Configuring Personnel Actions

Objective

After completing this lesson, you will be able to configure personnel actions

Personnel Actions

Personnel procedures, such as employee recruitment, organizational reassignment, or an employee resignation are represented by individual personnel actions.

Employee Leaves the Company

When an employee leaves the company, the system performs in the following manner:

  • You cannot change certain infotypes because the system needs them to create a history. However, you must delimit some infotype records when an employee leaves the company.
  • His or her personnel number cannot be deleted.
  • A new Actions infotype record (0000) is created for the leaving action that stores the leaving date and the reason for leaving. You must enter the reason for leaving for statistics and reporting purposes.
  • When an employee leaves the company, the system automatically changes the employment status to 0 (Based on your configuration in the actions). Payroll recognizes this status, and does not select this employee for inclusion in the subsequent payroll period. The system also does not select employees with status 0 for several other evaluations.

You must leave organizational data, personal data, addresses, and basic payroll data in the system. You cannot delimit the data records, as the employee may still receive payments (for overtime or leave compensation, for example), or may still have to be contacted after the last payroll has been run. In addition to this, this data is also used for reporting purposes.

Note

You cannot delimit the Basic Pay infotype (0008). If you delimit this infotype, the system cannot perform retroactive accounting correctly. If you do want to compensate an employee once he or she has left, then you can use either of the following infotypes:
  • Recurring Payments and Deductions (0014)
  • Additional Payments (0015)

Employee Reentry

The SAP system uses the term reentry for employees who have left the company and then reenter the same company.

When an employee reenters the company, the system performs in the following manner:

  • The system uses the previous personnel number for such a personnel action.
  • The system sets the employment status to 3 (for active) in the Actions infotype (0000) when you run the personnel reentry action.
  • The system creates new infotype records for all infotypes delimited when the employee originally left the company and uses the reentry date as the start date.

Retiree with Company Pension

If one of the active employees retires or goes into early retirement, the system automatically sets the status field in the Actions infotype to 2 for retiree.

You must assign the employees to employee group Retiree and to employee subgroup Retiree . To pay the pension, simply enter the corresponding wage type in the Basic Pay infotype.

If an employee who left the company years ago is now entitled to a company pension, you must first run a reentry action, followed by the retirement action.

Retiree Working as a Night Shift Security Guard

If an employee entitled to a company pension works as a night shift security guard in your company, for example, you must hire him or her with a new personnel number.

This ensures the following:

  • Employee receives employment status 3 (active) with the second personnel number.
  • The system assigns the employee to the employee group Active and the employee subgroup Night shift security guard .

Hint

To refer to the previous personnel number, use the Reference personnel number field in the Actions infotype. This field is available when you perform a hiring action.

Note

You need to create a second personnel number because the money earned as a night shift security guard is taxed according to different tax guidelines.

How to Configure Personnel Actions

DemoStart Demo
DemoStart Demo
DemoStart Demo
DemoStart Demo

For this exercise, use the table to configure the relevant infogroup and action type for your group.

Group Course ParticipantsInfogroupAction TypeGroup Course ParticipantsInfogroupAction Type
00M0A016N6B6
01M1A117N7B7
02M2A218N8B8
03M3A319N9B9
04M4A420P0D0
05M5A521P1D1
06M6A622P2D2
07M7A723P3D3
08M8A824P4D4
09M9A925P5D5
10N0B026P6D6
11N1B127P7D7
12N2B228P8D8
13N3B329P9D9
14N4B430Q0E0
15N5B5   

Create a new Addition to Family Gr.## action to include the following infotypes:

Personal Data (0002):
It needs to be copied.
Family or Related Person (0021), subtype Child :
It is called using the dynamic action.
Additional Payments (0015), subtype M610 :
It needs to be newly created. However, if an infotype record already exists, use this as a template.

Steps

  1. Create a user group dependent infogroup (see table for namespace) in which the Personal Data (0002) and Additional Payments (0015) infotypes are copied or created for user group 50 + ##. If a user has reference user group 01, copy only infotype 0002.

    1. In the IMG, choose Personnel Management→Personnel Administration→Customizing Procedures→Actions→Define Infogroup .

    2. Choose User Group Dependency on Menusand Info Groups in the Choose Activity dialog box.

    3. ChooseNew Entries, and then enter the information in the table:

      MenuTextUser dep.ReactionRef
      See infogroup assignment in the tableInfogroup ## Addition to Family√ 01

    4. Save your data and return to the Choose Activity dialog box. Select the Info group action .

    5. In the Determine Work Area: Entry dialog box, enter your infogroup and choose Continue .

    6. Choose New Entries .

    7. Make the entries in the table:

      User GroupInfogr-modi.No.OperationInfotypeSCInfotype TextSubtype
      ## + 50 01COP0002   
      ## + 50 02INS0015  M610
      01 01COP0002   

    8. Save your entries and ignore the warning message stating that no entries exist for your reference user group.

    9. Return to the IMG.

  2. Create a new personnel action (see table for namespace of action type) in which users can access the infogroup you have just created. This personnel action should have the following attributes:

    • Since the organizational assignment data should not change, these fields should not be ready for input in the initial screen of the personnel action.
    • Data is to be stored in the Additional Actions (0302) infotype only..

