END-USER TRAINING MANUAL

Personnel Administration

Document Name Date Author Reviewed By

Personnel Administration 15/11/2017 Salma Moustafa Amira Farouk

Manual
Table of Contents

Module outline………………………………………………………………………………………….3

Training objective………………………………………………………………………………………3

Target audience………………………………………………………………………………………..3

Related business process…………………………………………………………………………….4

Procedures………………………………………………………………………………….…………..5

Normal employee's actions………………………………………………………………….………...6

Casual employee's actions……………………………………………………………………………28

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MODULE OUTLINE

The Personal Administration module has user-oriented interfaces that support centralized and
decentralized entry and administration of employee data. Data is processed centrally by
administrators in the Human Resources Department, the user can:

 Hire employees
 Create/Change/Delete employee data

TRAINING OBJECTIVE
Upon completion of this course, process user will be familiar with the following able to know
following activities.

 Hiring Employee
 Performing Employee Actions
 Maintenance of Master Data

TARGET AUDIENCE
Key/process users of Personnel Administration

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RELATED BUSINESS PROCESS

4.1 Personnel Administration

Personnel Administration module will facilitate HR in maintaining employee data in the system.

4.2 Relevant Info-types

Infotype Number Infotype Text
(Standard)
0000 Actions
0001 Organizational Assignment
0002 Personal Data
0006 Addresses
0007 Planned Working Time
0008 Basic Pay
0009 Bank Details
0014 Recurring Payments & Deductions
0015 Additional Payments
0016 Contract Elements
0021 Family Members/Dependants
0022 Education
0023 Other/Previous Employers
0040 Objects on Loan
0105 Communication
0185 Personal IDs
2001 Absences
2006 Absence Quotas
0041 Date Specifications
0081 Military service
0167 Health Plans
0171 General Benefit Information
0032 Internal Data
Table 2: Info-types

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 Procedures

Tips and Tricks

 Use CHECK mark or press ENTER key to refresh screen.

 Save [Ctrl +S] : allow you to save the data added or changes.

 Back [F3] : allow you to go back to the previous screen.

 Cancel [Shift + F2] : allow you to cancel the current action being performed.

 Exit [Shift + F3] : allow you to return to the main m

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 Employee Actions

1. Execute screen via:

Human resources  Personnel Management  Administration  HR

Via Menu
Master Data  Personnel Actions
Via Transaction Code PA40

The following screen will appear:

For Normal User Group,

1. Enter the personnel number

2. Select action type "Hiring NR"

3. Click on the Execute (F8).

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Document1 Personnel Admin Page 7 of 35
1. Select ‘Reason for Action’
2. Select ‘Position’, enter Personnel area, Employee group and Employee subgroup

Hint: a position needs to be created before hiring of an employee.

3. Click on the Save (Ctrl+S).

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1. Enter the Subarea is the ‘Subarea’ field.

2. Enter the valid Payroll Area in the corresponding field.

3. Enter the relevant details in the various fields as shown above.

4. If certain details, such as the position, are not known, but are previously stored in the
system, then click on the field and press F4 or click on the right-most icon of the field.
A list of data appears, from which a suitable entry can be selected.

5. Click on the Save (Ctrl+S).

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 1. Enter the relevant details in the various fields as shown above.

Hint: If certain details are not known, but are previously stored in the system, then click on the
field and press F4 or click on the right-most icon of the field. A list of data appears, from which
we select a suitable entry.

2. Click on the Save (Ctrl+S)

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The previous pop up shown above will appear. Choose a subtype.

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 1. Enter the details in the various fields shown above. The details would include the
correct address. The ‘Start’ field must contain the correct joining date of the employee.

Hint: If certain details are not known, but are previously stored in the system, then click on the
field and press F4 or click on the right-most icon of the field. A list of data appears, from which
a suitable entry can be selected.

2. Click on the Save (Ctrl+S).

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1. Enter date type
2. Enter Date

3. Click on the Save (Ctrl+S).

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 1. Select valid Work Schedule Rule for the employee

Hint: If certain details are not known, but are previously stored in the system, then click on
the field and press F4 or click on the right-most icon of the field. A list of data appears, from
which a suitable entry can be selected.

