Personnel Administration Configuration

Topic 7: Structures of Human Resources (SAP HR) Structures in Human Resources (SAP HR): 1.Enterprise Structure 1.Enterprise 2. Personnel Structure 3. Organization Structure

Enterprise Structure 1. Company code 2. Personnel area and Personnel subarea

Personnel Structure 1. Employee group & Employee subgroup 2. payroll accounting area (Payroll Area)

Organization Structure 1. Organizational units 2. Jobs 3. Positions

Topic 8 : Company Code (And 6000 Real-time screen shots)

Company Company - A company is a legal entity or a organization which is to carry out a business and under a company you have lot of sub companies. For Example: Tata is a company TCS,Tata Power,Tata Steel, is a company code under a company TATA Under Company code you have business area associated with it where the business areas may be scattered in different parts of the world where you can have reporting done for different business area or you can also call it as Profit Centre. Company Code Code - A company is the Group of company and company code is the all the companies for which u want separate books of accounts. Difference between Company and Company Code Company is the smallest organizational unit for which individual financial statement can be drawn according to the relevant commercial law. Company code is the smallest organizational unit for which complete, selfcontained set of accounts can be drawn up for external reporting purposes. Along with that technical difference is., COMPANY consists of 6 digit digit alphanumeric  alphanumeric key & COMPANY CODE consists of 4 digit  alphanumeric key.

For configuring SAP, generally 4 steps are required

1) 2) 3) 4)

Create company name and address Creation of company code Currency and country setting Assign company code to company

This is the place where you type Transaction code (T-CODE)

T-Code is the code takes you into other screen. Example if your want to updates any table (Data) so you need to enter SM30, it will takes you to the SM30 screen where you need to enter TABLE CODE (Each table have one unique code, you can update/delete the data using the table code/name in SM30. That SM30 you should enter this place.

SAP HR Consultants will do configuration in SPRO - Back-End configuration setup T-code. SPRO T-code will redirect you to Back-End Setup screen where you can access to SAP Modules, like Payroll, Time Management, Personal Administrations, Administrations, PD, benefit....

Type:

SPRO

After this new screen will display

This is the place where Configuration will takes place - Back end operations...

his is the place where SAP S AP HR Structures will configure.

1. 2. 3. 4. 5.

Company Code Personnel Area Personnel Sub Area Employee Group Employee Subgroup

Definition: Definition : Create the structures Assignment: Assignment : After creating structures you need to integrate with which other. Ex. Groups to Sub-groups Ex. Personal Areas to Company Code

Here in Definition we can config the following Modules structures. Financial Accounting, Controlling, Human Resource....

Before we start configuring HR Structures will must need company code. Creating Company code is FICO module responsibility.

Financial Accounting contains:

o Create, we need to click this ****on. This applies all the SAP.

Once you click you will redirect one TABLE where you will see existing entries. Ex. 1000 with Company Name

If you want to create any new entries: Press

Enter Company Name with Address.

Example:

S No 1

Company

Company Text

ZCRP

CRESCENT PHARMA

New Entries

You also enter Language Key, Key, where you enter language like EN for English. Currency, Currency, like USD for USA $, IN for India Rupees.

SAVE Icon Once you done with your entries, Press: SAVE Icon

Once you press SAVE icon system will ask a Transport Request (TR) Transport Request will have all the data which ever you save. This will use to TRANSFER from one server to another server. Ex. If your saved one table entry like Company Code In Development Server and after that you can move the TR to Quality server.

Transport Request (TR) contains the TABLE INFORMATION.

This is the existing Request number with Name of the Transport Request Name.

Now we will see how to create New Transport Request.

Press: CREATE REQUEST

This is the Screen will display. description and SAVE SAVE.. Fill the Transport Request Short description and

SAVE AND SEE YOUR NEW REQUEST.

TABLE you updated is V_T800 and followed by your request number and GREEN icon) text. Just say Yes (in the GREEN  icon)

As you seen Company Name creation, now will see the company code creation. And the difference between the Company Name and Company Code also we learned. Company Name will need to assign to Company Code and in HR module we only use Company code. And Company code is most important because it contains important tables so always good if you copy from SAP country standard code.

SAP Country Standards: Standards: SAP giving standards based on country like for Company Code "0001" SAP "0001" SAP A.G with currency.

Click : Edit, Copy, Delete, Check Company Code

To copy one company Code to other.

