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Module 1
Introduction to SAP HR
 Siemens Business Services
Learning & Development

Document Information

Owner: Christine Otter

Author: Rebecca Wood

Version: 1.2

Status: In Production

Last Updated: 09/12/05

Document History:
Version Author Changes
1.1 Rebecca • Added document history
12/07/05 Wood
1.1 Rebecca • Removed Cost Distribution section, as per request
12/07/05 Wood from Corporate Personnel.
1.1 Rebecca • Updated the Creation of Organisational Units to show
12/07/05 Wood 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.
1.1 Rebecca • Amended Reporting structure to include full steps.
12/07/05 Wood
1.2 Rebecca • Removed Reporting Structure section as per e-mail
09/12/05 Wood from AR on 07/12/05 until development has been
completed by the SAP team.
1.2 Rebecca • Removed Relationships section as per e-mail from AR
09/12/05 Wood on 07/12/05 as this is now captured in the Manager’s
details screen.
1.2 Rebecca • Removed organisation chart from Organisational
09/12/05 Wood Management section.

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Contents

1. Course Objectives ..............................................................................4

2. Overview of the SAP HR System.......................................................5

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

2.2. Changing Passwords ........................................................................... 6
2.3. Maintaining User Profile ....................................................................... 7
2.4. Logging off the SAP HR system........................................................... 7
2.5. Navigation ............................................................................................ 8
2.6. Toolbar Icons...................................................................................... 10
2.7. Multiple Sessions ............................................................................... 11
2.8. Match Codes and Searching .............................................................. 11

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

3.1. Background ........................................................................................ 14

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

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

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

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

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

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

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

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

ƒ Have an overview of how the SAP HR system works

ƒ Understand how to navigate around the SAP HR system

ƒ Understand how to use the functions of the SAP HR system

ƒ Understand how an organisation structure is created

ƒ Be able to display an employees records

The course will cover:

ƒ Overview of SAP HR system

ƒ logging on/off

ƒ navigation (favourites, transaction codes and tree structure)

ƒ toolbar icons

ƒ multiple sessions

ƒ search functions

ƒ Overview of organisation structure

– staff assignments

– cost centres allocation

ƒ SAP standard reports

ƒ 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 The client you are working with

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

5. Now click the Enter icon or the Return key on your keyboard.

2.2. Changing Passwords

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

2. Enter your new password in the required fields

3. Now click the Enter icon or the Return key on your keyboard.

ƒ Rules for Creating Passwords:

– Password must be eight characters

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

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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 and this will return you back to the main SAP HR
navigation screen.

2.4. Logging off the SAP HR system

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

1. From the menu bar select System / Log off

2. Click the x icon in the top right hand corner of the screen

3. Click the yellow Exit icon on the toolbar

ƒ The following pop-up window will be displayed:

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4. Click on Yes.

2.5. Navigation

ƒ 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 or the Return key on your keyboard and the
following screen will appear.

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.

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

3. Using Transaction Codes

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

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

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

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

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

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2.6. Toolbar Icons

ƒ 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

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

ƒ Each session is completely independent of the other and allows you to run
different transactions or reports at the same time.

ƒ To create a new session click on the “create new session” icon or use the
menu path: System / Create Session

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

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

2.8. Match Codes and Searching

ƒ There are two main search facilities within SAP HR:

1. Using the Object Manager

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

– Select the menu path: Settings / Show object manager

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

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

Search area

Selection area

– There will be different search criteria depending on whether you are

searching for personnel data or organisation data.

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– We will look at personnel data:

Collective Search Help – search by certain characteristics e.g. last name.

Wildcards may also be used in this case. Click on the Enter icon and
a list of matching entries will be displayed.

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

with names “abc” belonging directly to organisation “xyz”.

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

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

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

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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

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

ƒ 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.

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

Usual Terminology SAP HR Terminology

Business e.g. SBS Organisation Unit
Division e.g. HQ or Solutions Organisation Unit
Department e.g. Finance or Personnel Organisation Unit
Jobs / Roles Positions
Employees Employees

ƒ 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 to display the Create
Organisational Units box.

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

ƒ 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.

ƒ 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 . The Staff Assignment Change Infotype screen will now
appear.

5. Click and the Create Positions screen will display.

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6. Edit the Abbreviation and the Name fields to suit the actual position.

7. Click the Save icon

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

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

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

ƒ Click the Move icon to confirm selection

ƒ To view the positions you have created click the Expand icon to open the tree
structure.

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4. Maintaining Organisational Units, Positions & Cost Centres

Possible reasons for changes:

ƒ Whole department changing cost centre

ƒ Employee retaining same position, moving to an existing department
ƒ Employee retaining same position, moving to a new department
ƒ 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:
¾ Human Resources
¾ Organisation Management
¾ Expert Mode
¾ Simple Maintenance
¾ 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:
¾ Human Resources
¾ Personnel Management
¾ Administration
¾ HR Master Data
¾ Personnel Actions
¾ 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 select enter the organisation to which you would like
to assign a cost centre

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

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

Save – will save the information into the SAP system and close the screen

Close – will discard any changes you have made and close the window

11. To view the cost centre allocation you have created click the Expand icon to
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 icon search for the required Personnel field, as we have done
previously.

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

ƒ There are two further options available from this screen:

Salary Amount

1. Click the icon to see the Salary per Period screen.

2. Click the Enter icon to remove this screen from view.

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Payments and Deductions

1. Click the icon to see the employee’s 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 Infotype

Address Basic Personal Data Address
Bank Details Time and Pay Bank Details
Birth Date Basic Personal Data Personal Data
Bonus Percentage Time and Pay Annual Bonus Scheme
Business Basic Personal Data Org. Assignment
Business Title Basic Personal Data Org. Assignment
Company Code Basic Personal Data Org. Assignment
Continuous Service Date Basic Personal Data Contract Elements
Cost Centre Basic Personal Data Org. Assignment
Date of Maternity Leave Time and Pay SMP/SAP/SPP
Date of Role Change Basic Personal Data Actions - Overview
Dependents Basic Personal Data Family/Dependents
Disciplinary Details Grievance and Discipline Discipline
Email Address Basic Personal Data Communication
Emergency Contact Details Basic Personal Data Address
Employment status e.g. permanent Basic Personal Data Org. Assignment
Ethic Origin Basic Personal Data Additional Personal Data
Grade Time and Pay Basic Pay
Grievance Details Grievance and Discipline Grievances
Health Plans Benefits Health Plans
Hours Time and Pay Planned Working Time
Management Dialogue Details Basic Personal Data Date Specifications
Marital Status Basic Personal Data Personal Data
Name Basic Personal Data Personal Data
National Insurance Number Basic Personal Data Personal Data
Nationality Basic Personal Data Personal Data
Notice Period From Employee Basic Personal Data Contract Elements
Notice Period From Employer Basic Personal Data Contract Elements
Pay Group Basic Personal Data Org. Assignment
Payroll Number Basic Personal Data Personal Ids
Pension Details Benefits Pensions Funds
Position ID Basic Personal Data Org. Assignment
Preferred Name Basic Personal Data Personal Data
Probationary Period Basic Personal Data Contract Elements
Salary Time and Pay Basic Pay
Staff Dialogue Details Basic Personal Data Date Specifications
Start Date Basic Personal Data Actions - Overview
Telephone Number Basic Personal Data Communication
Type of Workplace e.g. office / homeBasic Personal Data Contract Elements
Work Location Basic Personal Data Org. Assignment

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