    1. To create the action, in the IMG, choose Personnel Management→Personnel Administration→Customizing Procedures→Actions→Set up personnel actions

    2. In the Choose Activity dialog box, select Personnel ActionTypes .

    3. Choose New Entries and enter the information in the table:

      Result

      Image explaining the use of Module pool MP003200 and Standard screen 2000 with feature P0032 for employee groups. Return code 2 identifies variable key 2 for screen control with fields Car regulation, Car value, and License.

    4. Save and return to the structure display in the IMG.

  3. Enter at least two reasons for your new action (of your choice, for example, Birth of a child or Adoption of a Child ).

    1. In the IMG,, choose Personnel Management→Personnel administration→Customizing Procedures→Actions→Create reasons for personnel Actions .

    2. Create the following two new entries:

      Action TypeName of Action TypeAction ReasonName
      Your action typeAddition to FamilyGr.##01Birth of child
      Your action typeAddition to Family Gr.##02Adoption of a child

    3. Choose Enter , save your entries, and return to the IMG.

  4. Include the personnel actions Early Retirement or Retirement , Leaving , Reentry into Company, Hiring HR305 , and the personnel action you have just created, Addition to FamilyGr.## , in your user group ##+50.

    1. In the IMG,, choose Personnel Management→Personnel Administration→Customizing Procedures→Actions→Change action menu .

    2. Choose User Group Dependency on Menus and Info Groups in the Choose Activity dialog box.

    3. Ensure that the User group dependency indicator for the actions menu 01 is set.

    4. Return to the Choose Activity dialog box.

    5. In the Choose Activity dialog box, select Action menu .

    6. In the dialog box, enter 01 in the Menu field and then choose Continue .

    7. You can copy existing entries of user group 99 to make data entry easier.

    8. To do so, select the actions used in the exercises for the 99 user group and choose Copy .

    9. Change the user group 99 to your user group (##+50).

    10. Choose Enter and Save your data.

      To create the new entry shown in the table, choose New Entries:

      User GroupNo.Action TypeName of Action Type
      ##+50enter any unused sequence number, for example, 30Your action typeAddition to Family Gr.##

    11. Save your data and return to the IMG.

  5. On the first day of this month, your employee Winnie Chung (540991##) had a baby. Perform your newly created Addition to Family Gr.## personnel action for Winnie and also assign her the bonus payment of EUR 200.

    1. From the SAP Easy Access screen, choose Human Resources→Personnel Management→Administration→HR Master Data→Personnel Actions .

    2. In the Personnel no. field, enter 540991## and in the From field, enter the first day of the month.

    3. Locate your new action ( Addition to Family Gr.## ), select it, and then choose Execute .

    4. In the Actions infotype (0000), enter one of the reasons you created in Customizing for the personnel action and save your data.

    5. In the No. child. field of the Personal Data infotype (0002), enter the value 1 and also maintain the Family and Related Person infotype (0021), which is called using the dynamic action , with entries of your choice. Confirm any warning messages.

    6. If additional infotypes, such as Create Child Allowance , are called by the dynamic action, skip these by choosing Cancel until the Additional Payments infotype (0015) appears.

    7. Assign EUR 200 as the amount of the bonus payment. Finally, save this last infotype of the personnel action , Additional Payments (0015), and return to the initial screen.

Configure a Personnel Action

ExerciseStart Exercise
ExerciseStart Exercise
ExerciseStart Exercise
ExerciseStart Exercise

Business Example

Your employees receive a one-time payment of EUR 200 for the birth of a child. You need to set up a personnel action that groups the infotypes required to be maintained when an employee has a child.

For this exercise, use this overview to configure the relevant infogroup and action type for your group.

Group Course ParticipantsInfogroupAction TypeGroup Course ParticipantsInfogroupAction Type
00M0A016N6B6
01M1A117N7B7
02M2A218N8B8
03M3A319N9B9
04M4A420P0D0
05M5A521P1D1
06M6A622P2D2
07M7A723P3D3
08M8A824P4D4
09M9A925P5D5
10N0B026P6D6
11N1B127P7D7
12N2B228P8D8
13N3B329P9D9
14N4B430Q0E0
15N5B5   

Task 1: Create a new Addition to Family Gr.## action to include the following infotypes:

Personal Data (0002):
It needs to be copied.
Family or Related Person (0021), subtype Child :
It is called using the dynamic action.
Additional Payments (0015), subtype M610 :
t needs to be newly created. However, if an infotype record already exists, use this as a template.

