple Sessions...............................................................................11
Match Codes and Searching..............................................................11

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

3.1.
3.2.
3.3.
3.4.

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

4. Maintaining Organisational Units, Positions & Cost

Centres.......................................................................20
4.1.
4.2.
4.3.
4.4.
4.5.

Whole Department Changing Cost Centre.........................................20

Employee retaining same position, moving to an existing dept..........20
Employee retaining same position, moving to a new department......21
Employee moving to a new or existing position.................................22
Cost Centre Allocation.......................................................................22

5. Using Display Mode.................................................25

6. Appendix A.............................................................28
6.1.

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

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

Have an overview of how the SAP HR system works

Understand how to navigate around the SAP HR system

Understand how to use the functions of the SAP HR system

Understand how an organisation structure is created

Be able to display an employees records

The course will cover:

Overview of SAP HR system

logging on/off

navigation (favourites, transaction codes and tree structure)

toolbar icons

multiple sessions

search functions

Overview of organisation structure

staff assignments
cost centres allocation

SAP standard reports

Using Display mode

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2. Overview of the SAP HR System

2.1.

Logging on to the SAP HR system

1. Select the SAP logon icon using either:

SAP GUI icon on your desktop

Start menu / Business Applications / SAP Front End / SAP Logon

The following SAP logon screen will now appear.

2. Select the required SAP system by clicking on the selected item and select the
logon icon.
3. The SAP HR System logon screen will now appear.

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4. In this screen enter the following details:

Client
User
Password
Language

The client you are working with

Your unique SAP HR user ID
Your password for the SAP HR system
This should automatically default to EN or left blank
(both are for English)

5. Now click the Enter icon

2.2.

or the Return key on your keyboard.

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

- the change password screen will then

2. Enter your new password in the required fields

3. Now click the Enter icon

Rules for Creating Passwords:

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or the Return key on your keyboard.

Password must be eight characters

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

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2.3.

Maintaining User Profile

1. From the menu bar select System / User Profile / Own Data

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

Address

Ensure that the personal details are correct. You can change
incorrect information by typing over the fields.

Defaults

Ensure that decimal notation is set at 1,234,457.89 and

the date to DD.MM.YYYY. Output device will point to the local
printer.

Parameters

This tab is used to control the infotypes that you have

access to and you cannot amend this.

2. Click on the Save icon

navigation screen.

2.4.

and this will return you back to the main SAP HR

Logging off the SAP HR system

There are three ways to log off the SAP HR system:

1. From the menu bar select System / Log off
2. Click the x icon in the top right hand corner of the screen
3. Click the yellow Exit icon

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on the toolbar

The following pop-up window will be displayed:

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4. Click on Yes.

2.5.

Navigation

There are three ways of navigating around the SAP HR system

1. Using the tree structure; folders and sub-folders:

You can navigate through the tree structure by expanding folders to reveal
sub-folders.

The Arrow icon

indicates that there are further levels to drop down to.
Clicking on this once will expand the folder.

The Rectangular Block icon

indicates that you have reached the end
and cannot drill down any further.

2. Using Favourites

You can add items to your Favourites by locating the page you require
from the tree structure then left click and drag and drop to your Favourites
folder at the top.

To add a web page or file you can right click on the Favourites folder and
select Add other objects.

You will then need to select option Web address or file.

Now click the Enter icon

following screen will appear.

or the Return key on your keyboard and the

Text field

Enter the name that you wish to appear on your

Favourites list

Web addresses or file

File path or web address

Now click the Enter icon

or the Return key on your keyboard and the
file should appear in your Favourites list.

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

3. Using Transaction Codes

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You can change the settings of the SAP HR system to display the
transaction codes against the lowest level of the tree structure

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From the menu bar select Extras / Settings and select the option to
display technical names

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

Once you have keyed in the code you will be taken straight to the screen
you have requested.

You can check the transaction code of the screen that you are currently
using by selecting form the menu bar System / Status.

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2.6.