It will show one window, which contains two more lines (Basically called 2 tables)

1. Copy, Delete, Check company code 2. Edit company code data

ompany Code can be create in 2 ways

1. Coping from one code to other (Copy, Delete, Check company code) 2. Creating new company code, using Ne entries (Edit company code data)

Press first ****on.

It will take you to new screen, that press COPY  icon COPY icon

Once you done by pressing COPY icon, system will start copying all tables...

Now System will ask from which Company code you use as base FROM COMPANY CODE

YOU CAN USE THE SAP STANDARD ONE (0001 SAP A.G) or o r if you already created one Company code for the same client and now you wanted to add one more, so use that company code as base to creating new company code.

NOW ENTER YOUR NEW COMPANY CODE IN "TO" Example

S No 1

Company Code

Company Text

HACL

Hyderabad Agrichemicals Ltd

And say OK/CONTINUE

Note: This mean we are creating new company code (ZCRP) using SAP Standard (0001)

Now the System will copy all the existing entries of Company code 0001 to new company code ZCRP Example G/L Accounts

NOW YOU CAN SAVE IN THE SAME TRANSPORT REQUEST. Or you can save in new request (Press: Create Request) but if you are doing full project from start to end so always use one request.

And Here the Results

Now we will see the second method of creating Company code. THIS IS NOTHING BUT DIRECT TABLE ENTRY USING NEW ENTRIES ICON. ENTRIES ICON.

 to create Company Code Press: New Entries Entries to

*** If your using first f irst method, by copying the company code from other code, here you need to edit and modify you test.

Enter and SAVE

In the previous steps we created Company Name & Company Code Now we need to assign both Company Name to Company Code Example Company Name : TATA Company codes: 1001 (TCS), 1002 (VSNL), 1003 (TATA PROJECTS) Assignment like., TATA - 1001 TATA - 1002 TATA - 1003

Company code comes under Financial Accounting Acc ounting

In that Assign Company Code to Company

Press the icon

Find out your company name using POSITION icon (Down side/ Shift+F7)

And find out your Company code suing s uing F4 (Drop Down list)

And ENTER & SAVE

Thats it your Company Name, Company Code and Assignment. Ass ignment.

Generally Company code and Company Name will config FICO consultants (Finance) But it is always good if you know and must need to create for practice purpose. Without company code it is not possible to move forward. Hope you all able to understand today's class.

Here the IMP table to create Company code and Name. Company Name: V_T880 Company Code: V_T001

Topic 9: Personnel Area & Personnel Sub Area

A personnel area is a Personnel Administration specific unit and is the subunit of the company code. The individual personnel areas in a company code have four digit alphanumeric identifiers. The personnel areas within a client must be clear. Example The following Personal Area's are under one company (Company Code) S. No

Personnel Area Code

Personnel Area Text

1

CORP

Corporate Office, Hyderabad

2

PLAT

Plant

3

ZON1

Zone - Delhi

4

ZON2

Zone - Kolkata

5

ZON3

Zone - Mumbai

For Simple like Breaches: Pune, Hyderabad, Delhi, Chennai, Mumbai ....are Personnel Areas of one Company (Company Code)

The personnel area has the following functions:



 

The personnel area is used to generate default values for data entry, for example, an employee’s payroll area. The personnel area is a selection criterion for reporting. The personnel area constitutes an authorization check unit.

Here the Config takes place.

Human Resource Management: Contains 4 types 1. 2. 3. 4.

Personal Areas Personal Sub-Area Employee Groups Employee Sub-Groups

SPRO -> Enterprise Structure -> Definition -> Human Resource Management -> Personnel Areas Table: T500P

Press on Personal Area: Area: You will see two Steps 1. Copy, Delete, Check Personnel Area 2. Personnel Area

This is also same as Company Code creation, you can copy from standard one or you can copy from your existing Personnel area if you created before. Or you can create using New Entries Directly.

Here we are going with second type, which is suggested one. Means we are going to create fresh and New Personnel Area

Press Choose to enter

Now you able to see the existing Personnel Areas in that table Example 1000 : AFL Detroit

Go to New Entries, as we are going to create new Personnel Area.

Now we need to enter Personnel Area Code, Description and Address.

Here we enter 1001 as Personnel Area Code with Corporate Office as Description and Address

One of the important in Personnel Area is Address where the same Address will display in all the reports. For example in India ESI monthly forms the address of the location (Personnel Area) will display. Press the ICON as show in the screen shot.

