SAP HR- Set up Personnel Action- Configuration steps

Personnel Actions:

Personnel procedures, such as hiring an employee, organizational reassignment, or an

employee leaving the company, are represented by separate personnel actions in
Personnel Administration. Each personnel action contains the infotypes for which we
have to enter data for the action in question and displays these infotypes for us to
processes. This ensures that all the core data relevant for this procedure is entered.

The Hiring personnel action provides all of the infotypes that are necessary to guarantee
the hitch-free administration of the employee, payroll, time management and other
personnel processes.

General Personnel Actions:

1. Hiring
2. Organizational reassignment
3. Change in pay
4. Rehire
5. Severance
6. Retirement
7. Termination
8. Hire applicant
9. LOA (Active)
10. Return from Leave of Absence

Configuration Steps:
1. IMGPersonnel ManagementPersonnel AdministrationCustomizing
ProceduresActionsDefine infogroupsUser Group Dependency on Menus and Info
Groups
Or, you can Copy the existing one and rename it.

Infotype menu
A menu contains
1. A selection of infotypes and sub menus reviewing the infotypes used in menu-
controlled transactions and
2. A selection of events and submenus reviewing the events used in system-controlled
transactions.

Menu dependent on user group

The set-up of a menu for a menu-guided or system-guided transaction in table T588B, or
the set-up of an info group for a menu in table T588D can be defined for individual users.
The SPA-GPA parameter UGR must be maintained in the user defaults for this purpose.
In this field you can indicate whether the menu or the info group is user group dependent.
Reaction if user group is not maintained
If you have not maintained the parameter UGR in the user defaults, you can set one of the
following system reactions:
• ' ': (no message) the menu for the specified reference
user group is displayed.
• 'W': (warning) the menu for the specified reference
user group is displayed.
• 'E': (error) No menu is displayed.

Reference user group

If parameter UGR is not set in the user defaults (transaction USER), enter the reference
user group that should be used for the menu layout.

2. IMGPersonnel ManagementPersonnel AdministrationCustomizing

ProceduresActionsDefine infogroups Info group

Select the Info group which you have created in the above step.
Give the User group, No, Operation, Infotype and Sub type.
User Group:
Select the user group.
No:
It is serial number for that infotype in that menu group.
Operation:
This operation defines which editing mode should be used to process the infotype in an
action.
1. INS = Create
2. COP= Copy
3. LIS9 = Delimit
4. EDQ = Lock/Unlock

When you create infotype records while processing actions, the system checks if an
infotype with the same subtype is already exists. If it does, the system switches from
"Create" to "Change". It only makes sense to use the Create (INS) operation for the initial
entry action. For all other actions, use the Copy (COP) operation. When you use the copy
operation, the system proposes the start date of existing action records. If no records exist
for the infotype, the system automatically switches to Create.

In certain cases, it is better to create a new record. In the Birth of a child action, the
system processes the Personal Data (0002), Family/Related Person (0021), and
Additional Payments (0015) infotypes. A new Family/Related Person infotype record is
created irrespective of existing records. In such cases, use the Create operation for actions
((INSS)). The system then does not switch to Change (MOD) mode.

In the Leaving action, use the Delimit ((LIS9)) operation to delimit records. Never
delimit Actions (0000) and Organizational Assignment (0001) infotype records.
Lock/Unlock (EDQ) operation either sets or deletes the lock indicator of an infotype
(depending on whether it was set beforehand or not).
You can use the lock indicator for two purposes:
To prevent a user from editing locked infotype records by assigning appropriate
authorizations.
To ensure that locked infotype records are not selected in Reporting.

3. IMGPersonnel ManagementPersonnel AdministrationCustomizing

ProceduresActions Set up personnel actions Personnel Action Types

Action
Action Type
An action type groups personnel actions according to business aspects.

In HR, the term personnel action has different meanings:

Personnel actions transaction

Complex activities (for example hiring of personnel) are executed using a personnel
action lead by the system. An action is a series of infotypes infogroup which are set in the
system and processed consecutively.

Personnel action infotype (0000)

When you execute a personnel action, a new Action record (0000) is created for the
specified personnel number. The most important information in this infotype is the
employee status:

 Active
 Inactive
 Retired
 Left the company

In addition, the customizing profile keys of the executed personnel action and a reason
for personnel action are stored in this infotype.

Action key
The personnel action is identified through the personnel action key which is stored in the
infotype Personnel Action. This key is assigned status indicators and an infogroup when
the system is customized.

Function:
Function character for action
'1' first hiring

'7' first hiring and transfer of data from Recruitment

'8' Activation of personnel assignment in host country (for global employees)

'9' Activation of personnel assignment in home country (for global employees)

'0' other actions

Employment Status
Status indicators for personnel actions.

