Configuration of HR System Controls

HR307 Configuration of HR System Controls
HR307

R/3 System Release 46C 05/02/2001
0

Creating Profiles Manually...................................................................................................................................1-7
HR307 Configuration of HR SystemControls..............................................................................................................1-1
Copyright..................................................................................................................................................................1-2
Course Prerequisites..............................................................................................................................................1-4
Target Group.........................................................................................................................................................1-5
Course Overview.......................................................................................................................................................2-1
Course Goals.........................................................................................................................................................2-2
Course Objectives.................................................................................................................................................2-3
Course Content......................................................................................................................................................2-4
Course Overview Diagram....................................................................................................................................2-5
Main Business Scenario........................................................................................................................................2-6
SystemControls....................................................................................................................................................2-7
Infotype Controls......................................................................................................................................................3-1
Infotype Controls: Unit Objectives.......................................................................................................................3-2
Infotype Controls: Business Scenario...................................................................................................................3-4
Infotypes and Screen Views..................................................................................................................................3-5
Configuring Infotypes...........................................................................................................................................3-6
Infotype Controls..................................................................................................................................................3-7
Define Fields Relative for Retroactive Accounting..............................................................................................3-8
Retroactive accounting infotype and field triggers...............................................................................................3-9
Country-Specific Infotypes and Subtypes...........................................................................................................3-10
Customizing User Interfaces: Screen Headers....................................................................................................3-11
Customizing User Interface: Screen view...........................................................................................................3-12
Customizing User Interface: Define Screen View..............................................................................................3-13
Infotype Controls: Unit Summary.......................................................................................................................3-14
Exercise Data Sheet.........................................................................................................................................3-15
Exercises.........................................................................................................................................................3-17
Solutions.........................................................................................................................................................3-19
Infotype Menus.........................................................................................................................................................4-1
Infotype Menus: Unit Objectives..........................................................................................................................4-2
Infotype Menus: Business Scenario.....................................................................................................................4-4
Infotype Menus: Overview...................................................................................................................................4-5
Changing Infotype Menus.....................................................................................................................................4-6
User Groups and Reference User Groups.............................................................................................................4-7
Determining Choice of Infotype Menus................................................................................................................4-8

Menus for Fast Entry.............................................................................................................................................4-9
Infotype Menus: Unit Summary..........................................................................................................................4-10
Exercises.........................................................................................................................................................4-11
Solutions.........................................................................................................................................................4-12
Personnel Actions.....................................................................................................................................................5-1
Personnel Actions: Unit Objectives......................................................................................................................5-2
Personnel Actions: Business Scenario..................................................................................................................5-4
Overview: Personnel Actions................................................................................................................................5-5
How to Set up a New Personnel Action................................................................................................................5-6
Creating a New Infogroup.....................................................................................................................................5-7
Personnel Action Attributes..................................................................................................................................5-8
Define Personnel Actions - Status Indicator .........................................................................................................5-9
Define Personnel Actions - Check Action Maintenance.....................................................................................5-10
Reasons for Personnel Actions............................................................................................................................5-11
Including a Personnel Action in the Action Menu..............................................................................................5-12
Additional Actions..............................................................................................................................................5-13
Displaying Additional Actions in Infotype 0000................................................................................................5-14
Activating Additional Actions............................................................................................................................5-15
Supporting Country Reassignments....................................................................................................................5-16
Personnel Actions: Unit Summary......................................................................................................................5-17
Exercises.........................................................................................................................................................5-18
Solutions.........................................................................................................................................................5-20
Dynamic Actions.......................................................................................................................................................6-1
Other Actions: Unit Objectives.............................................................................................................................6-2
Dynamic Actions: Business Scenario...................................................................................................................6-4
Dynamic Actions - Example.................................................................................................................................6-5
Dynamic Actions...................................................................................................................................................6-6
Mail Connection for Infotype Changes.................................................................................................................6-7
Define Administrators and Administrator Groups................................................................................................6-8
Setting up Mail Connection for Infotype Changes................................................................................................6-9
Defining Conditions for Sending a Mail .............................................................................................................6-10
Define Mail Attributes........................................................................................................................................6-11
Standard Texts for Mail Connection...................................................................................................................6-12
Other Actions: Unit Summary.............................................................................................................................6-13
Exercises.........................................................................................................................................................6-14
Solutions.........................................................................................................................................................6-15
Introduction to Authorizations..................................................................................................................................7-1

Introduction to Authorizations: Unit Objectives...................................................................................................7-2
Introduction to Human Resources Authorizations:Business Scenario..................................................................7-4
Introduction to Human Resources Authorizations: Topic Objectives...................................................................7-5
Authorizations in the Workplace...........................................................................................................................7-6
Double Verification Principle...............................................................................................................................7-7
Authorizations in a Company................................................................................................................................7-8
Authorization Structure.........................................................................................................................................7-9
A User's Authorization Tree................................................................................................................................7-10
Version Concept..................................................................................................................................................7-11
General HR Authorization Objects.....................................................................................................................7-12
Authorization Objects.........................................................................................................................................7-13
HR: Master Data.................................................................................................................................................7-14
Double verification principle..............................................................................................................................7-15
Extended Master Data Check..............................................................................................................................7-16
Master Data Personnel Number Check...............................................................................................................7-17
Authorizations for Personnel Planning...............................................................................................................7-18
Authorizations for Batch Input Sessions.............................................................................................................7-19
Introduction to HR Authorizations: Unit Summary............................................................................................7-22
Exercises.........................................................................................................................................................7-23
Solutions.........................................................................................................................................................7-24
Profile Generator.......................................................................................................................................................8-1
Profile Generator: Unit Objectives........................................................................................................................8-2
Profile Generator: Business Scenario....................................................................................................................8-4
Profile Generator Tool ..........................................................................................................................................8-5
Process: Activity Groups for Profiles....................................................................................................................8-6
Profile Generator: Creating a Profile....................................................................................................................8-7
Profile Generator: Defining Activity Groups........................................................................................................8-8
Profile Generator: Steps in the Process.................................................................................................................8-9
Generating the Profile fromthe SAP menu.........................................................................................................8-10
Activity Group: Assigning Transactions.............................................................................................................8-11
Changing Activity Group Authorizations...........................................................................................................8-12
Activity Group Indicators...................................................................................................................................8-13
Generating Authorization Profiles......................................................................................................................8-14
Assigning Users or Organizational Objects........................................................................................................8-15
User Roles...........................................................................................................................................................8-16
Authorization Information System: Topic Objectives........................................................................................8-17
Authorization Information System......................................................................................................................8-18

Information System: Overview...........................................................................................................................8-19
Users by Complex Selection Criteria..................................................................................................................8-20
List Profiles with Certain Values........................................................................................................................8-21
Information System: Comparisons......................................................................................................................8-22
Information System: Comparing Two Users.......................................................................................................8-23
Profile Generator: Unit Summary.......................................................................................................................8-24
Exercises.........................................................................................................................................................8-25
Solutions.........................................................................................................................................................8-27
Exercises.........................................................................................................................................................8-32
Solutions.........................................................................................................................................................8-33
Special Authorizations in Human Resources............................................................................................................9-1
Special Authorizations in Human Resources: Unit Objectives.............................................................................9-2
Special Authorizations in Human Resources: Business Scenario.........................................................................9-4
Employee Self Service Users: Topic Objectives...................................................................................................9-5
Definition of a SAP ESS User ..............................................................................................................................9-6
SAP ESS User Installation Process.......................................................................................................................9-7
SAP ESS Activity Group......................................................................................................................................9-8
Employee Selection for SAP ESS.........................................................................................................................9-9
Employee Selection Details................................................................................................................................9-10
Employees with Existing SAP Users (1).............................................................................................................9-11
Enable an SAP ESS User for an Existing Employee..........................................................................................9-12
Employees with Existing SAP Users (2).............................................................................................................9-13
Employees Who Do Not Have Existing SAP Users...........................................................................................9-14
Employees Who Do Not Have Existing SAP Users...........................................................................................9-15
User Attributes....................................................................................................................................................9-16
User Maintenance in SAP ESS...........................................................................................................................9-17
User Maintenance : Employee with Inconstancies..............................................................................................9-18
User Maintenance : User Exit.............................................................................................................................9-19
SAP ESS Tools...................................................................................................................................................9-20
Structural Authorizations: Topic Objectives.......................................................................................................9-21
Two-part Authorization Concept........................................................................................................................9-22
Utilizing Structural Authorizations.....................................................................................................................9-23
Defining Structural Authorizations.....................................................................................................................9-24
Dynamic Organizational Identification...............................................................................................................9-25
Authorizations to Create New Objects................................................................................................................9-26
Assigning Profiles to Organizational Objects through Expert Mode..................................................................9-27
Temporary Assignment of Profiles.....................................................................................................................9-28
Special Authorizations in Human Resources: Unit Summary.............................................................................9-29

Exercises.........................................................................................................................................................9-30
Solutions.........................................................................................................................................................9-32
Exercises.......................................................................................................................................................11-37
Solutions.......................................................................................................................................................11-40
Tracking Changes and Reports...............................................................................................................................12-1
Tracking Changes and Reports: Unit Objectives................................................................................................12-2
Course Overview Diagram..................................................................................................................................12-3
Tracking Changes and Reports: Business Scenario............................................................................................12-4
Overview: Tracking Changes and Reports..........................................................................................................12-5
Setting Up Change Documents...........................................................................................................................12-6
Evaluating the Logged Changes..........................................................................................................................12-7
Logging Report Starts.........................................................................................................................................12-8
Tracking Changes and Reports: Unit Summary..................................................................................................12-9
Reference Exercise........................................................................................................................................12-10
Reference Solutions......................................................................................................................................12-12
Conclusion..............................................................................................................................................................13-1
Course Overview Diagram..................................................................................................................................13-2
Methods of SystemControl ................................................................................................................................13-3
Controlling view.................................................................................................................................................13-4
Controlling Access..............................................................................................................................................13-5
Track Changes.....................................................................................................................................................13-6
Appendix.................................................................................................................................................................14-1
Appendix.............................................................................................................................................................14-2
Feature Default Values for Infotypes (DFINF)...................................................................................................14-3
Organizational Key.............................................................................................................................................14-4
Organizational Key Setup...................................................................................................................................14-5
Authorizations Based on Personnel Numbers.....................................................................................................14-6
Test Procedures...................................................................................................................................................14-7

SAP AG 1999
Object authorizations
Creating Profiles Manually
Field
Authorization level
Infotype
Employee group
Employee subgroup
Organizational key
Personnel area
Subtype
Object: HR:Master data
Values
*
2000-2001
1
*
*
001
*
Field
Authorization level
Infotype
Interpretation of
person assigned
Subtype
Personnel number check
Values
R
0008
I
*
Object: Object: Authorization: Authorization:
HR:Master data
.
.
.
Object: Object: Authorization: Authorization:
Personnel number
check
HR:Master data
.
.
.
-
Profile

SAP AG 1999
HR307 Configuration of HR System Controls
SAP AG
HR 307
HR 307
Configuration of
HR System
Controls
Configuration of
HR System
Controls

System R/3
Release 4.6B
J uly 2000
50037343

SAP AG 1999
Copyright 2001 SAP AG. All rights reserved.
Neither this training manual nor any part thereof may
be copied or reproduced i n any form or by any means,
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consent of SAP AG. The information contained in this
document is subject to change and supplement without prior
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Copyright

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Design: SAP Communications Media

SAP AG 1999
Course Prerequisites
HR050 Human Resources
HR305 Configuration of Master Data -- Recommended
Recommended -- HR505 Organizational Management

SAP AG 1999
Target Group
SAP AG
Audience:
Project team members responsible for
configuring Human Resources user controls
and assisting with security
Duration: 2 days

Notes to the user
The training materials are not teach-yourself programs. They complement the course instructor's
explanations. Your material includes space for noting down this additional information.
There may not be enough time to do all the exercises during the course. The exercises are intended to be
additional examples that are dealt with during the course. Participants can also use them to deepen their
knowledge after the course.

(C) SAP AG HR307 2-1
SAP AG 1999
Course Overview
Course Goals
Course Objectives
Course Content
Course Overview Diagram
Main Business Scenario
Contents:

SAP AG 1999
Course Goals
This course will prepare you to:
Gain an understanding of system
controls and security available for
the Human Resources module

SAP AG 1999
Course Objectives
Describe options available to control
infotype views.
Depict company-specific processes in
the infotype menus, personnel actions
and dynamic actions.
Describe the implementation of the
authorization administration and
revision tools.
At the conclusion of this course,
you will be able to:

SAP AG 1999
Course Content
Preface
Appendices
Unit 6 Introduction to
Authorizations
Unit 7 Profile Generator
Unit 8 Special Authorizati ons in
Human Resources
Unit 9 Tracking Data Changes and
Report Execution
Unit 10 Conclusion
Unit 1 Course Overview
Unit 2 Infotype Controls
Unit 3 Infotype Menus
Unit 4 Personnel Actions
Unit 5 Dynami c Actions

SAP AG 1999
Course Overview
Personnel Actions
Infotype Menus
Dynamic Actions
Introduction to
Authorizations
Tracking Changes
and Reports
Special Authorizations
in Human Resources
Infotype Controls Profile Generator
Conclusion

SAP AG 1999
Main Business Scenario
The Caliber A Bicycle Company is implementing
SAPs Human Resources Module
The project team members responsible for
configuring Human Resources need to
understand what options are available
for controlling user views and access
to functions, screens, and data.
In addition, the project team wants to configure
menus and actions to suit the companys needs.

SAP AG 1999
System Controls
Controlling Access
Track changes
Controlling view

This course covers different levels of user control.
The first level of control is what the user sees on the screen and menus, and what information is readily
and easily available for the user to view. Additionally, there are controls for what information may be
appropriate for data entry for certain employees, for example, country specific infotypes.
A second level of control is authorizations--what the user can access.
And finally, the third level of control is tracking what changes are made (or what reports are run).

SAP AG 1999
Infotype Controls
Customize Procedures
Infotypes
Fields relevant for retroacti ve accounting
Country specific infotypes
Customizing User Interfaces
Infotype Screen Headers
Screen modifications
Contents:

SAP AG 1999
Infotype Controls: Unit Objectives
Describe the difference between infotypes
and screen views of infotypes
Describe what controls are available
through infotype configuration
Define fields relevant for retroactive
accounting
Discuss what controls exist for country
infotype views and data entry
Define infotype headers
At the conclusion of this unit,

SAP AG 1999
Course Overview
Personnel Actions
Infotype Menus
Dynamic Actions
Introduction to
Authorizations
Tracking Changes
and Reports
in Human Resources
Conclusion

SAP AG 1999
Infotype Controls: Business Scenario
Before configuring the data in infotypes, your
project team needs to understand what options
are available for infotype control and views.
To make it easier to distinguish between
employees that have the same first and last
names, the Personnel Department would like
the cost center included in the infotype screen
header.
Your Personnel Department would also like to
suppress all the infotype fields that are not
used in your organization.

SAP AG 1999
Infotypes and Screen Views
Screen View Infotype
System Edit Goto Help HR master data Auxiliary f unct ions
Pers.no.
EE group
EE subgroup
RP_0002 P0002 PA0002
00030500 1 31129999
Adams Marcus XY XY 1 3 HE
2000 3000 03 X
01011960
00030500
Active
Salaried
Company
Pers.area
Caliber A
Newcastle
Name
FoA
Last name
First name
Name affix
Name format
Mr.
Adams
Marcus
Marcus Adams
Title
Name at birth
Initials
2nd affix
Birth data
Date of birth
Language
Nationality
01.01.60
XY
XY
Birthplace
Ctry of birth
2nd/3rd nat.
Marital status/religion
Marital status
No. children
Marr
3
Religion HE
Personal Data Personal Data

Infotype: a carrier of system-controlling characteristics such as attributes, time constraint, etc. Data is
not stored field by field in the human resources database, but is grouped together in logical groups.
Examples: Planned Working Time, Organizational Assignment infotype, Basic Pay.
Screen: This term is used in the context of task processing in the foreground using the varied structure of
the application area in the SAP System. A screen (in the sense of a 'dynpro' or DYNamic PROgram)
consists of a screen and its underlying flow logic. The main components of a screen are:
- attributes (e.g. screen number, next screen)
- layout (the arrangement of texts, fields, and other elements)
- field attributes (definition of the properties of individual fields)
- flow logic (calls the relevant ABAP modules)
In the SAP R/3 system, a specific screen may consist of one, two, or several infotypes.

SAP AG 1999
Planned Work Time Planned Work Time
Configuring Infotypes
Indicator for
Retroactive
Accounting?
Subtype mandatory ?
Screen header?
Time constraint ?
Create record
without
from/to date ?
Objects on Loan Objects on Loan
Bank Details Bank Details
Organizational Organizational
Assignment Assignment

Data fields containing personnel master data, time management data and applicant data are combined to
create infotypes.
Infotypes are subject to the following naming conventions:
- Infotypes 0000 to 0999 for personnel master data, and certain applicant data
- Infotypes 1000 to 1999 for Human Resources planning data
- Infotypes 2000 to 2999 for time management data
- Infotypes 4000 to 4999 for applicant-only data
- Infotypes 9000 to 9999 are reserved for customers.
You can define the system reaction for each infotype.
Information on dialog control, sort sequence, header layout, etc. can be specified for each infotype.

SAP AG 1999
Infotype Controls
Infotype
Time constrai nt
Time cnstr. tab
Mai nt. Aft. l eave
Subtype obli gatory
Subtype tabl e
Subtype.text tab.
Subtype fiel d
General attributes
1
0001 Organi zati onal Assignment
Acctng/log data
Text allowed
Access auth.
Copy i nfotype
Sel ect w/begin
Sel ect w/end
Sel ect w/o date
Creat w/o strt
Create w/o end
List time per
Display and sel ection
3
5
1
1
1
Sort sequence
Screen header
1
03
Choose data
Before ERA date
Retr. acct. payr
Retroactive accounting trigger
T
Entry Of RA limit time
Retr. acct PDC T
Past entry al l.
No org. assi gn.
x
Si ngle screen
Li st screen
Fast entry
Dial og module
Structure
Technical data
2000
3000
RP_0001
P0001
Database tabl e PA0001
Appl i cant i nfotypes
DBTab. applicant
PB0001

The SAP standard system contains all infotypes and their default settings. This system is fully
executable. If you adapt the system to meet your specific requirements, you must make a distinction
between customer parts that you may customize and SAP parts that you may not change under any
circumstances.

SAP AG 1999
Define Fields Relative for Retroactive Accounting
Infotype 0001 Organi zati onal Assi gnment
Payrol l relevant entri es permitted
No org assi gn. Record after l eaving
General retroacti ve accounti ng
Past entry al l. X
Retroacti ve accounti ng payroll
Retr. Acct. payr. T
Ti me management retroacti ve accounti ng
Retr. Acct. payr. T
Before ERA date Entry before TRAL
Payrol l Feature Feature PDC

You can define the retroactive accounting relevance of infotypes for Payroll Accounting and Time
Management. Relevant infotypes for retroactive accounting for payroll and time management are
flexible via the customizing step Define fields relevant for retroactive accounting in the following ways:
- You can make the settings for Payroll Accounting and Time Management entirely independent of
one another. If you set an infotype to relevant for field-dependent retroactive accounting, you then
have to list the infotype's fields that are relevant for retroactive accounting in the view Field-
dependent retroactive Recognition. In combination with the view Field-specific Recalculation
Indicator, an infotype can be defined field-specific as retroactive accounting relevant.
- Feature RETRO enables a retroactive accounting of the day before dependent on various
parameters, e.g., on specific action types.
Retroactive accounting relevance on wage type level: in the view Wage-type-dependent retroactive
accounting trigger, a change in the payroll past of an retroactive accounting relevant infotype can be
forbidden depending on a wage type. This functionality is available for Capital Formation (IT0010),
Recur. Payments/Deductions. (IT0014), Additional Payments (IT0015), One Time Payments Off-Cycle
(IT0267).