2. Click on the Save (Ctrl+S).

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1. Enter the employee’s Mobile number in the field shown above.

2. Click on the Save (Ctrl+S).

1. Enter the employee’s Email in the field shown above.

2. Click on the Save (Ctrl+S).

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1. Enter the employee’s 'Work Mobile Line Number' in the field shown above.

2. Click on the Save (Ctrl+S).

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1. Enter the details in the various fields shown above, or any other needed fields.

2. Click on the Save (Ctrl+S).

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1. Enter the details in the various fields shown above, or any other needed fields.

2. Click on the Save (Ctrl+S).

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1. Enter the details in the various fields shown above, or any other needed fields.

2. Click on the Save (Ctrl+S).

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Choose the subtype needed from the list.

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 1. Enter the details in the various fields shown above, or any other needed fields.

2. Click on the Save (Ctrl+S).

The employee is successfully hired.

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Actions Screen will appear again,

1. Enter the personnel number

2. Enter date
3. Select action type "Organizational Reassignment NR"

4. Click on the Execute (F8).

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 1. Select ‘Reason for Action’
2. Keep or Change ‘Position’, enter Personnel area, Employee group and Employee
subgroup

3. Click on the Save (Ctrl+S).

Employee is successfully reassigned.

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1. Enter the corresponding Personnel Subarea in the ‘Subarea’ field if the Personnel area
is changed.

2. Keep or change the valid Payroll Area in the corresponding field.

3. Keep or change the relevant details in the various fields as shown above.

Hint: If certain details, such as the position, are not known, but are previously stored
in the system, then click on the field and press F4 or click on the right-most icon of the
field. A list of data appears, from which a suitable entry can be selected.

4. Click on the Save (Ctrl+S).

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Actions Screen will appear again,

1. Enter the personnel number if needed or Leave the ‘Personnel no.’ field blank (it will
be automatically assigned).
2. Enter date
3. Select action type "Separation NR"

4. Click on the Execute (F8).

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1. Select ‘Reason for Action’

2. Click on the Save (Ctrl+S).

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In the pop up shown above,

When the relationship of the position to the employee is one to one click Yes, then the
mentioned above position will become vacant.

When the relationship of the position to the employee is one to many click NO, then other
employees assigned to the same position will stay assigned and the position will not be
vacant.

Click on the Save (Ctrl+S).

Employee is successfully separated

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For Casual User Group,

1. Enter the personnel number

2. Enter date

3. Select Action Type

4. Click on the Execute (F8)

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 1. Select ‘Reason for Action’
2. Select ‘Position’, enter Personnel area, Employee group and Employee subgroup

Hint: a position needs to be created before hiring of an employee.

3. Click on the Save (Ctrl+S).

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1. Enter the Subarea is the ‘Subarea’ field.

2. Enter the valid Payroll Area in the corresponding field.

3. Enter the relevant details in the various fields as shown above.

4. If certain details, such as the position, are not known, but are previously stored in the
system, then click on the field and press F4 or click on the right-most icon of the field.
A list of data appears, from which a suitable entry can be selected.

5. Click on the Save (Ctrl+S).

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 1. Enter the relevant details in the various fields as shown above.

Hint: If certain details are not known, but are previously stored in the system, then click on the
field and press F4 or click on the right-most icon of the field. A list of data appears, from which
we select a suitable entry.

2. Click on the Save (Ctrl+S)

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The previous pop up shown above will appear. Choose the subtype needed.

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 1. Enter the details in the various fields shown above. The details would include the
correct address. The ‘Start’ field must contain the correct joining date of the employee.

Hint: If certain details are not known, but are previously stored in the system, then click on the
field and press F4 or click on the right-most icon of the field. A list of data appears, from which
a suitable entry can be selected.

2. Click on the Save (Ctrl+S).

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1. Enter Date type
2. Enter Date

3. Click on the Save (Ctrl+S).

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 1. Select valid Work Schedule Rule for the employee

Hint: If certain details are not known, but are previously stored in the system, then click on
the field and press F4 or click on the right-most icon of the field. A list of data appears, from
which a suitable entry can be selected.

2. Click on the Save (Ctrl+S).

1. Enter the details in the various fields shown above.

2. Click on the Save (Ctrl+S).

The employee is successfully hired.

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