The three status indicators have the following meanings:

1. Customer defined: Not used in the standard system. You can use this indicator
according to your requirements.

2. Employment: 0: Employee not with company

1: Employee with company, but inactive
2: Employee with company, but as retiree
3: Employee active in company
3. Special payment: 0: Special payment: no entitlement
1: Special payment: standard wage type
2: Special payment: special wage type

This special payment indicator is only relevant for the country versions of Austria and
Spain. Each action is assigned the three status indicators STAT1 (customer defined),
STAT2 (employment), STAT3 (special payment) in the customizing system. When a
personnel action record is created, the system automatically fills the Customer defined,
Employment and Special payment fields if the action affects the employee's status. The
first record of the Actions infotype is assigned the status specified in the customizing
system. All other records have the same status indicator as the new personnel action, if
this is not BLANK in the customizing system; have the same status indicator as the
previous record if this is BLANK in the customizing system.
This applies to all three indicators.

Special Payment Status

Status indicators for personnel actions.

The three status indicators have the following meanings:

1. Customer defined: Not used in the standard system. You can use this indicator
according to your requirements.

2. Employment: 0: Employee not with company

1: Employee with company, but inactive
2: Employee with company, but as retiree
3: Employee active in company

3. Special payment: 0: Special payment: no entitlement

1: Special payment: standard wage type
2: Special payment: special wage type

This special payment indicator is only relevant for the country versions of Austria and
Spain. Each action is assigned the three status indicators STAT1 (customer defined),
STAT2 (employment), STAT3 (special payment) in the customizing system. When a
personnel action record is created, the system automatically fills the Customer defined,
Employment and Special payment fields if the action affects the employee's status. The
first record of the Actions infotype is assigned the status specified in the customizing
system. All other records have the same status indicator as the new personnel action if
this is not BLANK in the customizing system; have the same status indicator as the
previous record if this is BLANK in the customizing system.

This applies to all three indicators.

Feature for checking action sequence

When you create a new action, the system checks whether the features of this action
match the features of the previous action. The feature you enter in this field controls
performance of this check.

Examples
A withdrawal must precede a reentry; only active employees may be sent into early
retirement or terminated.

The following features are available:

MSN20 for withdrawal
MSN21 for reentry
MSN32 for early retirement/retirement

Input Fields for Personnel Actions

This indicator allows you to control organizational assignment data input options in the
initial screen of the Personnel Actions infotype (PA40), as well as in the Actions infotype
(0000).

If indicator PA is set, the Personnel area field is ready for input on the initial screen of the
Personnel Actions transaction (PA40), or of the Actions infotype (0000).

You can then control the input options for the Position, Employee group and Employee
subgroup fields with the indicators P, EG and ES, respectively. You can only use
indicator P if Organizational Management is integrated.

Input Fields for Personnel Actions

This indicator allows you to control organizational assignment data input options in the
initial screen of the Personnel Actions infotype (PA40), as well as in the Actions infotype
(0000).

If indicator PA is set, the Personnel area field is ready for input on the initial screen of the
Personnel Actions transaction (PA40), or of the Actions infotype (0000).

You can then control the input options for the Position, Employee group and Employee
subgroup fields with the indicators P, EG and ES, respectively.

You can only use indicator P if Organizational Management is integrated. This indicator
allows you to control organizational assignment data input options in the initial screen of
the Personnel Actions infotype (PA40), as well as in the Actions infotype (0000).

If indicator PA is set, the Personnel area field is ready for input on the initial screen of the
Personnel Actions transaction (PA40), or of the Actions infotype (0000).
You can then control the input options for the Position, Employee group and Employee
subgroup fields with the indicators P, EG and ES, respectively.

You can only use indicator P if Organizational Management is integrated.

Input Fields for Personnel Actions

This indicator allows you to control organizational assignment data input options in the
initial screen of the Personnel Actions infotype (PA40), as well as in the Actions infotype
(0000).

If indicator PA is set, the Personnel area field is ready for input on the initial screen of the
Personnel Actions transaction (PA40), or of the Actions infotype (0000).

You can then control the input options for the Position, Employee group and Employee
subgroup fields with the indicators P, EG and ES, respectively.

You can only use indicator P if Organizational Management is integrated.

Input Fields for Personnel Actions

This indicator allows you to control organizational assignment data input options in the
initial screen of the Personnel Actions infotype (PA40), as well as in the Actions infotype
(0000).

If indicator PA is set, the Personnel area field is ready for input on the initial screen of the
Personnel Actions transaction (PA40), or of the Actions infotype (0000).

You can then control the input options for the Position, Employee group and Employee
subgroup fields with the indicators P, EG and ES, respectively.

You can only use indicator P if Organizational Management is integrated.

Infotype Group Number

The infotype group number is a two-digit number assigned to a series of infotypes.

All the infotypes are run through in sequence when an action with an infotype group
number is carried out.

The sequence of infotypes can also depend on

 The user parameter UGR

 The employee's control data
When defining an infogroup, please note that the Organizational Assignment infotype
(0001) must always be one of the first infotypes since it is used in other infotypes for
authorization checks, screen layout and plausibility checks.
When hiring an employee, only the Personal Data infotype (0002) should be maintained
before infotype 0001. If employee transfers or other similar actions are involved, the
infotype 0001 record should be created first.