SAP AG 1999
Retroactive accounting infotype and field triggers
Any change on the infotype
Contract Elements Contract Elements
Continued Pay
Corporation
Dependent on the field
changed
Basic Pay Basic Pay
Hourl y Rate
Hours worked

You can indicate infotypes or infotype fields as being relevant for retroactive accounting. Fields (T) can
be indicated as being relevant for retroactive accounting.
Field-dependent Retroactive Accounting Relevance--If the Retroactive accounting relevance for payroll
field is set to T (field-dependent), you must list the fields which trigger retroactive accounting for
Payroll in Field-dependent retroactive accounting recognition.
In the field Type, enter the value 1 for these fields. If the Retroactive accounting relevance for PDC
time evaluation field is set to T (field-dependent), you must list the fields which trigger retroactive
accounting of time data. In the field Type, enter the value 2 for these fields. You can still set certain
fields to not modifiable in the payroll past. Such a setting could, for example, be used for transfer data,
since a retroactive change for such data would not make any sense.

(C) SAP AG HR307 3-10
SAP AG 1999
Country-Specific Infotypes and Subtypes
Basic personal
Contract data Gross/net payroll Net payroll Addl payroll
Period
Actions
Personal Data
Addresses
Bank Details
Family/Related Person
Payroll Data
Family/Related Person
Challenge
Int. Medical Service
Fr. To
Period
Today
Al l
From curr. date
To current date
Choose
Direct selection
Infotype STy
PI

You can specify the permissibility of Infotypes for countries. If the country dependent subtypes indicator
is set for the infotype, you can also specify the permissibility of subtypes for an infotype for countries.
Currently, this indicator can only be reported for infotypes whose subtypes are defined in the Info-
subtype attributes view.
In the transactions, Display Human Resources Master Data (PA20) and Maintain Human Resources
Master Data (PA30), validation of infotypes with country grouping of entered personnel numbers is
carried out. That means that the only infotypes, or subtypes, that will be displayed are those that are
permissible for the country groupings in the Infotypes- country-specific settings view.
Example:
Infotype 0224 is the Canadian Tax infotype and is designated as Canadian-only in configuration. In the
view Maintain Master Data, if an existing employee number is entered into the personnel number
field, the system will determine (based on the IT0001 record) whether the employee belongs to a
Canadian company code. If the employee does not belong to a Canadian Company code, infotype 0224
cannot be maintained and will not be visible in the pull-down selection for infotypes.

(C) SAP AG HR307 3-11
SAP AG 1999
Customizing User Interfaces: Screen Headers
b
Basic personal data
Contract data Gross/net payroll Net payroll Add l payroll data
Peri od
Actions
Personal Data
Addresses
Bank Detail s
Fami ly/Rel ated Person
Payroll Data
Fami ly/Rel ated Person
Chal lenge
Int. Medical Servi ce
Fr. To
Peri od
Today
Al l
From curr. date
To current date
Choose
Personnel number
Personnel area XT01 Susan Naki -Davis
Active empl oyee
Sal ari ed employee
111267
Define infotype header using
table control.
3 lines and 83 columns
maximum.

The screen header consists of the first three lines displayed on single and list screens.
In the standard delivered SAP R/3 system, a screen header is already assigned to each infotype. In
addition, the system contains information on whether the data is valid on the system date or on the start
date of the Organizational Assignment infotype. Each screen header is assigned a modifier which
depends on the transaction class (A =Personnel Administration, B =Recruitment).
You can change the screen header, that is, you can customize the first three lines. Through Release 4.0,
you can display data from the following infotypes: Organizational Assignment (0001), Personal Data
(0002), Planned Working Time (0007), and Basic Pay (0008). As of Release 4.5, you can display data
from any infotype, including customer infotypes.
Passport Photos-- In addition to any infotype fields you can also include passport photos of your
employees in the infotype header in Infotype Header Definition view. In the System Table view,
determine the document type with which you want to enter the passport photos in the optical archive.

(C) SAP AG HR307 3-12
SAP AG 1999
Customizing User Interface: Screen view
Active
employee
Empl oyee i dentificati on
Previoi us personnel number
Pl ant ID
Company car
Car regul ati on
Car val ue
Li cense pl ate no.
Asset number
Employee i denti fi cati on
Previ oius personnel number
Plant ID
Company car
Retiree
Screen
control
Create Internal Control Create Internal Control

Different entry screens are delivered for some infotypes. These alternative screens are already preset by
SAP depending on transaction class and country grouping. Depending on the transaction class ("A" for
employee, "B" for applicant) or the country grouping, a different screen can be used. In addition to this,
you can also change the characteristics of the individual screen fields: For example, you can define fields
as required-entry fields or suppress any fields that are not required. You may want to suppress field
attributes in accordance with certain employee control data.
The screen modification procedure is the same for both employees and applicants.
In order to define the screen view, you need to know the name of the infotype module pool and the
screen number. To display this information, call up the infotype maintenance transaction and choose
System =>Status.

(C) SAP AG HR307 3-13
SAP AG 1999
Customizing User Interface: Define Screen View
Module pool MP003200
Standard screen
2000
Module pool
MP003200
Standard screen 2000
Al ternative screen
2000
Var. key
2
Feature P0032
Screen control
Grp
001
002
003
Fi eld name
P0032-PKWRG
P0032-PKWWR
P0032-KFZKZ
Text Std RF OF Output Hi de
Feature
Employee group 1
Var. key
Employee group *
Var. key
P0032
2
Car Regulation
Car Val ue
License

You can change the attributes of the individual screen fields in the step Determine screen
modification.
Find the entry for the current screen. On the detail screen, specify which fields should be modified. Field
attributes that can be specified are: Standard, required, optional, not ready for input, and suppressed.
If you need to use an alternative screen,
- Create a new entry for the screen making sure that the Variable key field is empty. Screen
modification depends on the organizational assignment of the employee or on the infotype's
subtype. The modification is assigned according to the Feature Pnnnn where nnnn is the
number of the infotype. If you do not enter a return value of the feature, the entry for which the
variable key is empty, i.e. the basic entry (basic screen), is valid.
- Make a new entry per return value of the feature. By doing this, you include the return value in the
variable key. Assign the number of an alternative screen, if applicable.
- Determine the variable key by using the feature and in accordance with the transaction class,
country grouping etc.
- Make a new entry for the variable key and assign the number of the alternative screen.
- The screen modification in the detail screen now applies to the alternative screen.

(C) SAP AG HR307 3-14
SAP AG 1999
Infotype Controls: Unit Summary
Describe the difference between infotypes
and screen views of infotypes
Describe what controls are available through
infotype configuration
Define fields relevant for retroactive accounting
Discuss what controls exist for country
infotype views and data entry
You are now able to:

(C) SAP AG HR307 3-15
Exercise Data Sheet
Key to Icons in Exercises and Solutions

Exercises

Solutions

Objectives

Business Scenario

Hints and Tips

Warning or Caution
Data Used in Exercises
Type of Data Data in the Training System
User IDs HR307-00 through HR307-20
Password: Initpass
Employees 540991## Winnie Chung
250995## Elina Lopez (For ESS)
250991## Shavon Whitmer (ESS)
250992## Pierre Dunois (ESS)
250993## Kai Nishids (ESS)

Infotypes for Infotype Controls Exercises
Group Infotype Assignment Group Infotype Assignment
00 0105 11 0040
01 0009 12 0041
02 0007 13 0077
03 0022 14 0040
04 0015 15 0016
05 0027 16 0050
06 0002 17 0031
07 0014 18 0002
08 0005 19 0024

(C) SAP AG HR307 3-16
09 0017 20 0025
10 0019

(C) SAP AG HR307 3-17
Exercises

Unit: Infotype Controls
Topic: Infotype Controls

At the conclusion of this exercise, you will be able to:

Describe what controls are available through infotype configuration
Define fields relevant for retroactive accounting
Discuss what controls exist for country infotype views and data entry

Your company wants to understand the infotypes that will be used for
employees in the international grouping, MOLGA 99.
In addition, they want to make sure that selected infotypes can
ONLY be entered for employees in MOLGA 99.
Finally, your company wants a specific header on your infotype.
This header should have the following information: Personnel
Number, Employee Name, Personnel Area, Employee Group and
Employee Subgroup.
Using the infotype assigned to your student group on the Data Page
1 Answer the following questions about your infotype's attributes:
1-1 What is the Time Constraint Code? What does the code mean?
_______________________________________________
1-2 Is Past Entry Allowed? Yes/No? ___________
1-3 What are the default begin and end dates when creating this infotype record?
Begin date ___________
End date ___________
1-4 Is this infotype used for applicants?

(C) SAP AG HR307 3-18

2 Answer these Retroactive Accounting questions regarding your infotype.
2-1 Is Retroactive Payroll Accounting triggered by changes to this infotype?
2-2 Is retroactive Time Accounting triggered by changes to this infotype?
2-3 How would you change the system settings so that Retroactive Payroll
Accounting is triggered by a change to a single specific field (your choice) on
your infotype
3 Assign your infotype so that it can only be entered for employees in MOLGA 99. Test
your set-up by trying to enter a record for your infotype for an employee from
MOLGA 10--Samuel Ranier (employee #10001) or MOLGA 01--Anja Mller
(employee #1000). You should not be able to add the record for this employee.
4 Create a Header for your infotype (and your infotype only).
Before you start the exercise, create a record for your employee 540991##, Winnie
Chung, for your infotype. Note the header details and arrangement. Then continue with
configuration of headers.

4-1 Define the header structure for your infotype. Assign your infotype the header
number ##+40 (so group 01 will be 41 and group 12 will be 52).
4-2 Define a new header modifier ##+80 for your infotype to be used for
employees only.
4-3 If your infotype is valid for Applicants (and therefore, the header you defined in
the previous step), assign the header modifier '02' for applicant records.
4-4 Create a definition for your header so that it includes Personnel Number,
Employee Name, Personnel Area, Employee Group and Employee Subgroup.

If you would like, you can copy and adapt values from
header modifier 00 since it has similar fields.

(C) SAP AG HR307 3-19
Solutions

Unit: Infotype Controls
Topic: Infotype Controls

1 Use the infotype assigned to your student group on the Data Page to find information
regarding the fields used to configure infotype characteristics. (answers are dependent
on your infotype and specific answers can be achieved using F1 Help).
IMG: Personnel ManagementPersonnel AdministrationCustomize
ProceduresInfotypesInfotypes
Choose Infotype in the Choose Activity screen. Select the Infotype assigned to
your group by using either a double click or highlighting the Infotype and
selecting the details icon.
1-1 Field: Time constraint
Meaning of Values:
1: An infotype record must be available at all times. This record may have no time
gaps. You may not delete the record last stored on the database because all records
of this infotype would otherwise be deleted.
2: Only one record may be available at one time, but time gaps are permitted.
3: Any number of records may be valid at one time, and time gaps are permitted.
A: Only one record may ever exist for this infotype. It is valid from 01/01/1800 to
12/31/9999. Splitting is not permissible. Infotypes with time constraint A may not
be deleted.
B: Only one record may ever exist for this infotype. It is valid from 01/01/1800 to
12/31/9999. Splitting is not permissible. Infotypes with time constraint B may be
deleted.
T: The time constraint varies depending on the subtype (see Table 591A).
To access Table 591A, use transaction PM01. Enter the Infotype number, then
follow the menu path GotoSubtype characteristics.
Z: Refers to time management infotypes. The time constraint for these infotypes
depends on the time constraint class defined in view V_T554S_I .

1-2 Field: Past entry all.
1-3 Field: Create w/o strt
Field: Create w/o end
Formatted
Formatted
Deleted: ing
Deleted: answers
Deleted: "
Deleted: "
Deleted: pop-up box
Deleted: Select
Deleted: and
Deleted: ,
Deleted: with a
Deleted: magnifying glass, your
infotypefromthe table

(C) SAP AG HR307 3-20
1-4 Field: DBTab Applicant would have a value if the infotype is used in the
Recruitment Module.

2 IMG: Same path as in exercise one. Personnel ManagementPersonnel
AdministrationCustomize ProceduresInfotyopes Infotypes

2-1 Field: Retr. acct. payr. has a value ' ' , 'R' or 'T'
2-2 Field: Retr. acct. PDC has a value ' ' 'R' or 'T'
2-3 If the code for retroactive accounting is "R," any change on the infotype will
trigger retroactive accounting. If the code is "T," the system checks for specific
field triggers as Defined in table T588G in the IMG step: Personnel
ManagementPersonnel AdministrationCustomize
ProceduresInfotypesDefine Fields Relevant for Retroactive Accounting;
Choose the activity Field-specific retroactive accounting recognition.

3 IMG: Personnel ManagementPersonnel AdministrationCustomize
ProceduresInfotyopes Assign infotypes to countries
3-1 If your infotype is not already listed in the table, proceed to the next step.

If your infotype is listed in the table , delete all lines referring to your infotype
using the Delete icon. If you delete values, save the table, exit to the IMG and
execute the IMG step again (this clears the buffer of the deleted values).
3-2 Select New Entries from the toolbar.
Enter the value for your infotype (use all four digits)
Enter the value "*" for all subtypes
Enter the value "99" (international) for Country Grouping
Choose the permitted radio button.
Save the values.

3-3 In a separate session, test your new Infotype setting on an employee who
belongs to a Personnel Area assigned to a Molga other than '99.'
From the main R/3 menu: Human Resources Personnel Management
Administration HR Master Data. Select Maintain..
Enter employee number 10001 for Sam Ranier who is assigned to MOLGA
10.
Enter your infotype number in the infotype field, and select the Create icon
Formatted
Formatted: Bullets and Numbering
Formatted
Formatted
Deleted: Personnel
ManagementPersonnel
AdministrationCustomize
ProceduresInfotypesDefine Fields
Relevant for Retroactive Accounting
Deleted: Choose "Retroactive
accounting relevance for payroll and
time per Infotype" in the Choose
Activity pop-up box and Select, with a
double click or the magnifying glass,
your infotype from the table
Deleted:
Deleted: IMG:
Deleted:
Deleted: "
Deleted: "
Deleted: <#>Enter thevalue"99"
(international) for Country Grouping
Enter value"X" for Status--Infotypeis
allowed ONLY for this country grouping.
Choosethepermitted radio button.
Savethevalues.

(C) SAP AG HR307 3-21
You should receive an error message that reads Information Type #### not
permitted. Double-click on the error message to read the full text of the
error message.
Formatted
Deleted: "

(C) SAP AG HR307 3-22

4- Create a new Header for your infotype.

Before you start the exercise, create a record for your employee
540991##, Winnie Chung, for your infotype.
From the main R/3 menu: Human Resources Personnel
Management Administration HR Master Data. Select
Maintain.
Enter employee number 540991##, Winnie Chung, in the personnel
number field, and your infotype number in the infotype field. Select
the create icon.
Note the sequence of fields in the header.

4-1 IMG: Personnel ManagementPersonnel Administration Customizing
User InterfacesChange Screen Header
Choose the activity Header Structure per infotype.
On the line for your infotype, enter the value for your new header
number ##+40 in the field Screen Header where ##is your group
number.. Make sure the"choose data" box is selected.
Save and choose the Back icon to return to the list of Infotype Header
Activities.
4-2 Choose Header Modifier in the Choose Activity pop-up box..
Your new Screen Header needs a unique modifier so that you can define
your own data fields on employee records. Applicant records will use an
existing header.
Select New Entries.
Enter your values for your employee infotype header in the first line
and for the applicants in the second line.
Screen Header Transaction class Header Modifier
##+40 A ##+80

4-3 Enter values for applicant records on the second line (remember that we are
using an exisiting header for applicant records).

Screen Header Transaction class Header Modifier
##+40 B 02

Save the values and return to the Infotype Header Activity list.

(C) SAP AG HR307 3-23

4-4 Choose the activity Infotype Header Definition. This is where you will
define your header modifier for employee records to include Personnel
Number, Employee Name, Personnel Area, Employee Group and
Employee Subgroup.

4-4-1 If you prefer to copy records from Header Modifier '00' follow this
step.
Select with your cursor, the boxes at the beginning of the
following lines for header modifier '00.' These lines define the
line, column, text for the field name, the field value, and the text
description of the value.

Header
Mod
Line Column IT Styp Field
Name
Fldty
00 1 01 0001 ENAME DD1
00 1 14 0001 ENAME DAT
00 2 01 0001 PERSG DD2
00 2 14 0001 PERSG DAT
00 2 17 0001 PERSG DTX
00 2 33 0001 WERKS DD1
00 2 46 0001 WERKS DAT
00 2 51 0001 WERKS DTX
00 3 01 0001 PERSK DD2
00 3 14 0001 PERSK DAT
00 3 17 0001 PERSK DTX

Select the Copy as icon.
In the Header Modifier field, enter your header modifier value
##+80 (where ##is your group number). Select Enter
Select the New Entries icon to add two new lines:

Header
Mod
Name
Fldty
(##+80) 3 33 0000 PERNR DD2
(##+80) 3 46 0000 PERNR DAT

Save your entries and WAIT for your instructor to generate
the headers .
Once the headers are generated, proceed to step 5.

(C) SAP AG HR307 3-24

Warning: Do not generate headers. All groups must finish the
exercise before the headers are generated. If you press generate, you
may destroy or corrupt your classmates' data.

(C) SAP AG HR307 3-25
4-4-2 If you prefer to set up records from scratch, follow the steps
below. .
Select the New Entries Icon
In the Table, enter the following fields to indicate he definitions
for the line, column, text for the field name, the field value, and
the text description of the value.

Header
Mod
Name
Fldty
(##+80) 1 01 0001 ENAME DD1
(##+80) 1 14 0001 ENAME DAT
(##+80) 2 01 0001 PERSG DD2
(##+80) 2 14 0001 PERSG DAT
(##+80) 2 17 0001 PERSG DTX
(##+80) 2 33 0001 WERKS DD1
(##+80) 2 46 0001 WERKS DAT
(##+80) 2 51 0001 WERKS DTX
(##+80) 3 01 0001 PERSK DD2
(##+80) 3 14 0001 PERSK DAT
(##+80) 3 17 0001 PERSK DTX
(##+80) 3 33 0000 PERNR DD2
(##+80) 3 46 0000 PERNR DAT

4-4-3 Save your entries.
4-4-4 When all groups are finished with the exercise, the instructor will
generate the new headers.

Warning: Do not generate headers. All groups must finish the
exercise before the headers are generated. If you press generate, you
may destroy or corrupt your classmates' data.

5- After the headers are generated, create a record for your infotype for your employee
540991##, Winnie Chung
From the main R/3 menu: Human Resources Personnel Management
AdministrationHR Master Data. Select Maintain.
Enter employee number 540991##(Winnie Chung) in the personnel number field, and
your infotype number in the infotype field.
Select the create icon.

(C) SAP AG HR307 3-26
Your infotype should have your new header.

SAP AG 1999
Infotype Menus
Infotype Menus
User Group Controls for Menus
Contents:

SAP AG 1999
Infotype Menus: Unit Objectives
Change an infotype menu
Determine choice of infotype menus
At the end of this unit, you will be able to:

SAP AG 1999
Course Overview
Personnel Actions
Infotype Menus
Dynamic Actions
Introduction to
Authorizations
Tracking Changes
and Reports
in Human Resources
Conclusion

SAP AG 1999
You want users to be able to quickly and
comfortably access essential employee data.
To do this, you need to define clearly laid-out
infotype menus.
Infotype Menus: Business Scenario

SAP AG 1999
Maintain Maintain HR Master HR Master Data Data
Personnel number
Name
EE group
EE subgroupp
30799100
Direct selection
Infotype STy
Basic personal data
Basic contract data Gross/net payroll Net payroll Payroll supplements PL
Actions
Personal Data
Addresses
Bank Details
Family/Related Persons
Payroll Data
Organizati onal Assi gnment
Internal Control
Period
Today
Period
From to
All
From curr.date
To current date
Auswahl
User group-specific
infotypes in an infotype
menu
Anne Al bert
Acti ve
Salaried employee
HR master data System Help Edit Goto Extras Utilities Settings
Infotype Menus: Overview
Customizable infotype
menu layout

Infotype Menus
You can select and edit the necessary infotype from a list of infotypes for a specific personnel number.
You can change the menu sequence by:
- Defining user group-specific menus
- Changing the menu structure
- Inserting new menu options

SAP AG 1999
User group in user master record
UGR07 Administrator Canada
UGR99 Administrator International
Menu
User group-
dependent
Reaction
X W 01
Reference
01 Basic Personal Data
User group Infotype
07
07
07
01
02
03
Appraisals
Education
.
.
.
.
99
99
99
01
02
03
Basic Pay
Addi tional Pymts
Recur. Pymt/Deduc.
Infotype menu
01
User group-
dependent
infotype menu
List of infotypes in
the infotype menu 01
for the different user
groups
System -> User profile ->
Own data -> Parameter
Changing Infotype Menus

The customizing step Infotype Menu guides you through the steps necessary to configure what
information is shown on each of the tabs available on menus.
The activities involved in configuring the choices on a menu tab include:
- Define whether the menu is to be dependent on the user group.
- If necessary, assign the system response for the case where the user has not maintained the user
group or where there are no entries in the menu.
- Assign a reference user group that can be used to set up the menu, if necessary.
Infotypes in the infotype menu
- Choose menu category "I" and the infotype menu.
- Copy the infotypes into the menu for the user group.