Toolbar Icons
The general SAP HR screen layout is as follows:

System menu
System navigation
Transaction name
Transaction icons

Transaction work area

Status message

System Menu
Provides you with further drop down menus within a transaction

System Navigation
Allows you to use available toolbar icons

Transaction Name
Describes the screen you are currently working in

Transaction Icons
Allow you to perform difference functions within a transaction

Transaction Work Area

Is the area in which you will input data into a transaction screen

Status Messages
Any system or error messages will be displayed here

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2.7.

Multiple Sessions
It is possible to create up to six sessions each time you logon to

SAP HR.

Each session is completely independent of the other and allows

you to run different transactions or reports at the same time.

To create a new session click on the create new session icon

or use the menu path: System / Create Session

Multiple sessions can then be minimised so that that all are visible
and can be easily restored.

To end a session click on the exit icons or use the menu path:
System / End Session

2.8.

Match Codes and Searching

There are two main search facilities within SAP HR:

1. Using the Object Manager

To switch the Object Manager on you must be in a transaction screen

Select the menu path: Settings / Show object manager

(You can switch the object manager off by using the same path: Settings /
Hide object manager)

The object manager screen will then appear on the left hand side of the
screen

Search area

Selection area

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There will be different search criteria depending on whether you are

searching for personnel data or organisation data.

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We will look at personnel data:

Collective Search Help search by certain characteristics e.g. last name.
Wildcards may also be used in this case. Click on the Enter icon
a list of matching entries will be displayed.

and

Search Term using characteristics and relationships e.g. Find person

with names abc belonging directly to organisation xyz.

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

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There are a number of icons available in the Object Manager screen. By

holding the mouse over the icon, it will identify what each one does.

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Using Match Codes and Dropdown Menus

This icon
against a field identifies that a matchcode or dropdown list is
available to help you search for your required entry.

Once you have clicked on this icon one of the two screens below will
appear:

Dropdown list Allows

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

Matchcode selection screen

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

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3. Overview of Organisation Structure

3.1.

Background

To begin using SAP HR, the application requires the organisation and reporting
structure for each business unit to be created.

The creation of the organisation structure is similar to the Organisation charts that
are issued for Siemens and the business units within it. In effect, we are creating
the same charts electronically within SAP HR. For example, we are linking the
positions, job and the appropriate reporting structures for each area within the
organisation.

Within the organisation structure in SAP HR, the following terminology will be
used:

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

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.

3.2.

Creating an Organisation Unit

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

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3. To create a new Org.unit or Department within Medical, click once on the top level
Org.unit Medical and then click the Create icon
Organisational Units box.

to display the Create

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

3.3.

Allocating SCD Organisational Code

To ensure that all employees assigned to positions within the Org.unit are
downloaded to the SCD via the SCD interface, the Org. unit must be assigned to
a valid SCD code.

This assignment is made via the creation of a relationship between the Org. unit
and the object SCD Organisational code.

1. Go to Human Resources / Organisation Management / Expert Mode / Simple

Maintenance / Change
2. Select the organisational unit and select the Change icon.
3. Highlight the Org. unit and select Goto from the menu bar and Object
Description.

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4. Click on Relationships and Create.

5. Click on the dropdown list for Type of related object. Select SCD
Organisational code.
6. Click on the dropdown list for Relationship type/relationship and select BlZ90.
7. Click on the dropdown list for ID of related object and Enter. A list will then be
displayed.
8. Select the correct object and Enter. Press Enter again to display the Abbreviation
and Name.

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9. Ensure the Start and End date is correct for the assignment (relationship) and
then Save.
10. Click the Green arrow back to return to the Org. structure screen.
Note: A valid SCD code has also been assigned to the Org. unit and all employees
within the Org. unit will automatically be downloaded to the SCD via the next SCD
interface run.

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3.4.

Creating Positions within the Organisation Unit

1. Go to Human Resources / Organisation Management / Expert Mode / Simple
Maintenance / Change
2. Select the organisation unit for which you would like to create a position, by
double clicking the entry.