Here the Screen of address looks Enter as per the Blue print (The address details provided b client) Name, Address, Communications like Fax, Telephone number, Email..

And ENTER TO SAVE.

YOU WILL COME BACK ONCE YOU SAVE AND FINALLY SAVE YOUR PERSONNEL AREA TABLE.

Personnel sub areas are a subdivision of the personnel area. Personnel Sub area is defined by a four-character, alphanumeric code. The respective country-specific control features are stored here. Example If your Company Locations/Breaches are called Personnel Areas so the Departments of each breach called Personnel Sub-areas. Personnel Area: Pune Personnel Sub-Area: HR, IT, ADMN, SAP, Sales....

Personnel Area Code

CORP

PLAT

ZON1

ZON2

ZON3

Personnel Area Text

Corporate Office

Plant

Zone 1

Zone 2

Zone 3

Personnel Sub-Area Code

Personnel SubArea Text

HR01

Human Resource

FN01

Finance

MK01

Marketing

PU01

Purchase

PD02

Production

MF02

Manufacturing

ST02

Stores

QA02

Q&A

MM02

Maintainace

MK03

Marketing

FN03

Finance

ST03

Stores

MK04

Marketing

FN04

Finance

ST04

Stores

MK05

Marketing

FN05

Finance

ST05

Stores

The main organizational functions of the personnel subarea are as follows:1. To specify the country grouping. Master data entry and the setting up and processing of wage types and pay scale groups in payroll depend on the country grouping. The grouping must be unique within a company code. 2. To assign a legal person which differentiates between companies in legal terms. 3. To set groupings for Time Management so that work schedules and substitution, absence and leave types can be set up for individual personnel subareas. 4. To generate a default pay scale type and area for an emplyee's basic pay. 5. To define a public holiday calendar. 6. To define subarea-specific wage types for each personnel area. ALL THESE WE WILL SEE IN THE NEXT TOPICS

PRESS on Personnel Area will get one screen contains two steps, same as Personnel area. You can copy or create new one. Here we are going to create New one using second options.

Press CHOOSE

Now you will see one new step here this is not like new empty screen and entering new entries. Why like that think once again.... Here as per our example....

Personnel Area Code

CORP

PLAT

Personnel Area Text

Corporate Office

Plant

Personnel Sub-Area Code

Personnel SubArea Text

HR01

Human Resource

FN01

Finance

MK01

Marketing

PU01

Purchase

PD02

Production

MF02

Manufacturing

ST02

Stores

QA02

Q&A

MM02

Maintainace

Personnel sub-areas are coming under Personnel area's

Mean before entering Personnel sub-areas we have to choose under which personnel Area we are going enter. Right. HOPE Right.  HOPE YOU GOT IT.

SO ONCE YOU CHOOSE : CREATE PERSONNEL SUB-AREAS

IT WILL ASK UNDER WHICH PERSONNEL AREA YOU ARE ENTERING SUB-AREAS

Here we are creating Personnel Sub-areas under Personnel Area 1001

Enter Once you enter right Personnel Area

Here Personnel Area 1001 - Corporate Office

Go to New Entries to Create Sub-areas

Now enter Personnel Sub-areas under Personnel Area 1001 Personnel Sub-area Code (2 digit) with Text

And SAVE Like same other Personnel Sub-areas under different Personnel Area.

Personnel Area Code

CORP

PLAT

Personnel Area Text

Corporate Office

Plant

Personnel Sub-Area Code

Personnel SubArea Text

HR01

Human Resource

FN01

Finance

MK01

Marketing

PU01

Purchase

PD02

Production

MF02

Manufacturing

ST02

Stores

QA02

Q&A

MM02

Maintainace

ZON1

ZON2

ZON3

Zone 1

Zone 2

Zone 3

MK03

Marketing

FN03

Finance

ST03

Stores

MK04

Marketing

FN04

Finance

ST04

Stores

MK05

Marketing

FN05

Finance

ST05

Stores

Like

Now Assign your Locations to your Company Example Company TATA have locations in Pune, Hyderabad and Mumbai

As we created Locations (Personnel Areas) now assign to your Company (Company Code)

Go to Human Resource Management

Go to Assignment of Personnel Area to Company Code

Now you will bale to see all the Personnel Area

FIND YOUR Personnel Area using POSITION ICON

Example 1001 is your Personnel Area and in the same line see Company code is black which black which mean you have to fill your company code.

list)  - one new window Select your company code using F4 (Drop down list) will come with all existing company codes.