SAP AG 1999
User Groups and Reference User Groups
Basi c personal data
Actions
Organi zati onal Assi gnment
Personal Data
Bank Detail s
Addresses
Basi c Pay
Ti me Mgmt data Basi c personal data
Acti ons
Personal Data
Addresses
Basic Pay
User group 01 User group 02
No user group--
Menu 01 as a result
of reference user
group 01

You can use the menu control function to store different menus and personnel actions for different user
groups (user parameter UGR). This means that you can adapt the system so that it meets the
requirements of the individual users.
If you define your menu as user group dependent, you must enter the reference user group that the
system should use for the menu layout if the administrator has not entered the user group in the user
master. On this screen, you also specify the infotype sequence for the different user groups.
If you do not define your menu as user group dependent, you can only maintain the infotype sequence
for the user group 00. This is valid for all users that select this menu.

SAP AG
R
Dialog box - Select infotype menu
Determining Choice of Infotype Menus
Basic personal data Basic contract data Gross/net payroll Net payroll Payroll supplements PL
Actions
Personal Data
Addresses
Bank Details
Family/Related Persons
Payroll Data
Organizati onal Assi gnment
Challenge
Int. Medical Service
Menu
User group-
dependent
Reaction
X W 01
Reference
01
User group
01
01
01
01
No.
01
02
03
04
Menu
01 Basic personal data
02 Basic contract data
03 Gross/net payroll
04 Net payroll
Menu layout
for master data

Here you define which infotype menus should be displayed when you maintain or display HR master
data.
All choices can be stipulated that this selection depends on the user group (user parameter "UGR").
If the table does not contain an entry for user groups or if you have not maintained the user group, the
system uses the reference user group to determine the menu layout.
Determine choice of infotype. You can define the infotype menu that appears in dialog box when Human
Resources master data is maintained and displayed, if the user chooses the pushbutton "Other menu" to
change the current infotype menu.
If you have defined the set-/get-parameter PMN (infotype menu), the corresponding infotype menu
appears when you call the initial HR Master Data display/maintenance screen for the first time.
Otherwise the infotype menu "01" is used.
If there are no entries in the table for the user's user group, or if the user has not maintained his/her user
group, then the infotype menu choice is determined using the reference user group.

SAP AG 1999
Menus for Fast Entry
With proposal
Direct selection
Infotype STy
Recur. Payments/Deds.
Addi tional Payments
Fiscal Data D
Child All owance D
Period
All
Period
From to
Today
From curr.date
To current date
Choose
Curr. period
Curr. week
Current month
Last week
Last month
Current Year
Enter Personnel Numbers
Enter i n fast entry screen
Manual preselecti on
Preselect usi ng report
Preselction w. ad hoc query
Mai ntai n/l ock/Unl ock/Delete
Locked records only
Save Option
Save records directly
Create batch i nput session
Fast Entry Fast Entry

For fast entry menus, you can assign an entry screen, a default value screen and a selection report to a
fast entry menu option.
Requirements
- Set up the infotype menus for fast entry in the "Change infotype menu" step.
- In the "Set up infotypes" step, enter a text for each infotype and screen type. This text can be
accessed in the infotype menus. Assign an infotype and screen type (screen control field) to each
menu option. These fields define the entry screen.
Standard settings: The following infotype menus are predefined for fast entry:
- 07 Fast entry of master data (depends on the user group)
- 09 Fast entry of time data (depends on the user group)
Activities--selection reports for fast entry-- If you use your own reports for personnel number selection
in fast entry, you must ensure that these reports are permitted for each infotype.
Screen types for fast entry-- For each infotype and screen type (screen control) define the screen number
for creating records with default values, the screen number for fast entry of several personnel numbers
and the reports for personnel number selection.

(C) SAP AG HR307 4-10
SAP AG 1999
Change an infotype menu
Determine choice of infotype menus
Infotype Menus: Unit Summary

(C) SAP AG HR307 4-11
Exercises

Unit: Infotype Menus
Topic: Infotype Menus

Create customer-specific infotype menus that are dependent on user
groups.
Include your own infotype menu in the menu selection.

The personnel administrators need their own menu for the following
infotypes that are not included in the standard menu:
0028 Internal Medical Service
0057 Membership Fees
0082 Additional Absence Data

1 Create a new menu called "##" (## =50 +group number).
1-1 The menu is user group dependent. The reference user group in 01.
1-2 Include the infotypes listed above in the desired sequence in your menu
##+50 for the user groups 01 and ##+50 .
2 Add your new menu ##+50 to the standard menu selection.
2-1 To do this, copy the entries for the user group 01 to your user group ## +50
in the menu selection 01 and then add your menu ##+50 to the copied
entries.
3 Set up your user parameters so that your user group is ##+50.
4 Goto Personnel Administration and check to see whether your menu appears in the
Other Menu selection.

(C) SAP AG HR307 4-12
Solutions

Unit: Infotype Menus
Topic: Infotype Menus

1. Create a new Infotype menu:
IMG: Personnel Management Personnel Administration Customize Procedures
Infotype Menus Infotype menu

Select User group dependency on infotype menus in the Choose activity pop-up box, and then
select the Choose button.
Select New Entries button and enter the following information in the table:

Menu Text User-dep. Reaction Ref
##+50 Group ##Menu 01

Note: ## = (50 + your group number). For example, group 01 would use 51.
Select the Save button and return to the Choose Activity pop-up box..
1-2 Select the Infotype menu option in the Choose Activity pop-up box then, select the
Choose button.
Enter your menu number (##) in the Determine Work area: Entry pop-up and select the
Continue button.
Select the New Entries button and then enter the following information in the table:

User group No Infotype Screen Infotype text
##+50 01 0008
##+50 02 0028
##+50 03 0057
##+50 04 0082

Save and return to the main IMG tree structure.
Deleted: 2
Deleted: 57
Deleted: ##+50
Deleted: 03
Deleted: 0082

(C) SAP AG HR307 4-13
If an Information box appears, select continue to acknowledge the message.

2. Add a menu to the HR Master Data menu selection: In the IMG, choose:
Personnel Management Personnel Administration Customize Procedures Infotype
Menus Determine choice of infotype menus Infotype menus

Enter 01 - for HR Master Data since we want our menu to be available using transaction PA30--
in the pop-up window and then select the Continue button.
Highlight the entries for user group 01 (by selecting the gray boxes on the left end of
each row of 01 data) and then select the Copy as button.
Change the user group for the copied rows of data from 01 to ##+50 and then select
Enter. The table should appear similar to the table shown below:

User group No Menu Text
##+50 01 01 Basic personal data
##+50 02 02 Basic contract data
##+50 03 03 Gross/net payroll
##+50 04 04 Net payroll
##+50 05 05 Payroll supplements
##+50 06 06 Planning data
##+50 07 ZZ Time mgmt trans. data

Note: remember the last sequence number for the copied rows of data (found
in the No column). In the above example, that would be 07.

Select the New Entries button and enter the following information to the table:

User group No Menu Text
##+50 ** ##+50 Group ##Menu

** This sequence number for the new entry will be one greater than the last
sequence number for the copied rows of data.

Save and return to the main IMG structure.

(C) SAP AG HR307 4-14
3. Change your user parameters to view your new menu
Create another session and then choose the following
R/3 menu path: System User profile Own data
Select theParameters tab
Set the user group parameter (UGR) to ## +50 as shown in the table below:

Parameters Value Text
UGR ##+50 User Group (HR Master Data)

Delete all other entries for parameter UGR by selecting the entry and then selecting the
Delete icon.
Save your entries

4. Open a second session.
Use the following R/3 menu path to verify the changes you have made:
Human Resources Personnel Management Administration HR Master Data
Maintain
Select the Other menu button.
Use the scrollbar to locate your new menu (Group ##+50 menu).
Select the your menu and then select the Continue button.

Note: Your new menu (Group ##+50 menu) should contain the following infotypes:
0028 (Int. Medical Service)
0057 (Membership Fees)
0082 (Additional Abs. Data)

SAP AG 1999
Personnel Actions
Actions
Additional actions
Country reassignments
Contents:

SAP AG 1999
Personnel Actions: Unit Objectives
Configure personnel actions.
Define personnel actions for different user
group tasks.
Carry out additional actions.
Describe country reassignments

SAP AG 1999
Course Overview
Personnel Actions
Infotype Menus
Dynamic Actions
Introduction to
Authorizations
Tracking Changes
and Reports
in Human Resources
Conclusion

SAP AG 1999
Personnel Actions: Business Scenario
In your organization, your employees receive
a 200 UNI allowance when they have a child.
So that your administrator does not have to
search for the necessary infotypes, you want
to set up a personnel action.

SAP AG 1999
Personal Data
Organization Assignment
Actions
Hiring
Org. reassign
Leaving
Personnel Personnel Actions Actions
Overview: Personnel Actions

Actions facilitate the editing of complex personnel processes. The system displays all the relevant
infotypes in a pre-defined sequence so that you can maintain the necessary data.

SAP AG 1999
How to Set up a New Personnel Action
Include the new personnel action in the HR
master data menu (action menu)
Define infotypes and the sequence (infogroup)
Define characteristics of a personnel action
Create an action reason

Through configuration, you can:
- Change the sequence of the infotypes in existing actions.
- Create new actions.

SAP AG 1999
User group-
dependent
Reaction
X W 01
Reference
Infogroup
Actions
Menu
User group
01
01
01
.
.
.
Infogroup Hiring 10
No.
01
02
03
.
.
.
Operation
INS
INS
INS
Infotype
0002
0001
0006
Create
Copy
Modi fy
Del ete
Lock/unlock
Del i mi t (for givi ng noti ce)
Di spl ay
Create for acti ons
INS (Insert)
COP (Copy)
MOD (Modify)
DEL (Del ete)
EDQ (En-/Dequeue)
LIS9
DIS (Di spl ay)
INSS
Operations
01
Creating a New Infogroup

Personnel actions appear when the user chooses Personnel Actions from within Human Resources
master data maintenance.
You can define actions so they are user-dependent.
You can set up the infogroup so that it depends either on the administrator's user group or on
organizational data such as: company code, personnel area, personnel subarea, employee group and
employee subgroup. You can also maintain the latter in the feature IGMOD by choosing Infogroup
modifier. In the operation field, you can determine which operations can be executed in which
infogroup and infotype. For example, copy an existing infotype record using COP, create using INS,
etc.
When you perform an action and create infotype records, the system checks to see whether an infotype
record already exists. If a record does exist, the system switches from Create to Change. It really
only makes sense to use the operation Create (INS) when you run a hiring action. For all other actions,
you should use the Copy (COP) function. When you copy infotype records, the system suggest the
start date of the action for the existing infotype records. If no infotype record exists, the system switches
to Create. In certain circumstances, you have to create a new infotype record.

SAP AG 1999
Action Name Function
character
Status
Cust Empl Spec Che P PA EG ES Date
Hi ri ng 1 01
U0000 U0302 IG
3 10
INFOGROUP from
previous step
Co

Personnel Action Attributes

To create an action:
Assign a unique number and a name to your personnel action.
Use the function character to make a distinction between the hiring action and the other actions.
Choose the function character 1 for an initial hiring, 7 for an initial hiring with data transfer from
Recruitment and 0 for all other actions.
The status indicator is a plausibility check for personnel actions that validates certain types of actions.
You can only use certain actions to change an employee's organizational assignment. When you run
these actions, you may select the fields: position, personnel area, employee group and employee
subgroup.
You can use the Date field to define whether the date entered on the initial screen of the personnel
action should be the start date of new records or the end date of old records this is particularly useful
for leaving actions.
Specify whether your new action should create a new Actions infotype record (0000).
Use the indicator U0302 to determine whether the personnel action type is to be stored in the
Additional Actions (0302) infotype.

SAP AG 1999
Customer-specific
Status
1
IMG: Create customer-specific status
Employment
Status
2
active
Leaving/
termination
Leave
of absence/
dormant contract
Retired/
pensioner
0
1
2
3
Define Personnel Actions - Status Indicator

The system automatically maintains the status indicator in the Actions infotype (0000) when you
perform an action. The status indicators have the following meaning:
Customer-defined status--This field allows the customer to define specific employee statuses.
Employment status
- Value 0 -- The employee has left the company and should not be included in the payroll run
unless the system permits individual retroactive accounting.
- Value 1 -- The employee is still with the company but is on a leave of absence due to military
service, maternity leave or other types of leave of absence. In reality, most inactive contracts are not
entered in the system as status changes but as absences. Payroll is run for inactive employees, but
their pay can be reduced according to special factoring rules.
- Value 2 --The employee has retired from the company. If this person is entitled to a company
pension, the system still includes this employee in the payroll run. If not, the system assigns
specification 0 to this employee.
- Value 3 -- The employee belongs to the company and is active.
Special Payment Status -- used for wage type decisions.

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SAP AG 1999
Define Personnel Actions - Check Action
Maintenance
Example: Earl y retirement / retirement
MSN32 Result STAT2=2
Status indicator 2
in old action
0
2
3
Error
EE left company
Error
EE has already retired
O.K. to process

When you run a new action, the system checks whether the attributes of the new action match those of
the previous action.
This check is controlled by the feature
MSN20 for leaving
MSN21 for rehiring
MSN32 for early retirement/retirement
These features check the old actions against the new, proposed action. For example, you want to process
an action to retire an employee. The action checks feature MSN32.
If the old action has a
STAT2=0 -> There is an error because employee has already left the company
STAT2=2 -> There is an error because the employee is retired
STAT2=3 -> Processing continues because employee has an active work contract

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SAP AG 1999
Action
10
Reason for Action
10
10
01
02
Leaving
Leaving
Leaving Death of employee
Notice given by employee
Reasons for Personnel Actions

The action reason indicates why the action was triggered.
You can use this information to evaluate why employees leave or why they are transferred.
You must always enter at least one reason for each action, even if the entry is blank.

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SAP AG 1999
User group-
dependent
Reaction
X W 01
Reference
Action menu
Actions
Menu
User group
01
01
01
No.
01
02
03
Action
Hiring
Rehiring
Leaving
01
Including a Personnel Action in the Action Menu

You need to include the personnel action that you have just defined in the Personnel Actions menu.
This menu appears when the user chooses Personnel actions within Human Resources master data
maintenance. You can also set up this menu so that it is user-group-dependent (user parameter UGR).
If there is no entry in the table for your user's user group or if you have not maintained your user group,
the system displays the menu for the reference user group.

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SAP AG 1999
Additional Actions
On the same
day
Action type
Actions Actions (Infotype 0000) (Infotype 0000)
Personnel action
Reason for action
Employee group
Organizational assignment
Employee subgrp.
..
Action type
Addi tional Actions Addi tional Actions (Infotype 0302) (Infotype 0302)
Personnel action
Reason for action
2. Addition to famil y
Hrl y.wage earner Salaried empl oyee
02 Org.reassign.
1
XX
99 Add. to famil y
1. Organizational
Reassignment

You can use the Additional Actions infotype (0302) to log all the actions that you have run for a
particular employee on the same day. The log records all the action types and the corresponding action
reasons run for the employee according to a key date.
All reports that interpret an employee's status evaluate the Actions infotype (0000). This infotype has
time constraint 1 which means that at any given time during the employee's tenure, you can only have
one valid Actions infotype record in the system.

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SAP AG 1999
Displaying Additional Actions in Infotype 0000
Personnel action
Action type 02 Org. reassignment
.. ..
Status
..
Employment 3 active
Organizational assignment
Position
.. ..
Addi tional actions
01.10.97
01.10.97
Action
02
99
Action type
Org. reassign.
Add. to family
Act.R. Reason f. action
Acti ons Actions
Start

Note that you can only store one personnel action a day in the Actions infotype (0000). In customizing,
you can specify which action type should be stored, that is, which should be kept, for an employee per
day if more than one personnel action was run for the employee on the same day. As a rule, you should
choose personnel actions that result in a status change, for example, the leaving action which changes the
employees status from active to left. The other action(s) will be stored in IT0302.
The Additional Actions infotype (0302) only stores the action types and the reasons.
Note:
You cannot run two personnel actions that change an employee's status on the same day. For example,
you cannot run a leaving action and an early retirement/retirement action on the same day. In this case,
one action would overwrite the other.

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SAP AG 1999
Activating Additional Actions
View: Personnel action types
Indicator U0302
Acti vating Additional Actions Infotype
Create
Group
ADMIN
Sm.abbr.
EVSUP
Abbr. value
1
Addi tional Actions Addi tional Actions
..
RPUEVSUP

If you want to use the Additional Actions infotype (0302), use report RPUEVSUP to make the necessary
entries:
- In table T77S0, the value for the semantic abbreviation EVSUP is set to 1 for the group ADMIN.
This deactivates the Additional Actions infotype (0302).
- In table T529A, the indicator U0302 is set for all personnel action types.
- The log in the Additional Actions infotype (0302) records the personnel action types and
corresponding reasons run for each employee on a specific date.
- The system creates a parallel Additional Actions infotype record (0302) per key date for each
Actions infotype (0000).

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SAP AG 1999
Supporting Country Reassignments
Hiring
Organizational reassign
Country Reassignment

You can depict a country reassignment by setting up a Country Reassignment personnel action type in
the Personnel Action Types view. You must set the "Country reassignment" indicator for this personnel
action type. This has the effect that the entry personnel action in the future personnel area and the
leaving personnel action in the currently valid personnel area are grouped together.
When processing the entry personnel action, the system defaults certain infotypes from the present
personnel number that you can then copy. Which infotypes are defaulted depends on your settings in the
Personnel Administration customizing:
Data relating to the individual (qualifications, profile etc.) is simultaneously transferred from the old to
the new personnel number within the Personnel Development component. Should an error occur, then
you can restart the transfer using the RHHANDLERELATIONS report.
After carrying out the country reassignment, the personnel numbers that were reassigned are linked
through a relationship. You can display this linkage relationship using the Display HR Master Data
transaction (PA20) or the Maintain HR Master Data transaction (PA30) under the menu path Utilities
Country assignments.

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SAP AG 1999
Identify the customizing steps that you
need to perform to set up personnel actions
for different user groups.
Describe and set up additional actions.
Carry out additional actions.
Describe country reassignments.
Personnel Actions: Unit Summary

(C) SAP AG HR307 5-18
Exercises

Unit: Personnel Actions
Topic: Personnel Actions

Configure personnel actions.
Define personnel actions for different user group tasks.
Set up additional actions.

The personnel administrators need a personnel action that groups together
all the necessary infotypes that need to be maintained when employee has
an addition to his/her family. In addition to this, your organization pays
a one-time payment of 200 UNI for the birth of a new child.

1 Create a new action Addition to Family to include the following infotypes:
Personal Data (0002)
Family/Related Persons (0021, subtype 2, Child)
Additional Payments (0015, subtype CM03) The 200 UNI payment needs to be
entered in this infotype.
1-1 Create a new action to reflect this situation using the action with the
infogroup assigned to your group in the Table below .

Student
Group
Info-
group
Action Student
Group
Info-
group
Action
01 M1 A1 11 N1 B1
02 M2 A2 12 N2 B2
03 M3 A3 13 N3 B3
04 M4 A4 14 N4 B4
05 M5 A5 15 N5 B5
06 M6 A6 16 N6 B6
07 M7 A7 17 N7 B7
08 M8 A8 18 N8 B8
09 M9 A9 19 N9 B9
10 N0 B0 20 P1 C1

1-2 Create at least two reasons for your new action; for example, "birth of new child"
or "adoption of new child."
1-3 Change the action menu 01 by copying the entries for the reference user group 00
for your user group ## +50 (where ## =group number) and add your new action.
Deleted: )
Deleted: Spouse

(C) SAP AG HR307 5-19
Note: The course instructor will tell you which start date to use.

2- Run the action for employee Winnie Chung 540991##. Use today as a start date.