Date control
Here you can define as of when the new records should become valid when you select an
action from the action menu and enter the start date:
• " ": Specified date is start date for new records
• "1": Specified date is end date for old records
Examples
An employee leaves the company at the end of the year but the new record is not valid
until 1/1 of the following year.
If the entry in this field is " ", enter 1/1 of the following year.
If the entry in this field is "1", enter 12/31 of the current year.
The start date on the Actions single-record screen is 1/1 of the following year in both
cases.
Update infotype 0000 when executing an action
The indicator U0000 is used to define whether the personnel action type should be stored
in the Actions infotype (0000).
• If you set the indicator U0000, the personnel action type is stored in the Actions
infotype (0000).
These personnel action types have an effect on the status indicator, or allow you to
change the control data in the Organizational Assignment infotype (0001). They
document important activities such as organizational reassignments of employees.
• If you do not set the indicator U0000, the personnel action type is not stored in the
Actions infotype (0000).
These personnel action types are used to edit a group of infotypes in a system-guided
transaction without documenting this in the Actions infotype (0000).
Example:
Your enterprise has a personnel action type called "Hiring" which is executed by the
administrator for master data. This personnel action type is assigned to an info group
which, in addition to the Organizational Assignment infotype (0001) contains only
person-related infotypes such as Personal Data (0002), Addresses (0006) etc. This
personnel action type is stored in the Actions infotype (0000).
You also have the personnel action type "Additional hiring data" which is executed by
the administrator for payroll data. The assigned info group contains the payroll-relevant
infotypes for tax and social insurance data, and the Basic Pay infotype (0008). This
personnel action type is not stored in the Actions infotype (0000).

Update infotype 0302 when executing an action

The indicator U0302 defines whether the personnel action type is stored in the Additional
Actions infotype (0302).
• If you set the indicator U0302, the personnel action type is stored in the
Additional Actions infotype (0302).
If you want to automatically log all personnel action types which are executed for an
employee, set the indicator U0302 for all personnel action types. All personnel action
types which are executed for the employee and the related reasons are then stored in the
Additional Actions infotype (0302) for the specified key date.
• If you do not set the indicator U0302, the personnel action type is not stored in the
Additional Actions infotype (0302).
Note
For more information on the Additional Actions infotype (0302), call up extended help
for the Actions infotype (0000).

Indicator: Country reassignment action

This Indicator describes whether the type of personnel action indicates a country
reassignment.
A personnel action indicated as a country reassignment is not a true personnel action. It is
not stored in the Actions infotype (0000), and no infotype group is processed.
If you perform a country reassignment in the SAP system, you must also enter a new
personnel number for the employee. The country reassignment action combines the entry
action with the new personnel number and the leaving action for the previous personnel
number in one single concise step.

4. IMGPersonnel ManagementPersonnel AdministrationCustomizing

ProceduresActions Create reasons for personnel actions
Action Type
An action type groups personnel actions according to business aspects.
In HR, the term personnel action has different meanings:
• Personnel actions transaction
Complex activities (for example hiring of personnel) are executed using a personnel
action lead by the system. An action is a series of infotypes infogroup which are set in the
system and processed consecutively.
• Personnel action infotype (0000)
When you execute a personnel action, a new Action record (0000) is created for the
specified personnel number. The most important information in this infotype is the
employee status:
o active
o inactive
o retired
o left the company
In addition, the customizing profile keys of the executed personnel action and a reason for
personnel action are stored in this infotype.
• Action key
The personnel action is identified through the personnel action key which is stored in the
infotype Personnel Action. This key is assigned status indicators and an infogroup when
the system is customized.

Reason for Action

The action reason defines the circumstances which have initiated a personnel action.
This information can, for example, be used to evaluate the reasons for employees leaving
or being transferred within the company.

5. IMGPersonnel ManagementPersonnel AdministrationCustomizing

ProceduresActions Change action menu User Group Dependency on
Menus and Info Groups
Infotype menu
A menu contains
1. A selection of infotypes and submenus reviewing the infotypes used in menu-
controlled transactions and
2. A selection of events and submenus reviewing the events used in system-controlled
transactions.

Menu dependent on user group

The set-up of a menu for a menu-guided or system-guided transaction in table T588B, or
the set-up of an info group for a menu in table T588D can be defined for individual users.
The SPA-GPA parameter UGR must be maintained in the user defaults for this purpose.
In this field you can indicate whether the menu or the info group is user group dependent.

Reaction if user group is not maintained

If you have not maintained the parameter UGR in the user defaults, you can set one of the
following system reactions:
• ' ': (no message) the menu for the specified reference
user group is displayed.
• 'W': (warning) the menu for the specified reference
user group is displayed.
• 'E': (error) No menu is displayed.

Reference user group

If parameter UGR is not set in the user defaults (transaction USER), enter the reference
user group that should be used for the menu layout
6. IMGPersonnel ManagementPersonnel AdministrationCustomizing
ProceduresActions Change action menu Action menu
User group
Menu-setup for a menu-guided or system-guided transaction in table T588B or infotype
setup for a menu in table T588D can be defined according to the user's needs.
For this purpose the SPA-GPA-parameter (user defaults) must be maintained.

Sequence Number
You can enter a sequential number in this field.

Personnel/Applicant action type

Select the personnel action.

Transaction Code: PA40