Select YOUR COMPANY CODE, CODE , Example ZCRP is your company code, which your assigned to 1001 personnel area.

And same way assign Country grouping, like for India 40 using 40 using F4

ENTER & SAVE, same way all your personnel areas to respective company code (if your have only one company code assign all your personnel areas to same company code.

SAVE

Topic 10: Employee Groups & Sub-groups  An organizational unit for which personnel provisions can be specified.

Example

Employee groups:



Active employees



Employees who have left the company



Company pensioners

Employee subgroups within the "active employee" group:



Industrial workers



Commercial employees



Technical employees

More info:

Employee Group - The employee group subdivides employees into various categories Example 1. External 2. Active 3. Pensioner Employee Subgroup Subgroup - Employees are differentiated further within the employee group. Active employees are differentiated according to their status - trainee, hourly wage or salariedemployee etc.

The employee subgroup grouping for the Personnel Calculation Rule allows you to define different payroll procedures for different employee subgroups, for e.g. you can specify whether anemployee pay should be accounted on an hourly or monthly basis. Navigation for config :

IMG -> Enterprise Structure -> Definition -> Human Resources Management -> Employee Groups -> Employee Subgroups

Example for Employee Group S No

Employee Group Code

Employee Group Text

1

T

Top Management

2

M

Manager

3

E

Executive

4

O

Officer

5

S

Staff

6

C

Trainees

Example for Employee Sub-Group EmployeeGroup Code

EmployeeGroup Code

T

Top Management

M 

EmployeeSubGroup Code T1

Managers

T2

General Manager

M1

Manager– Manager– Operation

M2

Manager – Commercial

M3

Dy. Manager

M4

E1

Asst.Manager Operations Asst. Manager Commercial Sr.Excutives

E2

Executives – General.

E3

Supervisor

E4

Operators

E5

Chemist

S1

Fitters

S3

Cashier

S4

Clerk

F1

Trainees

M5

E 

Executive

S 

Staff

F

Trainees

Assignment is must as you seen above example.

Employee SubGroup Code Managing Director

Navigation for config : IMG -> Enterprise Structure -> Definition -> Human Resources Management -> Employee Groups -> Employee Subgroups

Press Execute

Now you able to see all existing entries, you can use the same and if you need more can add using New Entries. Entries.

Like A : Active Employees

Enter and SAVE

EEGrp 1 2 3 4

Name of employeegrp Active employee Retiree/pensioner Early retiree Interns

5 6 7 8 9 A C F I P T X

Terminated Inactive employee Temp/Seasonal Ex-patriate External employee Trainee Contractor Full-time Permanent Intern Transferee Part-time Permanent Temp Intern Assignee

Now we will create Employee Sub-groups

Press Execute on Employee Sub-groups

You will get one new screen with two options

Select on Second option to Create Employee Sub-group

Once you Press Choose, you will able to see all existing Employee Sub-groups.

Press New Entries to Entries to create New employee Groups

Here an example

Do the practice with provided examples.

Now we have to Assign Employee Group to Employee Sub-groups

Press Execute

Here the Employee groups and Employee Sub-groups

Go to NEW ENTRIES to ENTRIES to assign your employees groups and employees sub-groups

Just enter, Like A & S1

Very important

A and S1 both S1 both may have other country also which you implementing. So the Assignment is takes at ALLOWED

Just TICK which country these Employees comes under. Like USA

Same for A & S2

The same may also with other country like 04 Spain if that TICK mean the same A and S2 belongs to both USA & SPAIN

Here the total assignment

Personnel Structure The Personnel Structure represents an employee’s position in a company from the individual employee’s view and contains the contains  the employee group and employee subgroup. The employeegroup is the primary subdivision of personnel and allows groupings that are required for Payroll, Benefits, and Time processing. The employee group an employee is assigned to generally is based on the nature of their employment. The SAP Best Practices for HCM USA employee structure has been designed to support internal, retired and external persons. Internal persons are defined within the employee groups ‘Employee’ and ‘Other’. The ‘Other’.  The employee subgroups are a subdivision of the employee group and are used to further define the employee. The SAP Best Practices for HCM USA does not use all of the standard Employee Groups delivered by SAP. The following delivered employee groups and subgroups are assumed to be the most commonly used.

he client can add, copy or delete employee groups and subgroups to meet their requirements.