(C) SAP AG HR307 5-20
Solutions

Unit: Personnel Actions
Topic: Personnel Actions
1- Create new action Addition to Family:

1-1. In the IMG, choose:
Personnel Management Personnel Administration Customize
Procedures Actions Define infogroups
Select User group dependency on menus and info groups in the Choose
Activity pop-up box.
Select the New Entries button and enter the following information in the
table:
Menu Text User-dep. Reaction Ref.
See Infogroup
assignment per
group in the
table below
## Addition to Family
Infogroup

Group
(##)
Info-
group
Action Group
(##)
Info-
group
Action
01 M1 A1 11 N1 B1
02 M2 A2 12 N2 B2
03 M3 A3 13 N3 B3
04 M4 A4 14 N4 B4
05 M5 A5 15 N5 B5
06 M6 A6 16 N6 B6
07 M7 A7 17 N7 B7
08 M8 A8 18 N8 B8
09 M9 A9 19 N9 B9
10 N0 B0 20 P1 C1

Select the Save button, and return to the Choose Activity pop-up box.
Select the Info group option in the pop-up box and select the Choose button.
Enter your newly created infogroup number in the Determine Work Area Entry
pop-up and select the Continue button.

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Select the New Entries button

Make the following entries in the table:
User
group
Info
gr.
mod
No Operation Infotype SC Infotype
text
Subtype
##+50 01 COP 0002
##+50 02 INSS 0021 2
##+50 03 INS 0015 CM03

Note: Remember that ## = your group
Select Save and then acknowledge the Information box that pops up by selecting
the Continue button.
Return to the main IMG tree structure.

To create the action, choose the following IMG menu path:
Personnel Management Personnel Administration Customize Procedures
Actions Set up personnel actions
Select Personnel Action Types in the Choose Activity pop-up box.
Select the New Entries button, and then enter the following information in the
table:

Action Name of
action
type
F
C
C E S C

P P E E IG D U000 U0302 C
See Action
assignment
per group in
the previous
tableon the
previous
page
Group ##
Action
0 See Infogroup
assignment per
group in the
previous table on
the previous page

Note: ## = group number. Also, You may need to use the lower horizontal
scrollbar to locate the U0302 and "Country columns

Select the Save button, and return to the main IMG tree structure.

Comment [BY1]:

Subtype0001 is for aspouse. The system
also did not carefor the leading 000s for
subtype2 which is child. Until I
changed this IT 0015 was not created
dynamically.

Noteas well that theperson 540991##
has amarital status of single on IT 0002
and if it is changed during theexercise, a
0021 subtype1 spouse will also be
required.
Deleted: Action

(C) SAP AG HR307 5-22

1-2 To create a reason for your action, choose in the following IMG menu path:
Procedures Actions Create reasons for personnel actions

Highlight any two entries in the table and then select the Copy as button.
Modify the copied rows of data so that it appears as shown below:

Action Name of Action Type Act. Reason Reason for
action
See Action
assignment
per group in
the previous
table
Group ##Addition to Family
Action
01 Birth of a child
See Action
assignment
per group in
the previous
table
Group ##Addition to Family
Action
02 Adoption of child

Select Enter, Save and return to the main IMG tree structure.

1-3 To change the action menu, choose the following IMG menu path:
Procedures Actions Change action menu
Select User group dependency on menus and info groups in theChoose
Activity pop-up box

Confirm that the User dep. box is checked for the 01 Actions menu.
Return to the Choose Activity pop-up window.
Select Action menu in the Choose Activity pop-up box.
Enter 01 in the pop-up window and then select the Continue button.
Select the first four entries for user group 00 and then select the Copy as
button.
Formatted

(C) SAP AG HR307 5-23
Update ALL copied rows of data so that the user group is changed to your
user group (##+50).
Select the Enter button until the Save button is activated. Select the
New Entries button to create the new entry shown in the table below:

User
group
No Action Name of action type
##+50 See
note*

See Action
assignment per
group in the
previous table
Group ##Action

*Note: Remember the sequence number of the last entry of the copied rows
of data (found in the No column). The sequence number will be equal to
the 1 +the last sequence number of the copied rows of data.
Save and return to the IMG.

2- Execute the new action:

In another session, choose the following menu path:
Human resources Personnel management Administration HR Master Data
Actions
Enter 540991## in the Personnel number field and then enter todays date in the
From field.
Note: ##=your group number

Locate your new action (Group ## Action).
Select your action, and then select the Execute button.
Enter a reason for personnel action on the Actions infotype (0000).
Enter a value for the number of children field on the Personal Data infotype (0002).
Update the required fields on the infotypes and then select the Save button after
maintaining each Infotype in your action.

(C) SAP AG HR307 5-24

SAP AG 1999
Dynamic Actions
Dynamic actions
Mail connection for infotype changes
Contents:

SAP AG 1999
Other Actions: Unit Objectives
Modify a dynamic action
Set Up Mail Connection for Infotype Changes
Define conditions for sending mail
Define mail attributes
Create standard texts for mail connection

SAP AG 1999
Course Overview
Personnel Actions
Infotype Menus
Dynamic Actions
Introduction to
Authorizations
Tracking Changes
and Reports
in Human Resources
Conclusion

SAP AG 1999
Dynamic Actions: Business Scenario
Your Personnel Department would like three
automatic actions to occur in the system:
When an employees marital status
changes from single to married,
the Family and Other Related
Persons Infotype--should appear automatically.
When an administrators area of
responsibili ty changes, he/she should be
informed automatically via R/3 office mail.
The personnel administrators need a dynamic
action that will serve to remind them when a
laptop computer, which has been l oaned to an
employee for a limited period of time, is due for
return. The reminder shoul d be one month before
the return date.

SAP AG 1999
0002
0002
0002
0002
0002
0002
Infotype
Marital status
Infotype Personal Data (0002)
From XX/XX/XXXX - 31/12/9999
Date XX/XX/XXXX
Infotype Famil y/Related Person
(0021)
FAMST
FAMST
FAMST
FAMST
FAMST
FAMST
Field
06
06
06
06
06
FC
*****
P
P
I
P
I
A variable function part
INSERT 0021 change marital status
T001P-MOLGA=99'/X
P0002-FAMST='1'
INS,0021,1,,(P0002-BEGDA),(P0002-ENDDA)
P0002-FAMST='2'/X
MOD,0021,1,,(P0002-BEGDA),(P0002-ENDDA)
*****
Values
Infotype action
Dynamic Actions - Example

With dynamic actions, you control the initiation of actions when maintaining an infotype record. This
can be the maintenance of an additional infotype record, sending R/3 Office mail or performing a
routine. For each action you can determine whether it is always carried out when you change an infotype
or a subtype or whether it is only carried out if you change certain fields.
You can state whether the action is to be carried out for "Change", "Create" and/or "Delete" record. You
can store the conditions for executing the action, for example, the comparison of the old and new value
of a field.
Finally, you can also specify default values for records that are to be created.

SAP AG 1999
Change (02)
Dynamic Actions
I
Field
Subtype
Infotype Check conditions P
Create (04)
Delete (08) W
V
F
M
Infotype maintenance
Default values for new record
Reference to an activity
Call routine
Send mail
Change and
create (06)
...

You can specify whether an activity should always be performed whenever an infotype or subtype is
changed or only if a certain field is changed; which activity is performed depends on the operation being
executed.
You must define when the system should perform a particular activity, that is, when you Change (02),
Create (04), and/or Delete (08) an infotype record. The system can also be set up to recognize and/or
situations. The values for change, create, or delete can be added together: For example, the Maintenance
operation 06 means that an activity should be carried out when the record is changed or created (02
change +04 create).
In the function part (of the table), you can enter plausibility checks for activities, for example, old and
new field values. You can also define default values for new records or selection parameters for reports.
If you also use Recruitment, you must make sure that the system calls up the dynamic actions for the
correct application. To ensure this, you must first ask for the transaction class:
PSPAR-TCLAS="A" for Personnel Administration
PSPAR-TCLAS="B" for Recruitment

SAP AG 1999
PersNo.
Name
From
CoCode
01.11.1995 - 31.12.9999
Mail Connection for Infotype Changes
Enterprise structure
Pers.area
Cost center
0001
0001
SAP AG
International
Legal pers.
Subarea
Bus. area
0001 Subarea 01
EE group
Personnel structure
EE subgroup
1
XU
Active
Salaried
Payr. area
Contract
X2
Positi on
Organizational structure
Percentage
50000836
100
Job 0
Org. unit 50000827
Org. key 0001
Group
Admi nistrator
Personnel 001
0001
Time 002
Payroll 003
Supervisor
" SAPoffice"
Infotype
EE group
Group

When you have changed an infotype record, you can use the dynamic action mail function in SAP Office
to inform others of this change.
Example:
You have made changes to an employee's Organizational Assignment (0001) record. Certain system
users, for example, the employee's administrator or head of department, need to be informed of these
changes.
Before you can use the dynamic action function, you must fulfill several preconditions. First, you must
enter the name of the administrator who is responsible for maintaining the infotype records of this
particular employee in the infotype Organizational Assignment. You must also assign an SAP user name
to this administrator. This user name is accessed by a feature and the user then automatically receives a
message informing him or her of the changes.

SAP AG 1999
Group Administrator name Payroll admin. FoA Tel. SAP name
0001
0001
0001
0001
0001
0001
0001
001
002
003
VLZ
Z01
Z02
Z03
Administrator 1
Administrator 2
Administrator 3
Judith Lightfoot
Fred Ford
Carl Crane
Maria Martinez
Mrs
Mrs 8715
HRADMIN-001
HRADMIN-002
HRADMIN-003
LIGHTFOOT
FORD
CRANE
MARTINEZ
Org. Assignment (0001)
Administrator
group, personnel,
time, payroll
Variable key CDoperations
000010 DTCLAS
000020 A &PINCH=****,
000030 B &PINCH=APPL,
Define Administrators and Administrator Groups

In the Organizational Assignment infotype (0001), you can enter three different types of administrators:
- Personnel
- Time
- Payroll
These administrators can be referenced in Dynamic Actions to send R/3 Office mail when certain
changes are made to the administrator's employee records.
For example, the standard R/3 system delivers a dynamic action that states that if an administrator is
changed on an employee's IT0001 record, the old and new administrator will be notified in an Office
mail.
Note: this is not workflow functionality since there is no action to be completed; it is a simple
notification to the administrator that an employee's record has changed.

SAP AG 1999
Changes ?
Recipient ?
Text ?
Mai l
Setting up Mail Connection for Infotype Changes

To set up the mail connection, you will need to:
Define the conditions for sending a mail in Dynamic Actions.
Modify or create the feature that defines:
- The standard text to be used in the mail,
- The recipient,
- The types of processing that can be performed in the mail system.
Create the standard texts.

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SAP AG 1999
Work area Work area
Defining Conditions for Sending a Mail
Field
Subtype
M0001 M Create (04)
Delete (08)
Infotype 0001
Send Mail Send Mail
Indicator Indicator
Feature that specifies Feature that specifies
mail attributes mail attributes
Change (02)

When defining the conditions which trigger a message to be sent for infotype changes, you can specify
the processing type (create, change or delete) or combination of processing types which trigger sending
of a mail.
The activity M' indicates to the system "Send mail according to the referenced Feature
You must also define the feature (e.g., M0001).

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SAP AG 1999
Define Mail Attributes
Feature
Text from text modules
M0001
RecipIent
Send attributes
Types of processing
Mail

You can use features to control who receives the mail, the text to be used in the message and the types of
processing that should be possible in the mail function. The feature can be used for all master data
infotypes for employees (TCLAS=A) and applicants (TCLAS=B).
In the feature you define the standard text (=IDTXT). You can create and/or change this text in the next
step.
The mail is sent to the administrator (RECV1 =Personnel, RECV2 =Time and RECV3 =Payroll) from
an employee's Organizational Assignment Infotype record. For applicants, a mail can only be sent to
RECV1 (Personnel Officer).
By using additional parameters, you can also specify whether a mail should be moved to the outbox after
it has been sent or if it should be sent to all persons on a particular distribution list.
You can define whether a certain processing type should trigger specific actions (transaction code,
infotype, subtype, etc.).
For further information on feature M0001, call up the feature maintenance transaction and select
Display documentation'. Please also refer to the general documentation on maintaining features.
You can copy feature M0001 to M0008 and use it for infotype Basic Pay (0008). Make sure that you
adapt the decision tree accordingly.

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SAP AG 1999
Standard Texts for Mail Connection
Text name
Feature M0001
= IDTXT
MAIL_FOR_I0001_A
Text ID PAMA Mail EE/applicant master data
Language E
. . . . + . . . . 1 . . . . + . . . . 2 . . . . + . . . . 3 . . . . + . . . . 4 . . . . + . . . .
New personnel administrator for
Mr/Mrs is the new personnel administrator for
as of
The previous administrator was

The SAP R/3 System contains two sample standard texts that you can use as a template for creating your
own texts. These sample texts are:
- MAIL_FOR_I0001_A (change personnel administrator for an employee)
- MAIL_FOR_I0001_B (change personnel administrator for an applicant)
You can copy the sample texts from client 000.
Create the standard texts that you require and store them under the text ID PAMA.
Each mail consists of a header and the actual message. Write the header in the first line of the standard
text and the message starting in the second line.
In the standard text, you can use the fields of infotypes 0001 and 0002 to trigger the mail. If the
infotype that triggers the mail is the Organizational Assignment infotype (0001), you can use the
fields contained in the structures *P0001 (data before changes) and P0001 (data after changes).
The standard settings for style and layout are used in the mails.

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SAP AG 1999
Set Up Mail Connection for Infotype Changes
Define conditions for sending mail
Define mail attributes
Create standard texts for mail connection
Other Actions: Unit Summary

(C) SAP AG HR307 6-14
Exercises

Unit: Dynamic Actions
Topic: Dynamic Actions


The personnel administrators need a dynamic action that will serve to
remind them when a laptop computer, which has been loaned to an
employee for a limited period of time, is due for return. The reminder
should be one month before the return date.
1 Create a new dynamic action to monitor the loan of laptop computers to employees
1-1 Create a new deadline type for infotype 0019 Monitoring of dates with a
follow-up time of 1 month so that the reminder date for the deadline is 1 month
before the deadline date and Laptop loan as the name. Use ##+80 as the
deadline type (where ## is your group number, so that group 1 is 81 and group
12 is 92, etc.)
1-2 Create a new subtype for the infotype 0040 Object on loan. Use ZZ##as the
subtype ID (where ##is your group number) and Laptop computer## is the
name.
1-3 Set up a dynamic action so that, whenever a user creates or maintains infotype
0040 Object on loan, subtype ZZ##, a Monitoring of dates infotype record for
the deadline type ##+80 is automatically created. Also the deadline date for
the deadline type should default automatically from the end date of the Object
on loan record.
1-4 Test the dynamic event: Using employee Winnie Chung, 540991##create a
new record for infotype 0040 Object on loan, subtype ZZ##. The system should
automatically create a Monitoring of dates infotype record for the deadline type
##+80 where the deadline date is the same as the end date of the Object on
loan record.

(C) SAP AG HR307 6-15
Solutions

Unit: Dynamic Actions
Topic: Dynamic Actions
1 Create new dynamic action :
1-1 To create the new deadline type:
IMG: Personnel Management Personnel Administration
Evaluation Basis Monitoring of Dates Determine Deadline Type
Create an entry for your new deadline type where
##+80, is the date type (where ##is your group number).
Enter Laptop loan as the name for the deadline type and specify a
lead/follow-up time of 1 month.
Save the data and return to the IMG.
1-2 Create a new Subtype for an Object on Loan:
IMG: Personnel ManagementPersonnel Administration Contractual
and Corporate Agreements Cessions Define Objects on Loan
Select the New Entries button and add an entry where:
ZZ##is the subtype ID
Enter Laptop computer## as the description for the subtype.
Save the data and return to the IMG
Select continue to acknowledge the message please choose the key from
the allowed name space.
1-3 Create a dynamic action:
IMG: Personnel Management Personnel Administration Customize
Procedures Dynamic Actions
Select the New Entries button.
Enter two new lines with sequence numbers 01 and 02 to create the
dynamic action.
In the first line specify the infotype, subtype and function code that will
trigger the dynamic action.
Specify the activity I for infotype maintenance and in the Variable
function part of the screen specify that the dynamic action should create
infotype 0019, subtype ##+80.
In the second line specify that, for the same infotype, subtype and function
code, the dynamic action should automatically create a date in the deadline
date field which defaults from the end date of the Object on Loan record.

(C) SAP AG HR307 6-16
Your new table entries will appear as follows:

IType STy FC No S Variable function part
0040 ZZ## 06 01 I INS,0019,##+80
0040 ZZ## 06 02 W P0019-TERMN=P0040-ENDDA

1-4 Test the dynamic action
Choose the menu path
Human Resources Personnel Management Administration HR
Master Data Maintain
Enter the personnel number of employee Winnie Chung, Employee
540991##,
Select the Object on Loan infotype (0040) , subtype ZZ##Laptop computer
Select the Create icon to create a record. Use today's date for the from date,
and the date six months from now as the to date.
Save the new infotype record.
This will automatically create an infotype 0019 (Monitoring of Dates) based
on the dynamic action that was created in the previous exercise.
Select the Enter button.
The new infotype will have the following default information:
Date type: 80 +##(Note: only the text is displayed and not the date
type code)
Date/deadline: The end date for the loan (from infotype 0040).
Reminder date: The date one month before the end of the loan.
Select the Save button.

SAP AG 1999
Introduction to Authorizations
The authorization concept
Authorization objects for Human Resources
Creating authorizations manually
Contents:

SAP AG 1999
Introduction to Authorizations: Unit Objectives
Describe different methods of creating
authorizations
Set up authorizations using Human Resources
authorization objects.
Create authorization profiles manually
Create user master records complete with
the necessary authorization profiles.

SAP AG 1999
Course Overview
Personnel Actions
Infotype Menus
Dynamic Actions
Introduction to
Authorizations
Tracking Changes
and Reports
in Human Resources
Conclusion

SAP AG 1999
Introduction to Human Resources Authorizations:
Business Scenario
The employees in the different Human
Resources departments need to have the
necessary authorizations to perform their
specific functions.
In order to configure the system so that
users will have access to only the
appropriate data and modules, the human
resources department must review
Human Resources authorization objects
and work with the persons responsible
for creating authorizations.

SAP AG 1999
Introduction to Human Resources Authorizations:
Topic Objectives
Define what authorizations are in the
R/3 system
List the requirements for setting up
authorizations
Set up manual authorizations
At the conclusion of this topic,

SAP AG 1999
Authorizations in the Workplace
How are transactions and
programs secured?
How can the checks be
flexible enough to check
against various user
activities?
How does a user get
authorizations?

In the SAP R/3 System, users need different authorizations to perform certain tasks. These authorizations
are combined into profiles. Each profile represents a task in the organization.
The task areas and their functions differ from organization to organization and from department to
department.
The aim of the authorization concept is to issue the necessary authorization to each employee but at the
same time, the system remains a closed system (for those that do not have access authorization).
Integration with lots of different components makes it difficult for the administrator to know which
authorizations users need for which objects. In addition, there are lots of objects that lots of customers do
not need.
The profile generator solves this problem as it only creates the authorization profile once the
administrator has chosen the transactions that the users have to start to do their work.
You can also use the profile generator to switch off authorization objects that the customers do not need.

SAP AG 1999
All critical data is protected
Authorization to access specific data has to be given
Authorization a
Authorization b
Master Master data data
Display, Display, change change
Master Master data data
Display Display
What type of access What type of access? ?
Which data Which data? ?
Double Verification Principle

All critical data is protected in the system. Authorization to access specific data must be given.
The authorization concept allows you to define access rights and then assign these rights to users.
This means that the administrator can determine which data can be accessed and how. (For example,
display authorization for certain data and change authorization for a different type of data).

SAP AG 1999
Acti vity profile L
Authorizations in a Company
Authorization profile E
Department E
Work center E1
Department E
Work center E2
Acti vity profile E
Department L
Work center L1
Authorization profile L
Employee Santos Employee Miller Employee Meyers

Depending on the activities carried out by an employee within a company, he/she requires authorization
to access certain objects in the SAP R/3 System.
The authorizations required for a certain task area in a company are grouped in an authorization profile.