3. Click the Change icon

to display the Organisation Structure Change screen.

4. Highlight the organisation unit / division that you want to assign a position to and
click
appear.
5. Click

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. The Staff Assignment Change Infotype screen will now

and the Create Positions screen will display.

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

Follow the same process for creating other positions under the organisation unit
selected.

If the position has been entered incorrectly, right click to display the pop up
dialogue box with a list of options

Select Move and double click on the organisation unit / division that you wish to
move the position to

Click the Move icon

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

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to confirm selection
to open the tree

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4. Maintaining Organisational Units, Positions & Cost Centres

Possible reasons for changes:

Whole department changing cost centre

Employee retaining same position, moving to an existing department
Employee retaining same position, moving to a new department
Employee moving to a new or existing position

4.1.

Whole Department Changing Cost Centre

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

4.2.

Employee retaining same position, moving to an existing dept

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

to display the Organisation Structure Change screen.

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

6. Double click the department where the position is moving to display the Reassign
pop up box.
7. Select the Period icon and enter the start date for the new location of the position.
Note: Remember this date as you will require it for the action.

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

4.3.

Employee retaining same position, moving to a new department

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

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4.4.

Employee moving to a new or existing position

Ensure that the new position has been created within the Organisational
Management function in SAP.
Use the Changes within Company action from the Personnel Administration
function to move the employee. This will automatically move the employee in
Organisational Management.

4.5.

Cost Centre Allocation

The purpose of this section is to enable you to assign a cost centre to an
organisation, organisation unit or position.
1. Open the Assignment screen using the following path: Human Resources /
Organisation Management / Expert Mode / Simple Maintenance / Change and
the Organisation Plan / Change screen will appear.

2. Using the drop down icon

to assign a cost centre

select enter the organisation to which you would like

3. In the View box select the Account Assignment option.

4. Confirm your selection by clicking the Change icon
5. To assign a cost centre ensure that the organisation, organisation unit or position
is selected by clicking on the relevant item.
6. Click
7. Click the drop down menu on the right-hand side of the Cost Center field and the
Assign Cost Centre screen will be displayed.

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8. Use the drop down icon

to view the screen below.

9. Ensure that the correct controlling area and company code have been selected
and confirm selection using the Enter icon
cost centres available to you.

. This will then display a list of

10. Highlight the cost centre that you wish to select and click the Enter icon
, the
Assign Cost Center screen will then be populated and you will have three icons
available to you:

Check will enter the information and keep the screen open for further editing

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Save will save the information into the SAP system and close the screen
Close will discard any changes you have made and close the window
11. To view the cost centre allocation you have created click the Expand icon
open the tree structure and the cost centre allocation will be identified by a
highlighted blue line.

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5. Using Display Mode

The use of Display Mode allows you to access information that is saved in the SAP
HR system only and does not allow any form of updating to take place.
1. Open the Display HR Master Data screen using the following path: Human
Resources / Personnel Management / Administration / HR Master Data /
Display

2. Using the
previously.

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

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

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Note:
against the Relationship field indicates that there is information behind the
infotype
3. We will use view ting basic pay as an example therefore select the Time and Pay
tab
4. Highlight the Basic Pay field in the grid in the Time and Pay tab by clicking on
the grey toggle icon to the left of the text.
5. Click the Overview icon
to display a list of all events that have occurred to the
employees basic pay record.

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

highlight the field in the grid by clicking on the grey toggle icon to the left of the
text and select the display icon
to take you to the Display Basic Pay screen

There are two further options available from this screen:

Salary Amount
1. Click the

2. Click the Enter icon

icon to see the Salary per Period screen.

to remove this screen from view.

Payments and Deductions

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1. Click the

icon to see the employees Payments and

Deductions report.

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

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6. Appendix A
6.1.

Display Master Data PA20 (Quick Reference Guide)

Required Information

Tab

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.g. 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.g. office / home Basic Personal Data
Work Location
Basic Personal Data

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

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