Steps

  1. Create a user group dependent infogroup (see table for namespace) in which the Personal Data (0002) and Additional Payments (0015) infotypes are copied or created for user group 50 + ##. If a user has reference user group 01, copy only infotype 0002.

    1. In Customizing , choose Personnel Management→Personnel Administration→Customizing Procedures→Actions→Define Infogroup .

    2. Choose User Group Dependency on Menusand Info Groups in the Choose Activity dialog box.

    3. ChooseNew Entries, and then enter the information in the table:

      MenuTextUser dep.ReactionRef
      See infogroup assignment in the tableInfogroup ## Addition to Family√ 01

    4. Save your data and return to the Choose Activity dialog box. Select the Info group action .

    5. In the Determine Work Area: Entry dialog box, enter your infogroup and choose Continue .

    6. Choose New Entries .

    7. Make the entries in the table:

      User GroupInfogr-modi.No.OperationInfotypeSCInfotype TextSubtype
      ## + 50 01COP0002   
      ## + 50 02INS0015  M610
      01 01COP0002   

    8. Save your entries and ignore the warning message stating that no entries exist for your reference user group.

    9. Return to the IMG.

  2. Create a new personnel action (see table for namespace of action type) in which users can access the infogroup you have just created. This personnel action should have the following attributes:

    • Because the organizational assignment data should not change, these fields should not be ready for input in the initial screen of the personnel action.
    • Data is to be stored in the Additional Actions (0302) infotype only).

    1. To create the action in Customizing, choose Personnel Management→Personnel Administration→Customizing Procedures→Actions→Set up personnel actions.

    2. In the Choose Activity dialog box, select Personnel ActionTypes.

    3. Save and return to the structure display in Customizing.

  3. Enter at least two reasons for your new action (of your choice, for example, Birth of a child or Adoption of a Child).

    1. In Customizing, choose Personnel Management→Personnel administration→Customizing Procedures→Actions→Create reasons for personnel Actions.

    2. Create the following two new entries:

      Action TypeName of Action TypeAction ReasonName
      Your action typeAddition to FamilyGr.##01Birth of child
      Your action typeAddition to Family Gr.##02Adoption of a child

    3. Choose Enter , save your entries, and return to Customizing .

  4. Include the personnel actions Early Retirement or Retirement , Leaving , Reentry into Company, Hiring HR Master Data PA, and the personnel action you have just created, Addition to FamilyGr.## , in your user group ##+50.

    1. In Customizing, choose Personnel Management→Personnel Administration→Customizing Procedures→Actions→Change action menu .

    2. Choose User Group Dependency on Menus and Info Groups in the Choose Activity dialog box.

    3. Ensure that the User group dependency indicator for the actions menu 01 is set.

    4. Return to the Choose Activity dialog box.

    5. In the Choose Activity dialog box, select Action menu .

    6. In the dialog box, enter 01 in the Menu field and then choose Continue .

    7. You can copy existing entries of user group 99 to make data entry easier.

    8. To do so, select the actions used in the exercises for the 99 user group and choose Copy .

    9. Change the user group 99 to your user group (##+50).

    10. Choose Enter and Save your data.

      To create the new entry shown in the table, choose New Entries:

      User GroupNo.Action TypeName of Action Type
      ##+50for example,30Your action typeAddition to Family Gr.##

    11. Save your data and return to Customizing.

Result

Task 1:

Task 2: Perform your newly created Addition to Family GR## personnel action for an employee.

Steps

  1. On the first day of this month, your employee 305992## had a baby. Perform your newly created Addition to Family Gr.## personnel action for the employee, and also assign the bonus payment of EUR 200 to the employee.

    1. From the SAP Easy Access screen, choose Human Resources→Personnel Management→Administration→HR Master Data→Personnel Actions .

    2. In the Personnel no. field, enter 305992## and in the From field, enter the first day of the month.

    3. Locate your new action (Addition to Family Gr.## ), select it, and then choose Execute.

    4. In the Actions infotype (0000), enter one of the reasons you created in Customizing for the personnel action and save your data.

    5. In the No. child. field of the Personal Data infotype (0002), enter the value 1 and also maintain the Family and Related Person infotype (0021), which is called using the dynamic action, with entries of your choice. Confirm any warning messages.

    6. If additional infotypes, such as Create Child Allowance, are called by the dynamic action, skip these by choosing Cancel until the Additional Payments infotype (0015) appears.

    7. Assign EUR 200 as the amount of the bonus payment. Finally, save this last infotype of the personnel action , Additional Payments (0015), and return to the initial screen.

Learning

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