SAP AG 1999
User
Authorization Structure
Profile
Authorization
Value
Object
Field

The authorization check for accessing Human Resources infotypes belongs to the general SAP
authorization check.
The SAP authorization check is based on the authorization objects.
An authorization object is made up of a maximum of 10 authorization fields.
For the sake of clarity, the authorization objects are grouped according to applications.
To define an authorization for an authorization object, you must specify values for the individual fields
in the object. You can create as many authorizations together with different values and names for an
authorization object,
Authorization profiles are lists of authorization objects and the corresponding authorizations.
A user's authorizations for the various objects in the SAP R/3 System are determined by authorization
profiles that are assigned in the user master record.

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A User's Authorization Tree
Authorization b
for object F1
Authorization a
for object F1
Authorization c
for object F2
Profile 2
(task 2)
Value abc Value abc Value xyz Value xyz
Profile 3
(task 3)
Profile 4
(task 4)
Profile 1
(task 1)
User User
Composite profile Composite profile A A
( (Work center Work center A) A)

You have one or several single or composite profiles in your user master record.
You have all the authorizations that are in your profile.
You can enter profiles in as many user master records as required. If you change the authorization for an
authorization object, the system changes all the user master records that contain the profile that has been
changed.
It is SAPs recommendation that, instead of creating composite profiles, profiles are created with the
profile generator.

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Version Concept
Profile
Acti ve version
Profile
Maintenance version
Authorization
Acti ve version
Authorization
Maintenance version
Acti vation
Acti vation

Authorization profiles and authorizations are to be found in the SAP system both as maintenance and
active versions. Only the active version of a profile or an authorization has an effect on the system. If
you want to create or maintain a profile or authorization, you must work with a maintenance version.
The maintenance version can only be used in processing once you have activated it and thus replaced the
existing active version.
The activation concept means that errors when creating or maintaining authorizations do not affect the
system. The concept also contributes to security in that maintenance and activation of authorizations can
be distributed among a number of users.

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General HR Authorization Objects
BC-BMT-OM: Managers Desktop
HR: Applicants
HR: Master data
HR: Master data
HR: Extended master data check
HR: Acti vities,off-cycle workbench
HR: Payroll reporting document
HR: Reporting
HR: Statements
HR: Transaction Code
PD: Personnel planning and dev.
HR: Posting Run
HR: Benefit Area
HR: Clusters
HR: Payroll Control Record

The SAP R/3 authorization concept is based on authorization objects.
Authorizations for human resources are maintained in the object class Human Resources.
The subareas to be protected are represented by the authorization objects named before.
An object defines a combination of up to 10 fields which are checked in AND links. A user can only
carry out an action if he/she passes the authorization check for each field stored in the object.
The object HR - Master data groups fields such as Infotype, Personnel area, Employee group and
Employee subgroup.
Fields in an object are not the same as entry fields on a screen, but instead are system elements, such as
infotypes, which are to be protected.
You can define as many system access authorizations as you wish for an object by creating a number of
allowed values for the fields in an object. These value sets are called authorizations in the SAP system.
You can also define composite authorizations, which contain several individual authorizations from an
object. The system checks these authorizations in OR links.

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Authorization Objects
Authorization
Human resources
:
HR: Extended master
data check
HR: Master data
HR: Master data
HR:Applicants
Authorization object
Object class
:
Auth. level Infotype EE group EE subgroup Org. key
Pers. area Subtype
Fiel d 1 Fi el d Fi eld Fi el d Fi eld
Fiel d Fi el d Fi eld Fi el d Fi eld 10

Authorizations for human resources are maintained in the object class Human Resources.
The subareas to be protected are represented by the authorization objects named before.
An object defines a combination of up to 10 fields which are checked in AND links. A user can only
carry out an action if he/she passes the authorization check for each field stored in the object.
The object HR - Master data groups fields such as Infotype, Personnel area, Employee group and
Employee subgroup.
Fields in an object are not the same as entry fields on a screen, but instead are system elements, such as
infotypes, which are to be protected.
You can define as many system access authorizations as you wish for an object by creating a number of
allowed values for the fields in an object. These value sets are called authorizations in the SAP system.
You can also define composite authorizations, which contain several individual authorizations from an
object. The system checks these authorizations in OR links.

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HR: Master Data
Object: Object: HR:Master data HR:Master data
Authorization Authorization P _ BAS _ ANZ P _ BAS _ ANZ
Field Values
R
0000 - 000 7
1
Authorization level
Infotype
Employee group
Employee subgroup
Organizational key
Personnel area
Subtype
*
*
*
*

The HR:master data object is the most important object in Human Resources.
The authorization level defines the scope of authorization.
Possible values are:
- R Read
- E Write to locked record
- D Maintain lock indicator
- M Display matchcodes
- S Write to locked record; unlock if the last person who changed the record is not the
current user
- * All access operations
Authorizations E and D can be used when applying the double verification principle.
Organizational key
Corresponds to the Organizational key field (infotype P0001).
The organizational key can be used to set up an authorization check which allows administrators to
access only the employees who are assigned to them.
SAP naming conventions: The second character of customer authorizations and profiles must be a colon.

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Check
Lock / unlock
Entry
Change / delete
unlocked
records only
Create
Lock is set
Maintain
Authorizations E D
Double verification principle

In the HR: Master data object, authorization levels E (write to locked record) and D (maintain lock
indicator) enables you to implement the double verification principle. This means that at least two
persons must be involved in writing a valid record to the database.
One of these users must be assigned authorization E and the other D.
Authorization E allows the user to maintain and create locked records. Authorization D allows you to
remove the lock indicator from locked records and set the lock indicator for other records.
A * includes all authorization levels.
You can also implement the double verification principle using authorization level S (write to locked
record, unlock if the last person who changed the record is not the current user).

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Extended Master Data Check
Object: Object: HR:Extended master data check HR:Extended master data check
Field Values
R
ZZ1
Authorization level
Infotype
Payroll administrator
HR master data administrator
Time administrator
Administrator group
Subtype
*
*
*
*
*

This authorization object carries out a check similar to that of the object HR: Master data. The entries in
the administrator fields for the person being processed are used for the authorization check. (These fields
are stored in the Organizational Assignment infotype - Payroll administrator, Time recording
administrator, Master data administrator and Administrator group).
This object check is not active in the standard system. You can use a program switch (MPPAUTSW) to
determine whether this check is to be carried out in addition to or instead of the HR: Master data check.
When you have defined the authorization for the object HR: Master data - extended check, include it in a
profile and store this in the administrator's user master record. Then activate the extended authorization
check in program MPPAUTSW by entering the value 1 in the p_orgxx field. Then assign the
employee to the personnel administrators.
The administrator group contains all administrators who are responsible for the organizational area in
Human Resources or Recruitment.
The administrator group is defined in the Administrator Group feature (PINCH). The system proposes
the value stored in your user master record for parameter ID SGR. The four-character ID for the
personnel area is set automatically in the standard system.

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Master Data Personnel Number Check
Field Values
R
2001
I
Authorization level
Infotype
Interpretation of
person assigned
Subtype
*
Object: Object: HR:Master data HR:Master data - - Personnel number check Personnel number check

The object HR master data - Personnel number check can be used as a further authorization check for
personnel data. In this authorization object, you can specify how the system is to interpret a user -
personnel number assignment in the authorization check for HR infotypes. The following specifications
are possible:
- I = Authorization for assigned personnel numbers - in this case, the employee is, for
example, only authorized to read his/her own attendance or absence data.
- E = Authorization for all personnel numbers except those assigned
- * = Is not supported here.

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Authorizations for Personnel Planning
Object: Object: PD:Personnel planning PD:Personnel planning
Field
Function code
Infotype
Object type
Planning status
Plan version
Subtype
Values
*
1000, 1001, 1016
A, C, O, P, S, T, US
*
*
*

To use this authorization, include the authorization in a profile and store it in the employee's user master
record (IT0105), then specify all personnel numbers in the view Set up authorizations based on
personnel numbers'. This assignment of users to personnel numbers enables you to work flexibly without
having to change the authorization when personnel changes are made.
The check on this object is not active in the standard system; it can be activated using the program
switch (MPPAUTSW). To do this, enter a 1 in the field p-pernr. If the check is active, it is linked to the
following checks (if active) by a logical OR:
- object HR: Master data
- object HR: Master data - extended check
- access path defined in HR-PD.

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Authorizations for Batch Input Sessions
Object: S_BDC_MONI
Field Values
Batch input
Monitoring
Session name
*
Feature BIMAP
000010
000020 RPITUM00
000030 ********
D Repid
&BIMAP=HR2
&BIMAP=HR1
HR2
*
Session name Session name Date Date Time Time
11:51:20
15:44:26
14:09:52
Locked Locked Created by Created by Trans Trans Screen
HR2MEYERS
HR1RPCIPO00
HR1DB-GIRO
HR2MEYERS
HR1RPCIPO00
HR1DB-GIRO
06.06.98
05.06.98
05.06.98
MEYERS
KUBITZEK
NOWOTNY
4
2
1
8
29
5

Report-specific prefixes can be defined to protect batch input sessions. The prefix is placed in front of
the actual session name and can be checked generically at a later point. This prevents sessions being
processed without authorization.
Use transaction SU03 (Maintain authorizations) to find the object Batch input authorizations (technical
name S_BDC_MONI) under the object class Basis - Administration. This object allows you to control
authorizations based on the session name in combination with an activity. The possible activities are
documented with the object.
Feature BIMAP enables you to define report-specific prefixes to protect batch input sessions. The prefix
is placed in front of the session name itself and can later be checked generically. This enables you to
prevent unauthorized users from printing from the print spool etc.
Example:
The session name MEYERS would then become HR2-MEYERS if there is a corresponding entry in the
feature:
000010 D REPID
000020 RPITUM00 &BIMAP=HR2-,
000030 ******** &BIMAP=HR1-,
The system now proposes the prefix HR2- for the session name in report RPITUM00. The prefix HR1-
is used for all other reports.

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(C) SAP AG HR307 7-21

To keep the work involved in maintaining user master records to a minimum, the SAP system uses
profiles when assigning authorizations. You do not enter the authorizations directly in the user master
record but assign profiles to the authorizations instead.
A profile is a list of authorizations or composite authorizations.
Profiles allow you to structure authorizations according to work centers. A profile can therefore contain
all authorizations required to perform a certain activity such as data entry or maintenance.
Users who are responsible for several different tasks can be assigned composite profiles which are made
up of individual profiles. A composite profile can include all profiles that a user requires to perform
his/her tasks.
The SAP standard system contains authorization profiles for project team members.
You should create the user master records for project teams directly after you install the system.

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SAP AG 1999
Introduction to HR Authorizations: Unit Summary
Describe different methods of creating
authorizations
Set up authorizations using HR
authorization objects.
Describe authorizations based on
personnel numbers
Create authorization profiles manually and
using the profile generator.

(C) SAP AG HR307 7-23
Exercises

Unit: Introduction to HR authorizations
Topic: The Authorization Concept

Describe the processes of creating authorizations

1 Which authorization objects would be required to grant authorizations for each of the
following jobs?
List the HR Authorization Objects the following jobs would require.

HR Administrator Assist. HR Admin Senior Payroll Admin

1-2 Are there any authorization objects that can be shared between the two jobs?

(C) SAP AG HR307 7-24
Solutions

Unit: Introduction to HR Authorizations
Topic: Authorization Concepts
1 Which authorization objects would be required to grant authorizations for each of the
following jobs?
Tools Administration User MaintenanceManual MaintenanceEdit
Authorizations Manually

Highlight the Human Resources object class and select the List Authorizations
button.
List the HR Authorization Objects the following jobs would require.

HR Administrator Assist. HR Admin. Senior Payroll Admin.
Master Data Master Data Master Data
Applicants Reporting HR Clusters
Personnel Planning & Personnel Planning & Payroll Control record
Development Development Payroll Reporting Docmnt
Posting Run
Statements
Personnel Planning &
Development

1-2 Are there any authorization objects that can be shared between the two jobs?
Yes, you can use the same authorizations and objects in more than one profile
(or profiles for two different jobs). For example:
The HR Administrator and Senior Payroll Administrator need to be able to
write to Infotype 0008 (Basic Pay) , Tax Infotypes, Personal Data (Tax ID
number), Organizational Management. The Assistant Administrator would
only need "read-access" to most infotypes except for Infotype 0002 and
0006, so two Authorizations could cover three job profiles.
The Human Resources Administrator needs to have the ability to create
Organizational Objects, but the Assistant Administrator and the Payroll

(C) SAP AG HR307 7-25
Administrator only need "read-access" so that Infotype 0001 records are
valid.

SAP AG 1999
Profile Generator
Creating and maintaining authorizations
with the Profile Generator
The Authorization Information System
Contents:

SAP AG 1999
Profile Generator: Unit Objectives
Create authorization profiles using the
profile generator.
Use the Authorization Information System to
compare user details.

SAP AG 1999
Course Overview
Personnel Actions
Infotype Menus
Dynamic Actions
Introduction to
Authorizations
Tracking Changes
and Reports
in Human Resources
Conclusion

SAP AG 1999
Profile Generator: Business Scenario
You understand the basic Human
Resources authorization objects, and you
want to create authorization profiles as
easily as possible rather than manually
maintaining all objects in all profiles.
You want to assign some authorizations to
specific employees, but you also want to
assign some authorizations to positions so
that the person holding the position will
inherit the positions authorizations.
Lastly, you want to compare users and their
authorizations.

SAP AG 1999
Profile Generator Tool
What is the Profile Generator?
A tool to automaticall y generate
authorization profiles
What are the Benefits?
Only necessary authorization objects
will be used
Authorization profiles are automaticall y
generated
Communication level between system
administrator and user is the
functionality
It is easier to define authorization profiles
and create/configure Roles

The profile generator has been developed to make the maintenance of authorizations and profiles easier.
The Profile Generator tool allows authorization administrators to automatically generate and assign
authorization profiles. This simplifies the task of setting up the authorization environment during an
SAP R/3 implementation.
The Profile Generator tool is used to:
select transactions from the company menu
retrieve all authorization objects to transactions selected (Via Check ID Tables)
generate authorizations once field restrictions have been entered for each authorization object
group authorizations in auto-generated profiles
The administrator has only to configure customer-specific settings such as:
The Company Menu enables transactions available for customer
The Check ID tables 1) assign the authorization objects that are relevant to a transaction, and 2)
assign default values for authorization objects
Once the configuration is complete, the profile generator will then be capable of managing all tasks,
such as selecting the relevant authorization objects for transactions selected.

SAP AG 1999
Process: Activity Groups for Profiles
Assign tasks
from the
Company
Menu or Other
Activity Group
Assign tasks
from the
Company
Menu or Other
Activity Group
Create
Activity
Group
Create
Activity
Group
Edit the
profile for
specific
values
Edit the
profile for
specific
values
Generate
the profile
Generate
the profile
Assign Profile
to a User or
Organizational
Object
Assign Profile
to a User or
Organizational
Object

The profile generator creates authorization profiles based on the transactions chosen by the
administrator. This list of transactions is known as the activity group.
You select the transactions from the company menu. You can either select individual transactions or
whole menu paths.

SAP AG 1999
Authorization profile Authorization profile
Acti vity group Acti vity group
Automatic Automatic: :
Looks Looks for the authorization for the authorization
objects and the required values objects and the required values
for the transaction chosen for the transaction chosen
Administrator: Administrator:
Maintains the organizational Maintains the organizational
level level ( (for example for example, , company company
code code) )
Profile Generator: Creating a Profile

The activity group:
consists of the number of transactions required.
is defined using the company menu.
can contain complete menu options or individual transactions.

SAP AG 1999
Profile Generator: Defining Activity Groups
Authorizations
User
Menu
Workflow
Assign Transactions
Assign Workflow Tasks
Assign To System User
Maintain and Generate
Authorization Profile
Acti vity group Acti vity group
Completion
Indicator
View: Basic Maintenance (menus, profiles, add. Objects)
View:Overview (Organizational management and workflow)
Authorizations
Menu
Assign Transactions
Maintain and Generate
Authorization Profile
User
Assign To System User
or Organizational Object
Activities Activities

An activity group is a collection of activities tasks, reports and transactions that you want to link to
one another so that you can define user parameters in the system.
Use the profile generator to create authorization profiles and assign different organizational objects (for
example, users, jobs, or positions) to the activity groups. By doing this, you define which users can
perform which tasks in the system.
You can define a responsibility for each activity group. You can edit the individual responsibilities to
depict different authorization profiles this allows you to make more precise distinctions between the
different authorization profiles.
The activity group maintenance function can be used by SAP Session Manager users, SAP Business
Workflow users, and Human Resources Organizational Management users.
To access the profile generator choose Tools Administration User maintenance Activity groups.
First define an activity group and then choose 'MENU' to select the transactions.

SAP AG 1999
User Bosky
Date 01/01/99
Time 22:24:19
Created by
User Gromstill
Date 01/10/2000
Time 15:33:22
Last changed on
Profile name T-T0590002
Profile text Profile for activity group HRTEST
Status Current version not generated
Information on authorization profile
Description Menu Authorizations User
Change authorization data
Expert mode for profile generation
Maintain authorization data and generate profiles
Activity group HRTEST
Description hrtest
Authorizations
Profile Generator: Steps in the Process

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Generating the Profile from the SAP menu
important
Human Resources Human Resources
Personnel management Personnel management
Managers Desktop Managers Desktop
HR Master Data HR Master Data
Info system Info system
Administration Administration
Tools Tools
Settings Settings
Description Menu Authorizations User
SAP R/3 System SAP R/3 System
Activity group menu Activity group menu
From the SAP menu
From activity group
From area menu
Copy menus
Additional activities
Move mode
Translate mode
Find text
Display documentation
Target system (trusting)
Display report info
Find in docu.
Saved lists

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HR: Reporting
HR: Applicants
HR: Statements
HR Master Data
Activity Group: Assigning Transactions
Cross Application Authorization Objects
Basis: Administration
Basis - Central Functions
Financial Accounting
Human Resources
+
+
+
-
HRZTEST
Select Transactions
Using the Company Menu Controlling +
Group HRZTEST
PD Personnel Planni ng and Development
HR: Payroll Control Record
HR Transaction Code
-
+
+
+
+
+
+
+
+
+ ...
...

Here you select all the transactions from the company menu that belong to this transaction; the traffic
lights indicate whether all transactions (green), or only some transactions (yellow) or no transactions
(red) have been selected.
Use transaction SSM1 to generate the company menu. You can also add customer-specific transactions
to the menu manually.

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Changing Activity Group Authorizations
Open Changed Maintained Org. Levels
Maint. : 0 Non-maintained org. levels, 10 open fields, Status: Change
Human Resources
HR Master Data
HR: Master Data
Authorizati on Level
Infotype
Personnel area
Employee Group
R
0000-0009, 2001, 2002
CABB
1
Standard
Standard
Standard
-
-
-
HRZTEST Group HRZTEST
Employee Subgroup
Subtype
X0
*
Organizational Key CABB87000X0
HR: Master Data Standard -

Now go to authorization maintenance and first define the organizational units (for example, plan
version) that are valid for this profile. On the Authorization Maintenance screen, the green traffic lights
indicate that all the authorizations have been maintained for the subpoints; yellow means that the
authorization has not been maintained for at least one field.
In the hierarchy, you can edit predefined authorizations, for example, you can:
Maintain authorization field values
Insert authorizations
Deactivate and delete authorization objects
When the editing of the authorizations is complete, save the profile and then generate it.

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Activity Group Indicators
Stop lights refer to authorization fields in lower branches
Red Light: Organizational Fields have missing values
Yellow Light: Non-Organizational Fields have missing values
Green Light: All fields have value assigned
Other Browser Icons
Inactive / Reactivate: For authorization objects or authorizations
Display Authorization Object
Assign complete authorization
Maintain Field Contents

The current maintenance status of the authorizations at the various levels are shown by stoplights:
Green: All fields below this level have been supplied with values. Check whether the values given
are appropriate.
Yellow: Below this level, there is at least one field (but not an organizational level) for which no data
has been entered.
Red: Below this level, there is at least one field for which no organizational level has been
maintained.
By single clicking on a red or yellow stoplight you can maintain any outstanding fields in the
hierarchy below.
Inactive: Double clicking on this icon has the following effects:
At authorization object level: All subordinate authorizations are marked as inactive.
At authorization level: This authorization is marked as inactive.
Reactivate authorization: Only works on inactive authorizations at authorization level. An inactive
authorization is reactivated.
Delete: If you click on the trash can in the toolbar, the deactivated authorization is deleted and
disappears from the display.

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Generating Authorization Profiles
Assign Profile Name for Generated Authorization Profile Assign Profile Name for Generated Authorization Profile
Profile Name
You can change the default profile name here
You will not be able to change your profile name later
Text
T_50006474
Acti vity Group: User Administrator
Generate Authorization Profil e

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Assigning Users or Organizational Objects
Position
User

Finally, you assign agents to your activity group.
An agent can be either a user or an organizational object such as a position.
The user can now call up this activity group in the Session Manager.
For security reasons, the user does not receive the authorization profile until you choose the User master
record update' function or choose the Assign activity group' in SU01.

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User Roles
User rol e-specific menus are acti vity groups
constructed to show onl y those reports and
transactions that are relevant for the type of user
that is logged on to the R/3 System, for exampl e,
manager, payroll cl erk, compensation speciali st,
etc.
User rol e menus reduce complexity and are al so
more efficient because it takes fewer clicks to make
a selection or get to where the user wants to be.
Payroll Manager
- Release Payroll
- Post Results
Payroll Clerk
- Verify Time
- Corrections

You determine which reports and transactions are included in the specific menus by assigning actiivty
groups to user roles.

Menu path : Tools Administration User maintenance Activity groups
Transaction : PFCG (profile generator)

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SAP AG 1999
Use the Authorization Information System
to compare user details.
Authorization Information System: Topic
Objectives
At the conclusion of this topic, you will be
able to:

(C) SAP AG HR307 8-18
SAP AG 1999
Authorization Information System
Provides information on existing profiles,
authorizations, and users
For example:
Who can change Human Resources master data in personnel area 0001?
Which user master records are locked and why?
Provides where-used information
For example:
Which users have the profile P:PERS:ANZ'?
Displays change documents
Allows you to compare different profiles and users

The information system provides information on the different users, profiles, and authorizations that
exist in the system. There is a where-used function, it lists change documents and allows you to compare
different profiles or users.

(C) SAP AG HR307 8-19
SAP AG 1999
Information System: Overview
Use according to address data Use according to address data
Lists of Users according to complex selection criteria Lists of Users according to complex selection criteria
User User
User Maintenance User Maintenance
Lists of Users according to complex selection criteria Lists of Users according to complex selection criteria
By user ID By user ID
By profiles By profiles
By authorizations By authorizations
By authorization values By authorization values
By activity group By activity group
Critical Combinations of Authorizations at Transaction start Critical Combinations of Authorizations at Transaction start
List of Users with Critical Authorizations List of Users with Critical Authorizations
Profiles Profiles
Authorization Objects Authorization Objects

You can use the information system to list, for example, all employees that have certain profiles, certain
values for an object or certain authorizations to start a transaction.
In the node List of users with critical authorizations', you can generate a list of all users that have one or
more critical authorizations, such as, user or profile maintenance,
In addition to this, you can define for yourself which combinations of transactions are critical and then
display a list of all users that have critical combinations using Critical combinations of authorizations
for transactions'.
You can also compare different profiles or users rights, display where-used lists, and check change
documents.

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SAP AG 1999
Users by Complex Selection Criteria
User
Group for Authorization
User group (general)
Profile
AND profile
AND profile
Transaction
Sel ecti on Criteri a for User
Authorization object
Authorization
Sel ecti on by authori zati ons
Selecti on by authori zati ons
Entry Val ues
Authorizati on Object 1
Authorizati on object 2
Authorization Object
Authorization Object

In this example, the system creates a list of all the profiles that contain authorization for the object
P_PCLX (personnel cluster) with the value R (Read) in the authorization level field and the value RX'
(international payroll results) in the area identifier field.
You can include additional selection criteria by choosing All selections.

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SAP AG 1999
List Profiles with Certain Values
Profile name text
Single Profile Active Version
Z:TR:DISP
Z:TR-HR050
Z:TR:HR050
P:ESS
Z-CATT
Authorizations for display only
HR050
HR305
Profile for employee self service
All authorizations for CATTs
Type Version
Comp. Profile Active Version
Comp. Profile Maint. Version
Comp. Profile Active Version
Single Profile Active Version

From the finished profile list, you can display the profiles in detail. You can also get the system to list
where the profile is used in user master records or in the composite profiles. From this screen, you can
also branch into the change documents.

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SAP AG 1999
Information System: Comparisons
different authorizations
different user master records
different profiles

Using the information system, you can compare the following:
different user master records
different profiles
different authorizations

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SAP AG 1999
different values
different objects
same values
same values
same values
same values
same values
same values
same values
P_ORGIN
S_TCODE
S_PROGRAM
P_TCODE
P_PERNR
P_PCLX
PLOG
P_TRAUD
P_ORGIN
S_TCODE
S_PROGRAM
P_TCODE
P_PERNR
P_PCLX
PLOG
User: LBACH EDWARDT
Client:
System:
400
T41
400
T41
Information System: Comparing Two Users

Compare two users.
On the overview screen, you can see whether the users have the same or different rights for the
authorization objects listed.
By using the detail screen, you can compare the individual authorizations of both users.

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SAP AG 1999
Profile Generator: Unit Summary
Create authorization profiles using the
profile generator.
Create user master records complete
with the necessary authorization profiles.
Use the Authorization Information
System to compare user details.

(C) SAP AG HR307 8-25
Exercises

Unit: Profile Generator
Topic: Profile Generator

Create an activity group and choose the required transactions from the
SAP menu.
Maintain the authorizations for the activity group.
Generate the profile and assign it to a position and/or a user master
record

The employees in the personnel department are divided into groups that
have the same task areas. The necessary authorizations need to be created
for each task area.

1 Define a new activity group for the master data administrators giving it the name
HR_Admin_ ## (## =group number). From the menu select all the personnel
administration transactions and not those that deal with time data.
2 Maintain the Authorizations for your activity group. Your group should have
authorizations for the master data infotypes 0000-0007 and 0009-0999. They also should
also have authorizations for the applicant infotypes 4000-4007.
3 Save the profile under the name HRADMIN-##(##=group number) and then generate it.
Note: It is not necessary that the Profile name and activity group name be the same.
4 Create the assignment to your position ##HR Dir. (## =group number).

5 Assign your user ID (HRADMIN-##) to employee Winnie Chung, 540991##.
6 Now log off and back on with your user. Test your access to various infotypes.

(C) SAP AG HR307 8-26

Unit: Introduction to HR authorizations
Topic: The Authorization Information System

Run reports related to the authorization system

Your manager wants to see the difference between the authorization
profiles assigned to your User-ID, HRADMIN-##and the User ID
HR307-##.

1 Run the appropriate report to compare the profiles and authorizations of two users.

Compare your USER-ID HRADMIN-##and user-ID HR307-##

(C) SAP AG HR307 8-27
Solutions

Topic: Profile Generator
1. Create a new activity group for master data administrators:

1-1 To create a new activity group, choose the following R/3 menu path:
R/3: Tools Administration User maintenance Activity groups
Enter a new activity group HR_ADMIN_## (Note: Activity Groups are based
on User Roles)
Select the Basic Maintenance radio button
Select the type "Activity Group"
Select the Create button.
Enter Group ##Activity Group in the Description field.
Select "Save"

1-2 Select the Menu tab
On the right side of the screen, select the "From the SAP menu" button
Expand Human Resources by selecting the appropriate folder icon.
Check the box next to the following menu items:

X Personnel management
X Training and event management
X Organizational management
X Travel management
X Information system
X Payroll accounting - International (open
Payroll accounting, select "International")
Formatted
Deleted:
Enter anew activity group
HR_ADMIN_## (Note: Activity
Groups arebased on User Roles)
<#>Select theBasic Maintenance radio
button
Select thetype"Activity Group"
Select theCreate button.
Enter Group ##Activity Group in the
Description field.
Select "Save"
1-2 Select theMenu tab
Deleted:

(C) SAP AG HR307 8-28

Select the Transfer button
Select "save" and remain on the Change Activity Groups screen.

2. Maintain authorizations for your activity group:

2-1 Select the Authorizations tab .

On the bottom of the screen, select the button "Change authorization data."
In the Define Organizational Level pop-up box, enter 01 in the From column for
Plan Version. Leave the rest of the fields blank.
Note: Any values selected will default into Org. Fields for authorizations; those not
selected will be displayed as red traffic lights on the next screen.
Select "Transfer."
Note: If needed, on the authorizations screen there is an Icon legend icon on the far
right of the toolbar which defines the icons on the screen.
Expand the following folders: Human Resources HR: Master data.
Select the folder icon next to each of the HR: Master Data entries to close them all.
Except for the first two, deactivate and delete all other HR: Master Data folders by
selecting the inactivate icon and then the delete icon.
Reopen the top two HR: Master Data authorizations folders and maintain each so that
they appear as shown below:
Note: Select the maintain field contents icon to maintain entries on each line. In the
Maintain field values pop-up box, highlight any unwanted entry and choose delete.
Select the transfer icon to accept your changes or new entries.

Authorization level *
Infotype 0000 - 0007 and
0009 -0999
Personnel area *
Employee group *
Employee subgroup *
Subtype *
Formatted
Formatted
Formatted
Deleted:
Deleted:
Deleted:
Deleted:
Deleted:

(C) SAP AG HR307 8-29
Organizational key *

Authorization level *
Infotype 4000 4007
Personnel area *
Employee group *
Employee subgroup *
Subtype *
Organizational key *

2-2 After maintaining the above entries, select the Save button and then enter the following
information in the pop-up box:

Profile name HRADMIN_##
Text Profile for Activity Group
HR_ADMIN_##

Select the Execute button to close the above pop-up window.
Select the Generate button.
Select the Generate button in the pop-up window which appears if there are
unmaintained Org. levels.
Green arrow back to return to the Change Activity Groups screen.
Select the Save button and exit to the Activity Group Maintenance screen.

3 Assign the activity group and new profile to the position held by Winnie Chung (##HR Dir).
3-1 From the Select the Activity Group Maintenance screen, select the radio button for
Overview (Organizational Management and workflow)
Deleted: 2-2
Deleted:

(C) SAP AG HR307 8-30
Your activity group should be in the Activity Group Box. If not enter HR_ADMIN_##.
Select the change icon.
3-2 Select the User tab , and then select the button Organizational Management.
3-3 Select the Create assignment icon.
In the Choose agent type box, select position and then select enter.
In the Search term box, enter the position ##HR Dir (where ##=your group
number). Select the Continue/enter button.
In the Create relationship box, verify the validity date is today through December 31,
9999.
Select the Create icon.
You may get a red traffic signal at the top of the screen with the accompanying
message: Require reconciliation of indirect user assignment.
Select the Indirect user assignment reconciliation icon.
Return to the Change Activity Groups screen and select the User Compare button.
In the compare User Master Record of Activity Group box, select complete compare.
Select Save.
Exit Activity Group Maintenance

3-4 Log on as HRADMIN-##and the password initpass to test your new authorizations.
Note your new menu.
Open the new menu to transaction PA20 Display (HR Master Data).
Display infotype 0002 Personal Data for 250991##.
Attempt to display infotype 0008 Basic Pay for 250991##.

Formatted
Formatted
Deleted:
Deleted:
Deleted: 3-4
Deleted:

(C) SAP AG HR307 8-31

Topic: The Authorization Information System
1 Run the appropriate report to compare the profiles and authorizations of two users.
From the main R/3 menu, select: ToolsAdministrationUser Maintenance
Information SystemComparisonsComparisons

1-1 Select the report "from Users"
Enter your User ID HRADMIN-##in the space for User A and HR307-##
in the space for User B. Select the Execute Icon.
Page down to see what authorizations are the same and where there are
differences.

(C) SAP AG HR307 8-32
Exercises

Topic: Creating a User ID and Assigning it to an
Employee

Create a User ID and assign it to an employee.

In order to assign R/3 authorizations to employees it is first
necessary to assign them to an R/3 user ID. Authorizations can
then either be directly or indirectly related to the R/3 user.

1. Create a User ID, name it HRADMIN-##, and assign it no authorizations.

2. Make the following entries in User Parameters for you new User ID HRADMIN-##.

Parameter Value
MOL 99
UGR 99

3. Assign your new User ID to employee 540991##, Winnie Chung.

(C) SAP AG HR307 8-33
Solutions

Topic: Creating a User ID and Assigning it to an
Employee

1. Create a User ID, name it HRADMIN-##, and assign it no authorizations.

From the SAP Standard menu, select Tools Administration User Maintenance
Users
On the User Maintenance: Initial Screen enter HRADMIN-##in the User field and select the
create icon.
On the Maintain User screen, Address tab, enter HRADMIN-##in the last name field. Select
the Logon Data tab.
On the Logon Data tab, enter initpass in both the Initial Password and Repeat Password
fields. Then, from the drop down menu, choose IDES_USER as your entry in the User group
for authorization check box. Select the Defaults tab.
On the Defaults tab, change entries in the Decimal notation and Date format boxes as
necessary to display numbers and dates in the format you desire. Select the Parameters tab.
On the Parameters tab, enter the following in the Parameters and Value fields:
Parameter Value
MOL 99
UGR 99

Save your entries.

2. Assign User ID HRADMIN-##to employee Winnie Chung, 540991##(where ##is your user
group). Winnie Chung holds the position ##Human Resource Director.
From the SAP Standard menu, select Human Resources Personnel Management
Administration HR Master Data Maintain
Enter personnel number 540991##.
Select the Communication infotype(0105), subtype System User name (0001) and thecreate
icon.
The validity date should be today through December 31, 9999
In theID/number field, enter HRADMIN-##.
Save the infotype record.

(C) SAP AG HR307 8-34

SAP AG 1999
Special Authorizations in Human Resources
Employee Self-service authorizations
Structural authorizations
Assigning authorizations to organizational
objects through Expert Mode
Contents:

SAP AG 1999
Special Authorizations in Human Resources: Unit
Objectives
Create Employee Self-service users
Determine Structural Authorizations

SAP AG 1999
Course Overview
Personnel Actions
Infotype Menus
Dynamic Actions
Introduction to
Authorizations
Tracking Changes
and Reports
in Human Resources
Conclusion

SAP AG 1999
Special Authorizations in Human Resources:
Business Scenario
Your company wants to use authorizations
based on Human Resources functionality:
Create users for Employee Self-service functions
Recognize a user s position in the
organizational structure.
Al low time administrators to check
entry of time data.

SAP AG 1999
Answer the question: What is a SAP Employee
Self-Service (ESS) user?
Create and maintain SAP ESS users
Authorize users for SAP ESS
At the conclusion of this topic, you will be able to:
Employee Self Service Users: Topic Objectives

SAP AG 1999
Definition of a SAP ESS User
A SAP ESS user is a SAP user that is enabl ed for SAP ESS.
Defining Characteristics:
Individualized; assigned to one employee
Assigned to the customer-defined ESS activity group
Used exclusivel y by one empl oyee
Not limited to SAP ESS use onl y

Technically a SAP ESS user is a SAP user with certain defining characteristics, such as:
Individualized - assigned to and used exclusively by one employee
This employee can only maintain his or her own data.
Assigned to the customer-defined ESS activity group
Not limited to SAP ESS use only (it might be equipped with additional authorization for a
professional user who needs to use the SAPGUI).

SAP AG 1999
Employees with
existing
SAP users
Select employees who will use SAP ESS
Enabling employees for SAP ESS
SAP ESS User Installation Process
Copy the standard acti vity
group (SAP_ESSUSER)
into customer name range
Select user attributes
2
3
3b 3a
1
4a
Employees who do not have
existing SAP users
Existing user attributes
4b

In the User installation process, first you need to copy the standard activity group (SAP_ESSUSER) that
contains all the system authorizations necessary for SAP ESS into your customer name range.
Second, you must decide which employees you intend to enable for SAP ESS.
Third, you could have two groups:
employees with existing SAP users but not yet enabled to use SAP ESS. For these employees you
must:
- establish a link between the SAP ESS users (employees) and the existing SAP users
- authorize them for SAP ESS
employees who do not have SAP users. For these employees you must:
- create SAP users
- authorize them to use SAP ESS
For new users, you have the ability to set the User Attributes to deteremine how your employees log
on to SAP ESS.
SAP provides an user installation tool to guide you through the stages. The tool is available using the
transaction HRUSER.

SAP AG 1999
SAP ESS Activity Group
Deli vered by SAP
Should be copied to
customer name range and
can be adapted to match
particular organizational
requirement
Contains all system
authorizations and
transactions necessary
for necessary for SAP
ESS
SAP_ESSUSER

The standard activity group (SAP_ESSUSER) contains all the system authorizations and transactions
necessary for SAP ESS. It is delivered by SAP. This activity group does not contain certain
organizational criteria that you have defined in Customizing. Although you can use any activity group
for ESS authorizations, SAP strongly recommends that you use a copy of this one.
The first step is to copy the standard activity group to the customer name range. Then, if necessary, you
can adapt it to include transactions that are relevant to your company. You do this in transaction PFCG
(Activity Group Maintenance).
You only have to generate the profile once. If you make any changes to the activity group, you will be
required to generate the profile again.
Make sure you only use one ESS activity group for all ESS users. It plays a vital role as a selection
criterion in the user installation tool. If you use more than one ESS activity group, you will not be able
to select employees who are NOT authorized for ESS.

SAP AG 1999
Employee Selection for SAP ESS

You must decide which employees you intend to enable for SAP ESS. If you dont want to enable all
employees, you may choose a certain department, or you may choose employees of a particular
employee group.
The user installation tool (transaction HRUSER) offers you different selection criteria for choosing
employees. You can pre-select employees via their organizational assignment, or via their employee
data, such as the employee status.
The user selection process also enables you to exclude inactive or retired employees.
You can define employee status to ensure that you do not include inactive employees (retirees, for
example) in the group of employees to be authorized for SAP ESS.

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Employee Selection Details
Set Up and Maintain ESS Users (Start)
Preparation
Assignment of employees to existing users
Copy SAP activity group to customer namespace
Change user attributes/key date
Select employees using employee master
Preselect employees using org. assignment
User/Authorization Assignment
User attributes
User/Authorization assignment
Correction/reconciliation
Delete ESS users
Z_SAP_ESSUSER
User Group ESSUSER
Activity Group

You can pre-select employees via their organizational assignment.
In the Set up and Maintain ESS Users (Start) screen, choose Preselect employees via Organizational
Assignment in the User/Authorization Assignment area. The Choose personnel numbers using Org.
Assignment screen appears.
Enter the relevant search criteria and choose Execute.
The Choose Personnel Numbers using Employee Master screen appears. Enter relevant search criteria
and choose Execute.
You can also select employees via employee data.
In the Set up and Maintain ESS Users (Start) screen, choose Select employees using employee master
under User/Authorization Assignment. The Choose Personnel Numbers using Employee Master screen
appears.
Enter the relevant search criteria and choose Execute.
The Set up and maintain ESS Users (List) screen appears.
You now have a selected group of employees that you can maintain for SAP ESS.

(C) SAP AG HR307 9-11
SAP AG 1999
Employees with Existing SAP Users (1)
Establish a link between the SAP ESS users (employees)
and the existing SAP users
Set Up and Maintain ESS Users (Start)
Preparation
Copy SAP activity group to customer namespace
Change user attributes/key date
Select employees using employee master
Preselect employees using org. assignment
User/Authorization Assignment
User attributes
User/Authorization assignment
Correction/reconciliation
Delete ESS users
Z_SAP_ESSUSER
User Group ESSUSER
Activity Group

You may have employees with existing SAP users but they are not yet enabled to use SAP ESS.
Therefore you need to establish a link between the SAP ESS users (employees) and the existing SAP
users. It is a one-to-one assignment and has to be done manually. While assigning your SAP ESS users
(employees) to existing SAP users, you can check the employees master data and the user master
record.
In the Set up and maintain ESS users (Start) screen, select Assignment of employees to existing users in
thePreparation area. The Compare User Master with HR Master screen appears. There are various
methods which you can select users.
Select a method and choose Execute. The Assign employees to existing users screen appears.
Select Assign employees. The Choose Person dialog box appears.
Select an employee. The Create Relationship dialog box appears. Change the validity date if you need
to and select Create.
The users still need authorization for SAP ESS.

(C) SAP AG HR307 9-12
SAP AG 1999
Enable an SAP ESS User for an Existing Employee
Personnel No. 250995001
EE Group 1 Active employee Pers. area
EE Subgroup X1 Hourly wage earn...
From 01.01.1998 to 31.12.1998
Communication
Type 0001 System user name
ID/number HR250-01
Change Communication
Assign as SAP user to an employee master record
via the Communi cation infotype

You can view the relationship in the Communication infotype. The SAP user must be assigned to the
employee via the Communications Infotype (0105) subtype 0001.
The assignment of the user to the SAP ESS activity group enable the SAP user to access SAP ESS.

(C) SAP AG HR307 9-13
SAP AG 1999
Authorize them to use SAP ESS
Employees with Existing SAP Users (2)
Set Up and Maintain ESS Users (Overview)
Inactive employees without user assignment (ok)
Total number of employees selected
Extended list
ESS Participants
Employees with users and ESS activity group
ESS activity group
Inactive employees with users
Employees with deleted users
Employees with inconstancies
Employees with users without ESS activity group
Employees without users
ESS Participants without users/authorization
Key date
Reconcile User
Z_SAP_ESSUSER
Background
Background
Background
Background

Now you set up ESS Authorization in the Set up and maintain ESS Users (Overview) screen, choose
Employees with users without ESS authorization
The Relate Users to Persons screen appears. Choose the employee you are working with and
Authorization Assignment.
The Attributes of users to be created screen appears. Select Generate.
If a high volume of employees is involved, you can select background processing to generate the users
for ESS in background mode.

(C) SAP AG HR307 9-14
SAP AG 1999
Employees Who Do Not Have Existing SAP Users
Create SAP users and authorize them to use SAP ESS.
Extended list
ESS Participants
ESS activity group
Key date
Reconcile User
Z_SAP_ESSUSER
Background
Background
Background
Background

You may have employees who do not have SAP users. These are the ones for whom you create SAP
users and authorize them to use SAP ESS.
In the Set up and maintain ESS Users (Overview) screen:
Choose Employees Without Users.
If you select Background, the Attributes of Users to be Created screen appears.
If you select Overview, the Create Users for Persons screen appears.
Select a person, and select Create User. The Attributes of Users to be Created screen appears. Select
Execute.

(C) SAP AG HR307 9-15
SAP AG 1999
Employees Who Do Not Have Existing SAP Users
Personnel No. 25099101
EE Group 1 Active employee Pers. area
EE Subgroup X1 Hourly wage earn...
From 01.01.1998 to 31.12.1998
Communication
Type 0001 System user name
ID/number P25099101
Change Communication
Assign as SAP user to an employee master record
via the Communi cation infotype
Assign the ESS activity group to the SAP user

You can view the relationship in the Communication infotype. The SAP user must be assigned to the
employee via the Communications Infotype (0105) subtype 0001.
The assignment of the user to the SAP ESS activity group enable the SAP user to access SAP ESS.

(C) SAP AG HR307 9-16
SAP AG 1999
User Attributes
Password
User
Group
Acti vity
Group
Authorization Assignment
Decimal Format
Date Format
Start Menu
Logon Data

You must decide how you would like your employees to log on to SAP ESS.
The user group ESSUSER is a fixed user attribute. It distinguishes users who are authorized for ESS
purposes from other system users, such as system administrators or online SAPGUI users.
You can change user attributes in the Set up and Maintain ESS User (Start) screen. In the Attributes of
users, you can modify the Fixed password field, The default is INIT. In the User group field, the entry
ESSUSER is fixed. You cannot change this because it is important to differentiate users authorized for
SAP ESS from other users. In the Activity Group field, the SAP activity group (which you have copied
into your name range) is the default.
SAP delivers a user exit, which you can use to determine your own password routine and user name
determination. SAP delivers a user exit as part of the enhancement HRESSWWW. This is
Exit_saplehus_001. This enables you to change the name and password that the user installation tool
creates for each ESS user that is generated.

(C) SAP AG HR307 9-17
SAP AG 1999
Functions to Support Peri odic User Maintenance in SAP ESS
Checking Inactive Employees with Users
Deleting Users
User Exit
User Maintenance in SAP ESS

There are functions to support the periodic user maintenance in SAP ESS. You should regularly check
for inconsistencies by selecting:
Inactive employees with users. These are employees who have retired or left the company, and still have
SAP users. You delimit their user assignment, because you want to disable their ability to use ESS.
New employees. You have new employees that are in need of ESS users.
SAP delivers workflow support for ESS user maintenance. Work items prompt system administrators to
create ESS users for new employees and to delimit the ESS users of employees leaving the company.

(C) SAP AG HR307 9-18
SAP AG 1999
Extended list
ESS Participants
ESS activity group
Key date
Reconcile User
Z_SAP_ESSUSER
Background
Background
Background
Background
User Maintenance : Employee with Inconstancies

In the user installation tool (transaction HRUSER) there is an option for Maintaining Employees with
inconstancies. The options are:
Inactive employees with users: In the Set Up and Maintain ESS Users (Overview) screen select the
Overview/List icon. The Delimit User Assignments to Inactive Persons screen appears.
Select the user you wish to delimit and select Delimit.
Employees with deleted users. Users cost money and perhaps you have created too many.
Heres what to do if you decide to delete them. In the Set up and maintain ESS users (Start) screen:
Select Delete ESS Users.
The Delete ESS Users (Selection) screen appears. Enter the name of the user you want to delete and
choose Execute.
The Delete ESS Users (Overview) screen appears. Select the users you want to delete and Delete users
(online). The users are deleted from the user master in the system.
You can only delete SAP ESS users that are assigned to the user group ESSUSER here.

(C) SAP AG HR307 9-19
SAP AG 1999
User Maintenance : User Exit
Exit_saplehus_001

SAP delivers user exit Exit_saplehus_001 as part of the enhancement HRESSWWW.
It enables you to change the name and password that the user installation tool creates for each generated
SAP ESS user. As a default, the tool will create:
Name: uses the personnel number and puts a P first (for example, P00000001)
Password: uses init as an initial password
To access and modify the user exit:
Select Tools ABAP Workbench Utilities Enhancements Project Management.

(C) SAP AG HR307 9-20
SAP AG 1999
SAP ESS Tools
Helpful tools for the creati on and authorization
of users in SAP ESS:
Log
Background Processing
View Data
Access Activity Group Mai ntenance

SAP Employee Self-Service provides a number of tools that you may find useful while creating and
authorizing users:
Log: All the steps you perform are recorded in a log. These are written into a file and displayed as
historical information. You can display the log at any time. To do so, select Log. To reset the log, select
Delete log.
Background Processing: You can choose to perform most of the tasks in SAP ESS via background
processing. For any group of over 100 employees, SAP recommends the use of background processing.
To do so, select Background.
View Data: Select HR master data to view or change the HR master of the employee you are working
with. To do so, select User master record.
Access Activity Group Maintenance: You can access the Activity Group Maintenance transaction via
transaction PFCG or, in the Attributes of users to be created screen, select Display to access the
transaction.

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SAP AG 1999
for Organizational Management
At the conclusion of this topic, you will be able to:
Structural Authorizations: Topic Objectives

(C) SAP AG HR307 9-22
SAP AG 1999
Two-part Authorization Concept
Structural authorizations
through Organizational
Management
Authorizations through
Human Resource
Aurthorization Objects

Since structural authorizations only affect access in Personnel Management, you must still use the
Standard Profiles infotype to enter basic authority privileges. For example, users must have a standard
profile to log on.
Within Organizational Management, employee data is represented by the object type P. This allows you
to link the authorization check for employee data to the structural authorization check for
Organizational Management.
To use this functionality, you have to activate the connection between Personnel Administration and
Organizational Management for authorization purposes. This is controlled by the program switch
AUTH_SW.
To set up the structural authorization check, carry out the following two steps:
in the step Maintain PD profiles, you determine the authorizations.
in the step Maintain PD users, you assign profiles to users. You can also assign profiles to
organizational objects by utilizing Infotype 1017.

(C) SAP AG HR307 9-23
SAP AG 1999
Utilizing Structural Authorizations
Executive board
Accounting Personnel
Accounts
payable
accounting
Accounts
receivable
accounting
Audi t Health and
Benefits
Payroll
B002 B002
B002

Companies have various reasons for implementing structural authorizations. In the example above, the
authorization for employee data is restricted within the organizational structure.
To work with structural authorizations, you must apply security measures either by using the PD
Profiles infotype together with the report RHPROFL0 (Generate Authorization Profiles), or by manually
maintaining table T77UA.

(C) SAP AG HR307 9-24
SAP AG 1999
Defining Structural Authorizations
Authorization profiles
ALL
ORG_FI
ORG_HR
All authorizations
FI department
HR department
Authorization profile maintenance
Profile No. PV OT OID Eval.path Sign FM
ALL
ORG_FI
ORG_HR
ORG_HR
1
...
1
2
**
01
01
*
O
O
Maint.
*
154
154
X
X ORGEH
A002
StatV
1
1
Depth
0
2
Per.

You can define authorization for the following areas: Plan versions, Object types, Object ID's.
The following parameters and functions are also available for the definition of authorization profiles:
Evaluation paths: You can specify an evaluation path to determine that users are only authorized to
access objects in a certain evaluation path. When you use an evaluation path, you must complete the
object ID field.
Status vectors: You can specify a status vector to determine that a user only has access to objects
whose relationship infotype records have a particular status, for example, planned or active status.
Display depth: You can specify a display depth to determine what level in a hierarchical structure a
user may access.
Period: You can specify a time period to determine that a profile is dependent on the validity period
of a structure. For example, by entering 'D' for the current day, you restrict structural authorization to
structures that are valid on the current day. If you make no entry here no restriction is set.
Note: the Sign field is not currently used.

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SAP AG 1999
Dynamic Organizational Identification
RH_GET_MANAGER_
ASSIGNMENT
RH_GET_ORG_
ASSIGNMENT
A012

Structural authorizations allow you to specify a function module that dynamically determines a root
object at runtime.
Where you are using a dynamic determination of organizational assignment, no entry may be made in
the Object ID field of the structural authorization. You must, however, specify a plan version and an
object type.
The advantage of using function modules is that when a root object is dynamically determined at
runtime, a user-specific profile is created. You only have to define one authorization profile.
The standard system contains two function modules:
RH_GET_MANAGER_ASSIGNMENT (Determine organizational units for managers). This
function module determines the root object the organizational unit to which the user is assigned as
manager via relationship A012 (is manager of). This function module works on the basis of a key
date. It only finds organizational units of which the user is 'manager' on the key date or during the
period specified.
RH_GET_ORG_ASSIGNMENT (Organizational assignment). This function module determines as
the root object the organizational unit to which the user is assigned organizationally.

(C) SAP AG HR307 9-26
SAP AG 1999
Authorizations to Create New Objects
New
object

When you create a new object (infotype 1000), structural authorization makes sure that the object is
assigned to the allowed structure'.
The system suggests a relationship that can be predefined per object type when you configure your
system.

(C) SAP AG HR307 9-27
SAP AG 1999
Assigning Profiles to Organizational Objects
through Expert Mode
PD Profiles :
Infotype 1017
Standard Profiles :
Infotype 1016
Position
Job
Organizational Unit

The Standard Profiles and PD profiles infotype allows you to link system-defined authority profiles to
the following objects: organizational units, jobs, positions, tasks (or standard tasks if your company uses
Workflow Management).
Authority profiles are often applied to R/3 users on an individual basis, one at a time. However, the
Standard Profiles infotype offers you a time-saving alternative since you do not have to enter an
authority profile for each employee. The profiles related to organizational units, jobs, positions, or tasks
are applied to all employees linked with these objects, after you run the report RHPROFL0 (Generate
Authorization Profiles). The connection between objects and employees, and authority profiles is made
by running this report.
The Standard Profiles infotype also allows you to include more than one authority profile in a single
infotype record. This feature can be helpful since users sometimes need more than one profile to
perform their duties. System administrators, for example, typically require several different authority
profiles. Here again, this infotype offers a time-saving benefit.
For example, if authority profiles tend to be fairly standard for all workers in an organizational unit, then
it may be most effective to apply profiles to organizational units. (Where exceptions occur for jobs or
tasks, you can create additional profiles for them.) If, however, authorities vary by job or task, it may be
best to apply profile to the jobs or tasks concerned.

(C) SAP AG HR307 9-28
SAP AG 1999
Temporary Assignment of Profiles
1999
M T W Th F Sa S
1 2 3 4
5 6 7 8 9 10 11
12 13 14 15 16 17 18
19 20 21 22 23 24 25
26 27 28 29 30 31
Delimit the User ID in administration
Delimit IT0105 assignment of employee to user ID
Delimit IT1016 or 1017
Delimit assignment of Employee to the position
that has IT1016 or IT1017 attributes
Delimit user association to structural profile in
Configuration.

You can now assign users a specific authorization profile that is temporary; that is, it has a time limit
appended.
Enter the names of authorized users of Personnel Planning to whom you want to assign the application-
specific authorization profiles.
Users that are not explicitly specified are treated like user SAP*.
Enter the names of the system users and the required profiles and enter the validity period of each
authorization profile.

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SAP AG 1999
Create Employee Self-Service Users
for Organizational Management
Special Authorizations in Human Resources: Unit
Summary

(C) SAP AG HR307 9-30
Exercises

Unit: Special Authorizations in HR
Topic: User Maintenance in ESS

Assign ESS authorizations to employees with or without existing
R/3 User IDs.
Perform ESS user maintenance
Copy an Activity Group
Your company is implementing ESS and it is necessary to provide
authorizations for employees who have existing R/3 user ID and to
those who do not.

1. Consider the bulleted items below to identify the steps necessary in transaction HRUSER to
setup SAP ESS users for employees with R/3 user IDs and for employees without R/3 user
IDs.

If the employee has an R/3 user ID but not ESS authorizations.
___________________________________________________________
___________________________________________________________

If the employee does not have either an existing R/3 user ID or ESS user ID.

___________________________________________________________

_______________________________________________________________________

2. Establish a link between an existing user (HR307-##) and an employee (250995##) with the
option Assignment of employees to existing users. Use the activity group Z_SAP_ESSUSER.

(C) SAP AG HR307 9-31
Verify the ESS proper link and authorizations have been setup by accessing the ESS via the
browser.

3. Create users for the organizational unit ##Customer Service in the Caliber A Bicycle
Company. Use the evaluation path Organization Position - Person (O-S-P) and technical
path 3 to pre-select the employee with the organizational unit in the current plan version.
Verify one ESS user is created by accessing the ESS via the browser.

Optional Exercises:

4. Review the items created in the R/3 system for the user setup process. Examine the
Communication infotype (0105) and the user master records for the 250995##employee and
one of the employees in the ##Customer Service organization unit. View the items from the
HRUSER transaction.

5. Create an ESS User activity group by copying the delivered ESS activity group (SAP_ESSUSER) to
Z##_SAP_ESSUSER using the Activity Group Maintenance (Transaction PFCC) and make the appropriate
settings for your organization.

(C) SAP AG HR307 9-32
Solutions

Topic: User Maintenance in ESS
1-1 Consider the bulleted items below to identify the steps necessary in transaction HRUSER
to setup SAP ESS users for employees with R/3 Ids and for employees without R/3 IDs.

If the employee has an R/3 user ID but not ESS authorizations.
You must create a relationship between the employee and user via the Communications
infotype (0105, subtype 0001) and authorize the use for SAP ESS.
If the employee does not have either an existing R/3 user ID or ESS user ID.

You must create a user for the employee and authorize the employee for ESS.

(Note: Either of these steps can be done indirectly for either one or multiple employees
using the HRUSER transaction.

1-2 Establish a link between an existing user (HR307-##) and an employee (250995##)
with the option Assignment of employees to existing users. Use the activity group
Z_SAP_ESSUSER. Verify the ESS proper link and authorizations have been setup by
accessing the ESS via the browser.

Use one of the following:

1) Transaction Code: HRUSER or
2) IMG Path: Personnel Management Employee Self-Service General Setting
for ESS Create SAP Users for ESS

In the Preparation area of the Set Up and Maintain ESS Users (Start) screen select
In the Reconcile User Master With HR Master screen enter in HR307-##in the
User name field and select the All Users radio button. Select the Execute icon.
In the Assign Employees to Existing Users screen, select the user, HR307-##.
Select the Assign Employees Button.

(C) SAP AG HR307 10-33
In the Choose person pop-up box enter in the Personnel Number 250995##into
the Search term textbox then select enter.
In the Create Relationship pop-up box verify the following information: employees
name, Elina Lopez, and her SAP SAP R/3 user ID HR307-##, then select the Create
icon.
Please note the Message Text in the lower left hand corner of the screen, User HR307-##was
related to the employee 250995##. Select your enter key to verify this information.
Green arrow back until you return to the main HRUSER screen (Also known as
the Set Up and Maintain ESS Users (Start) screen). In the User/authorization
assignment section select the icon entitled: Select employees using employee master
data .
In the Choose Person Numbers Using Employee Master screen enter in the
Personnel Number 250995##and select execute.
On the Set Up and Maintain ESS Users (Overview) screen, in the ESS
Participants without users/authorization section, you will see a listing for the
Employees with users without ESS activity group section. Select the Overview/List
screen button.
In the Relate Users with Persons screen, select the personnel number and select
the Authorization assignment button.
Verify the correct activity group, Z_SAP_ESSUSER, is being used and select
the Execute icon in the Attributes of Users pop-up box.
Select the Enter icon to acknowledge the informational message Profile(s) for
activity group Z_SAP_ESSUSER assigned to user HR307-##.
Green arrow back to see the changes.

1-3 Create users for the organizational unit ##Customer Service in the Caliber A Bicycle
Company. Use the evaluation path Organization - Position - Person (O-S-P) and technical
path 3 to pre-select the employee with the organizational unit in the current plan version.
Verify one ESS user is created by accessing the ESS via the browser.

Transaction: HRUSER OR IMG Path: Personnel Management
Employee Self-Service General Settings for ESS Create
SAP Users for ESS

(C) SAP AG HR307 11-34
In the Set Up and Maintain ESS User Screens (Start) go to the section entitled:
User/Authorization Assignment. Here you will select the Preselect employees using
org. assignment.
Enter 01 in the Plan version field, O in the Object type field. In the Evaluation
Path enter O-S-P and for the technical depth enter a value of 3. Use the structure
search function in the Object ID field to locate the ##Customer Service organizational
unit in the Caliber A Bicycle company (Note: The path in the structure search is:
Organizational Units for Hr Classes >Caliber A Bicycle Company >HR250
Organizational Units >##Customer Service). Choose the Execute icon.
In the Choose Personnel Numbers Using Employee Master screen, there will be
a listing of the personnel numbers for the employees in the selected organizational unit
section. Choose the Execute icon.
In the Setup and Maintain ESS Users (Overview) screen, go to the section
entitled: ESS Participants without Users/Authorization area, select the entry for the
number of employees without users. Choose the List icon.
The Create Users for Persons screen appears with a list of all of the employees
that exist in the pre-selected organizational unit that do not have a user assigned.
Select all users using the Select All icon.
Chose the Users with authorization button.
Make your desired setting for the new users in the Attributes of users pop-up
box. You can change the logon data and the password that is assigned to the employee
when their users are created. Choose the Execute icon.
The new users are listed for the employees in the Create persons for users
screen.
Green arrow back to the set up and Maintain ESS User screen (overview) to see
the changes. (Select the refresh icon if necessary).

Optional Exercises:

1-4 Review the items created in the R/3 system for the user setup process. Examine the
Communication infotype (0105) and the user master records for the 250995##employee
and one of the employees in the ##Customer Service organization unit. View the items
from the HRUSER transaction.

Transaction: HRUSER or IMG Path: Personnel Management
Employee Self-Service General Settings for ESS Create

(C) SAP AG HR307 11-35
SAP Users for ESS

On the main Setup and Maintain ESS Users (Start) screen use the section entitled:
User/Authorization Assignment and select the Select Employees using Employee
Master Data.
On the Choose Personnel Numbers Using Employee Master screen enter in the
personnel numbers for the employees for your group (250991##to 250995##). Note:
be sure to list each of your users and not select a range or you will search for several
hundred users. Select the Execute icon.
In the Setup and Maintain ESS Users (Overview) screen, select the Display icon for the
Total number of employees selected.
Select the Personnel Number 250995##and select the HR Master Data button and
review
the entry on the Communications infotype (0105, subtype 0001).
Return to the list display and select the User Master Data button and review the
Activity group and Profiles for the user.

1-5 Create an ESS User activity group by copying the delivered ESS activity group
(SAP_ESSUSER) to Z##_SAP_ESSUSER using the Activity Group Maintenance
(Transaction PFCC) and make the appropriate settings for your organization.

Menu: Tools Administration User Maintenance Activity Groups

Enter Z##_SAP_ESSUSER in the Activity group field and select the Copy activity group icon.
In the Specify destination activity group enter Z##_SAP_ESSUSER in the Activity group field
and select the Copy all button.
After the system provides the informational message Activity group was created, you can
select the Change icon and maintain the authorizations associated with the activity group that
meets the need of your company.
NOTE: BE SURE TO GENERATE THE AUTHORIZATIONS
Acknowledge the Authorization profile for ESS activity group Z##_SAP_ESSUSER was
successfully generated by selecting the Continue/Enter icon.

(C) SAP AG HR307 11-36

(C) SAP AG HR307 11-37
Exercises

Topic: Structural Authorizations

Restrict an employees access to specified Organizational Objects

You desire to grant employees certain authorizations for Master Data
yet wish to restrict their access with these authorizations to particular
organizational units or organizational objects.

1. Verify that the use of Structural Authorizations has been activated in the IMG.
Verify Group, AUTSW, Sem. Abbr., ORGPD has been set to a value of 1 (active).

2. Note the Organizational Assignment of Winnie Chung 540991##. Record her Organizational
Unit ID __________________ (will vary for each group) and her Position Number
__________________ (will also vary for each group).
3. Note the authorization access to multiple Organizational units currently available to your user
HRADMIN-##(Winnie Chung) by viewing Organizational Management reports.

4. Create a Structural Authorization to restrict Winnie Chungs access to her root organizational
unit. Use the following entries to create your authorization.

Profile Z:G##(where ## is your group number)
Number 1
Plan Version 01
Object Type O
Object I Winnie Chungs organizational unit ID.
Maint. X

(C) SAP AG HR307 11-38
(Note: to allow maintenance authorization for the
Org unit. The maint field must have an X. Without
it, the user would have display access only)
Eval. path O-S-P
Status vec 12 (Enter the number with no spaces to give
authorization for both 1 active and 2 planned).
Depth 1

5. Assign the Structural Authorization to the User ID HRADMIN-##assigned to Winnie Chung
from the first of the current month until 12/31/9999.
6. Run an Organizational Management report to test the authorization. Winnie Chung should
only have access to her root Organizational Unit.

(C) SAP AG HR307 11-39

(C) SAP AG HR307 11-40
Solutions

Topic: Structural Authorizations

7. Verify that the use of Structural Authorizations has been activated in the IMG.
IMG: Personnel Management Personnel Administration Tools Authorization
Management Maintain Authorization Main Switches Maintain Authorization Main
Switches.
Verify Group, AUTSW, Sem. Abbr., ORGPD has been set to a value of 1 (active).
8. Note the Organizational Assignment of Winnie Chung 540991##.
From the main R/3 menu, select Human Resources Personnel Management
Administration. Select Maintain Master Data.
Enter employee number 540991##in the Employee field.
Select the Organizational Assignment infotype and the Display icon.
Record her Organizational Unit ID __________________ (will vary for each group).
9. Check the authorization access to multiple Organizational units currently available to your user
HRADMIN-##(Winnie Chung).
From the main R/3 screen, select Human Resources Organizational Management
Info System Organizational UnitOrganizational StructureOrganizational
Structure with Positions.
Enter the Organizational Unit ID for Winnie Chung in the Organizational Unit field and
then select the Execute icon. When prompted, select current version. Note the
subordinate Organizational units which are accessible with her current authorizations.
10. Create a Structural Authorization to restrict Winnie Chungs access to her root organizational
unit.
IMG: Personnel Management Personnel Administration Tools
Authorization Management Special Authorizations in Personnel
Administration Structural Authorizations for Organizational Management
Maintain Structural Profiles.
On the Change View Authorization profiles: Overview screen, select the New entries
pushbutton.
On the New Entries: Overview of Added Entries screen, enter your new profile name
Z:G##(where ##is your group number) in the Authoriz. profile field.

(C) SAP AG HR307 11-41
In the Authorization profile field, enter a descriptive text for your profile (Z:G##) naming
it Z:G##_Struc_Restrict.
Save your entry. Note: The message Data saved appears at the bottom of the screen.
Select the Back icon to return to the Change View Authorization profiles: Overview
screen.
Select your profile by clicking once on the pushbutton next to it with your mouse.
With your profile selected, choose the folder Authorization Profile Maintenance in the
Dialog Structure panel by clicking on it twice.
Choose New entries pushbutton and enter the following:

Profile Z:G##(where ## is your group number)
Number 1
Plan Version 01
Object Type O
Object I Winnie Chungs organizational unit ID.
Maint. X
(Note: to allow maintenance authorization for
the Org unit. The maint field must have an
X. Without it, the user would have display
access only)
Eval. path O-S-P
Status vec 12 (Enter the number with no spaces to give
authorization for both 1 active and 2 planned).
Depth 1

Leave the other fields blank.
Save your entries.
Exit the current activity, but remain in the IMG.

11. Assign the Structural Authorization to the User ID HRADMIN-##assigned to Winnie Chung.

(C) SAP AG HR307 11-42
IMG: Personnel Management Personnel Administration Tools Authorization
Management Special Authorizations in Personnel Administration Structural
Authorizations for Organizational Management Assign Structural Profiles.
Select the New entries button
In User Name field, enter HRADMIN-##
In the AuthorizProf field enter Z:G##
Make the authorization valid from the first of the current month to 12/31/9999.
Save your entries and exit the IMG.

12. Test the Structural Authorization
Log on as User HRADMIN-##.
Run an Organizational Report. From the main R/3 screen, select Human Resources
Organizational Management Info System Organizational UnitOrganizational
StructureOrganizational Structure with Positions.
Enter the Organizational Unit ID for Winnie Chung in the Organizational Unit field and
then select the Execute icon. When prompted, select current version. Note: The
subordinate Organizational units which appeared in Step one are no longer accessible.
Attempt to access any other Organizational unit and note that only a blank screen with
Root listed appears.

(C) SAP AG HR307 12-1
SAP AG 1999
Tracking Changes and Reports
Revisions
Change Documents
Report logs
Contents:

(C) SAP AG HR307 12-2
SAP AG 1999
Tracking Changes and Reports: Unit Objectives
Describe how to activate the change
document, and determine what system
changes should be logged.
Describe how certain report runs should
be automatically logged.

(C) SAP AG HR307 12-3
SAP AG 1999
Course Overview
Personnel Actions
Infotype Menus
Dynamic Actions
Introduction to
Authorizations
Tracking Changes
and Reports
in Human Resources
Conclusion

(C) SAP AG HR307 12-4
SAP AG 1999
Tracking Changes and Reports: Business Scenario
In your organization, Human Resources data is
changed every day. To make checking these
changes easier, you want to log certain changes
on specific infotypes, so that you know who
made the changes and what the data looked
like prior to the changes.
Data protection is particularly important
when you are dealing with Human Resources
data. To check which reports are called up, you
want to be able to log report starts and then
evaluate them at a later date.

(C) SAP AG HR307 12-5
SAP AG 1999
HR database
Document database
Overview: Tracking Changes and Reports

When you create or change personnel data, the system generates a personnel master record and at the
same time stores a log document in the document file. To have the system do this, you must list the
infotypes for which a log is to be created automatically when changes are made (deleting, changing,
inserting) among those relevant for documents. The document type long-term documents' is used for
revision purposes, i.e. the changes are logged in a separate table and are stored until explicitly deleted.
During customizing, you can define which infotypes, fields or field groups from an infotype are to be
logged.
You have the following options here:
Changes within an infotype are logged for each individual field, and you can choose any fields you
wish.
You can group infotype fields in "field groups which are always logged. This means that even if only
one field in this group changes, all of the fields are still logged.
Use program RPUAUD00 to display the log documents.

(C) SAP AG HR307 12-6
SAP AG 1999
Transaction class Transaction class
A
Document-relevant infotypes
Infotype Infotype
0002 Personal Data
Field group definition
Infotype Infotype
0002
0002
0006
Field group Field group
01
01
01
Field name Field name
NACHN
VORNA
*
Field group characteristics
Transaction class Transaction class Doc.type Doc.type SFG SFG
......
A
A
Infotype Infotype
0002
......
0008
TFG TFG
01
01
L
L 02
Setting Up Change Documents

To set up the functionality for creating infotype logs, you must perform the following three steps:
1. Define infotypes to be logged
When a change is made to an infotype defined as to be logged, the system creates an infotype log.
Infotypes not defined as to be logged are, therefore, not logged. To create an infotype log in master
data administration, the transaction class is A, and in applicant data administration B.

2. Define field groups
All fields that are to be logged must be specified in an infotype. The Field list function enables you
to display and select all the fields in an infotype. You can also group fields within an infotype in field
groups. When creating an infotype log, the system interprets all fields in a field group as a unit and
logs them together, even if only one field was maintained.

3. Define characteristics of field groups
In this step you specify which field groups are to be logged. You can also define supplementary field
groups (SFG) for each field group. The system always creates a log for the supplementary field
groups if a field is changed in the accompanying "trigger field group (TFG). You must also specify
here whether the document is to be recorded as a long-term (L) or short-term (S) document (short-term
documents are not supported at present).

(C) SAP AG HR307 12-7
SAP AG 1999
Read documents from database
Long-term documents
Short-term documents
Other restrictions
Transacti on class Master data Applicant data All
Personnel number
Infotype
Changed on
User name
RPUAUD00 RPUAUD00
0002
01.01.98
HUGO
to
to
to
to
Output opti ons
Display document
Display program selections
New page per document
Sort Time Personnel number Infotype User
Fi el d name Fiel d name Type Type Ol d content Old content New content New content
Acti on Infotype key
Last name
Fi rst name
Wall er
Tomas
Wal ter
Thomas
I I
Evaluating the Logged Changes

You can use the revision report RPUAUD00 to display all documents that were created using the
"infotype change document function. You can delimit the document selection by date, personnel
number, infotype or user. You can also search for long-term or short-term documents as well as for
master data or applicant data.
You sort the document output (depending on entry) by time, personnel number, infotype, or user. You
can also just display the "header information of the selected documents and then select specific
documents or you can output the documents directly altogether or one per page. You can sort the
document records by date and time, personnel number, infotype or by user.
The log list displays the field names, old and new content and the action carried out, for example, create
(I), change (U) or delete (D).

(C) SAP AG HR307 12-8
SAP AG 1999
Online log Report Batch log
RPUPROTD
Display
log
RPUPROTU
Maintain
log
RPLMIT00
RPLPAY00
X
X
Logging Report Starts

You can determine which report starts you want to log. If you activate this function, the system records
each time the selected report is run on the database. You can decide for each report whether the system
should create the log online or in batch or both.
The log contains the following data:
- Report
- Report title
- User
- Start date
- Start time
- Report parameter and select options
You can use the report RPUPROTD to display this information and RPUPROTU to delete it from the
database.

(C) SAP AG HR307 12-9
SAP AG 1999
Describe how to activate the change
document, and determine what system
changes should be logged.
Describe how certain report runs should
be automatically logged.
Tracking Changes and Reports: Unit Summary

(C) SAP AG HR307 12-10
Reference Exercise

Unit: Tracking Data Changes and Report Execution
Topic: Tracking Data Changes

Describe how to activate the change document, and determine what
system changes should be logged.
Describe how certain report runs should be automatically logged.

Your manager wants you to log:
Any changes made to employee records on your infotype
Any change made to the field Work Schedule Rule on Infotype 0007,
Planned Work Schedule .
Any report runs of report RHRHDL00, Delete Data Records from
Personnel Planning Database

Warning: Because we are working in a single client and system, it is
not possible to complete this exercise on-line as a class activity.

1 Is your group's infotype (see Datasheet) in the table for logging of changes?
1-1 If yes, what fields or field groups are defined for logging?

1-2 If no, what steps do you need to follow to set up your infotype?

(C) SAP AG HR307 12-11

2 For Infotype 0007:
2-1 Is the infotype tracked for changes?

2-2 Are any fields indicated for tracking?

2-3 How would you add the field "Work Schedule Rule" to the table so that
changes could be log for changes to that field only.

3 For the Report RHRHDL00, Delete Data Records from Personnel Planning Database:
3-1 Is the report currently in the table to be logged?

3-2 How would you set up the system to log starts of this report?

(C) SAP AG HR307 12-12
Reference Solutions

Unit: Tracking Changes
Topic: Tracking Changes
1
1-1 Select HR Documents: Infotypes to be Logged in the Choose Activity pop-up
box. to examine the Infotype changes that are logged. This table lists the
infotypes that will be tracked.
Select HR Documents: Field Group Definition Logged in the Choose Activity
pop-up box. to examine the Infotype changes that are logged. This table lists the
fields and field groups that will be tracked.
1-2 Set up the Infotype in the above step by selecting from the activity list HR
Documents: Infotypes to be Logged. The infotype has to be included in this
table.

2 Infotype 0007
2-1 Yes.
2-2 Yes, all fields.
2-3 IMG: Personnel Management Personnel Administration Tools Revision
Set up Change Document
From the Activity list Select Field Group Definition
Select the current infotype 0007 entry and click on the Delete button.
Note: You have to delete the current infotype 0007 entry. The '*' (all fields), is a
key field, and key fields cannot be changed in a table.
Select the New Entries icon and make the following new entry in the table:

Infotype Infotype Text Field
Group
Field Name A/L
0007 Planned
Working Time
01 SCHKZ (leave
blank)
Select on the Save button.

(C) SAP AG HR307 12-13
Note: You have indicated that the Work Schedule Rule field (SCHKZ) will now
be the only field that is tracked for changes.

3 For the Report RHRHDL00, Delete Data Records from Personnel Planning Database
3-1 No
3-2 IMG: Personnel Management Personnel Administration Tools Revision
Log Report Starts
Select the New Entries button.
Enter RHRHDL00 in the Program field.
Flag the checkboxes for the Record online and Prot batch fields (as
needed).
Select the Save icon.

(C) SAP AG HR307 13-1
SAP AG 1999
Conclusion
Reviewing the different methods of controlling user
access, views and actions
Contents:

(C) SAP AG HR307 13-2
SAP AG 1999
Course Overview
Personnel Actions
Infotype Menus
Dynamic Actions
Introduction to
Authorizations
Tracking Changes
and Reports
in Human Resources
Conclusion

(C) SAP AG HR307 13-3
SAP AG 1999
Methods of System Control

This course covered the different levels of user control.

(C) SAP AG HR307 13-4
SAP AG 1999
Controlling view
Infotype controls
Infotype views
Menus
Actions

The first level of control is what the user sees on the screen and menus, and what information is readily
and easily available for the user to view.
Additionally, there are controls for what information may be appropriate for data entry for certain
employees, for example, country specific infotypes.

(C) SAP AG HR307 13-5
SAP AG 1999
Controlling Access
Standard Authorizations
Acti vity Groups and Roles
Structural Authorizations


(C) SAP AG HR307 13-6
SAP AG 1999
Track Changes
Revi sions
Change Documents
Report logs


(C) SAP AG HR307 14-1
SAP AG 1999
Appendix
This section contains supplementary material to
be used as reference
This materi al is not part of the standard course;
therefore, the instructor mi ght not cover this
during the course presentation

(C) SAP AG HR307 14-2
SAP AG 1999
Appendix
Feature DFINF
Organizational Key
Contents:

(C) SAP AG HR307 14-3
SAP AG 1999
000010 D INFTY
000020 0001 &DFINF= , Payrol l accounti ng area
000030 0007 &DFINF= Work schedul e rul e (SCHKZ)
000040 0008 &DFINF= XPay scale area and l evel ,
000050 0020 &DFINF= Acti vi ty (from T5D13)
000060 **** ERROR
,
,
'X' Settings from table ' ' Values from previous record
Feature Default Values for Infotypes (DFINF)

(C) SAP AG HR307 14-4
SAP AG 1999
Organizational Key
X
Administrator
X X
X X
X X
Y
Industrial workers
Salaried employees
Non-pay scale
employees
Y Y
Y

- The organizational key can be used to implement an authorization check allowing an administrator
to access only those employees who are assigned to him/her.
- For this purpose, the employee is assigned administrator indicator X in his/her organizational
assignment. A rule is used to store this in the organizational key.
- An authorization for organizational key X is defined in the administrator's user master record. This
limits the administrator's access to employees in his/her own area.
- The organizational key can be assigned in any way you wish and can be set up using the contents of
other fields in the Organizational Assignment infotype. This field is particularly suitable for use in
controlling the authorization check, i.e. to make a more detailed distinction between the
authorizations, if the Personnel area, Employee group and Employee subgroup fields are not
sufficient for this purpose.

(C) SAP AG HR307 14-5
SAP AG 1999
. .
. .
. .
Organizational key Organizational key
Pers. Area Pers. Area
EE group EE group
EE subgroup EE subgroup
Feature Feature
Organizational Key Setup
Org. key
control
VDSK1
Variable
key
HR:Master data
Creation
rule
Check
Org.
IT0001
Assign.
Authorization Authorization
object object

The organizational key can be used as an additional element in the authorization check.
The chosen authorization must be entered for the authorization object HR:Master data in field VDSK1
(Organizational key) in the administrator's user master record.
The organizational key control proposes a key when necessary and carries out the necessary checks.

(C) SAP AG HR307 14-6
SAP AG 1999
Object: HR:Master data - Personnel number check
Fi el d
Authorizati on level
Infotype
Interpretation of
person assigned
Subtype
Values
R
2001
I
*
Profi l e:
Object: HR:Master data - Personnel number check
Fi el d
Infotype
Interpretation of
person assigned
Subtype
Values
R
2001
I
*
Set up authorizati ons based on personnel numbers
User, personnel number, name
MPPAUTSW
ACTIVE: p_pernr(1) value '1', " check by using T513A
+
+
IMG
IMG
IMG
ABAP
Editor
Fiel d
Infotype
Employee group
Employee subgroup
Organizati onal key
Personnel area
Subtype
Val ues
R
0000-000 7
1
*
*
*
*
Authorizations Based on Personnel Numbers

To use this authorization, include the authorization in a profile and store it in the employee's user master
record (IT0105), then specify all personnel numbers in the view Set up authorizations based on
personnel numbers'. This assignment of users to personnel numbers enables you to work flexibly without
having to change the authorization when personnel changes are made.
The check on this object is not active in the standard system; it can be activated using the program
switch (MPPAUTSW). To do this, enter a 1 in the field p-pernr. If the check is active, it is linked to the
following checks (if active) by a logical OR:
object HR: Master data
object HR: Master data - extended check
access path defined in HR-PD.

(C) SAP AG HR307 14-7
SAP AG 1999
Administrator checks absence
entered and releases it
User maintains
Test Procedures (0130)
T1 Time data
01.04.1998
Absence (2001)
0100 Leave
Authorizations for Authorizations for
Infotype Infotype2001 2001
Subtype Subtype0100 0100
Infotype2001
Subtype0100
Test Procedures

The Test Procedures infotype (0130) allows you to indicate whether data has been checked (for each
employee), and if so, the date up until which it has been checked. A completed check is represented by
means of a subtype in infotype 0130. The release date (date up to which the data has been checked) is
also stored. If a test procedure has been carried out for an employee up to a specific release date, write
authorization is required for infotype 0130 as well as for the relevant infotype in order to edit data with a
valid from date which is earlier than the release date. In the step Assign infotypes to test procedures in
the IMG, you can determine which infotypes are linked in this way to which test procedures. Assign
infotypes (subtypes) that should be included in the test procedures to the corresponding test procedures.
An infotype (subtype) can be assigned to several test procedures.
You must convert the program switch MPPAUTSW field P_APPRO so that the system interprets the
Test Procedures infotype (0130) as subject to authorization.
If you use the Test Procedures infotype, please pay particular attention to the authorizations for the Test
Procedures infotype (0130) when you are assigning authorizations for Human Resources infotypes. The
write authorization for infotype 0130 controls access to these infotypes by assigning infotypes to test
procedures: If an infotype is assigned to a test procedure and a test procedure is carried out for a person
up to a certain release date, you can only edit infotype 0130 data if you have write authorization for the
assigned test procedure (i.e. data for periods that lie before the release date). Example: Within time
recording, employees can enter certain absences themselves. An administrator can then check the data
entered and then enter the key for a test procedure together with a release date in the Test Procedures
infotype (0130) for the persons being checked (manually or through a report). Employees that only have
a write authorization for the absences but not for the Test Procedures infotype cannot make changes to
the above data if this is based on a period that falls before the release date.

(C) SAP AG HR307 14-8

Configuration of HR System Controls

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