Maintaining Infotypes

Objectives

After completing this lesson, you will be able to:
  • Maintain infotypes to modify the setup of the organizational structure using the Expert mode interface
  • Evaluate the functions for maintaining the organizational structure
  • Maintain organizational management infotypes

Infotype Maintenance

You can access infotypes directly from object maintenance. As part of object maintenance, you can maintain infotype records with  different statuses.

The following table shows the fields used to maintain infotypes and their description:

FieldDescription
Plan VersionEnsures that you are working on the correct plan version at all times
Organizational UnitDisplays the object ID and enables you to find the object you want to maintain
AbbreviationDisplays the abbreviation to ensure that the right object is being edited
Validity PeriodSpecifies the start and end dates of the period during which the object exists in the current plan version
InfotypeHelps you select the infotype you want to maintain
StatusAllows you to select the infotypes you want to maintain by using the status tab pages
Display Available InfotypesShows the infotype records that exist for the object selected (indicated by a green check mark) depending on the period

How to Use Expert Mode

Use Expert Mode: Infotype Maintenance to edit your organizational plan.

Functions

The following table describes functions of the various icons:

IconFunction
CreateCreates an infotype record
CopyCopies data from an existing record
ChangeCorrects or changes data for an infotype record
DeleteDeletes an infotype record
DisplayDisplays a single infotype record
DelimitDelimits an infotype record
OverviewDisplays all records for an infotype
ActivateChanges the status of an Infotype to Active

Delimitation and Deletion

When you delete or delimit an object, all of its infotypes are also deleted or delimited.

Objects

The Object infotype (IT1000) is a special infotype. Infotypes usually describe an object’s characteristics.

The Object infotype has the following functions:

  • It allows you to create new objects, for example, organizational units, jobs, and positions.
  • It determines the lifecycle of all other infotypes created for the object.
  • It defines the existence of an organizational object.

To create new objects, you must maintain the following data:

  • Validity period of the object
  • Status
  • Object abbreviation (12 characters)
  • Name (40 characters)

After you create an object by using this infotype, you can maintain the properties of the object by using the other available infotypes.

Relationships

The Relationships infotype (IT1001) enables you to define relationships between various objects. You create relationship records manually when you work in infotype maintenance. However, the system creates certain relationships automatically for the Organization and Staffing, Simple Maintenance, and General Structure interfaces.

There are many different relationship types that you can create between object types. Each individual relationship represents a subtype of the Relationships infotype. Not all relationships apply to every object.

Certain relationship types allow you to store additional information for the object, such as a weighting percentage or a priority. When you create a relationship, the inverse relationship is usually created by the system.

Fast Entry

Fast entry allows you to create many instances of the same infotype record quickly. You can use this function to create the same infotype record, such as a Relationships infotype record, for many different objects.

Fast entry allows you to stay inside the respective infotype window, instead of entering and exiting again. This function saves you time and is available for most infotypes.

Description Infotype

The Description infotype (IT1002) enables you to enter long text descriptions for objects. The infotype subtype specifies various types of descriptions. For example, you may want to explain an organizational unit’s purpose or responsibilities.

Report RHTRANS0 enables you to obtain a list of language-dependent infotypes in Organizational Management (OM), and translate them into different languages.

Department or Staff Infotype

The Department or Staff infotype (IT1003) is used for organizational units and positions only.

The Department or Staff infotype has the following functions:

  • The staff indicator (possible for positions and organizational units)

    The staff indicator shows that an organizational unit or a position is not part of the reporting structure of a company, but reports directly to an organizational unit within the structure of the company. For example, the Human Resources department is not part of the company’s reporting structure. It reports directly to the Executive Board as a staff department. Many companies use the staff  indicator to flag organizational units that have  an advisory or consulting function.

    The staff indicator is represented graphically.

  • The department indicator (only relevant for organizational units)

    It can be necessary to flag an organizational unit as a department when integration between OM and Personnel Administration (PA) is active. If you need to define organizational units in more detail  (for example, at team level) in OM than is necessary in PA, you have  to use  the department indicator.

The Department or Staff infotype allows you to specify the organizational unit entered for the employee in the Organizational Assignment (IT0001) infotype. After the infotype is activated in Customizing, the system reads the organizational structure. It starts reading from the relevant employee, until it finds an organizational unit flagged with the department indicator.

If you want to use the department indicator, you must set the switch PPABT PPABT in table T77S0 to 1.

Planned Compensation Infotype

The Planned Compensation infotype (IT1005) allows you to define the planned compensation for a given position, job, or work center. You can also specify salaries or wages in this infotype. The information entered in this infotype can be used as default values for the Basic Pay infotype in PA.

This infotype is primarily used in Compensation Management for storing person-dependent compensation data that can then be compared with real compensation data. This enables the company to create a compensation strategy. With SAP S/4HANA, you can also use the infotype for Personnel Cost Planning.

If integration with master data is active, you can use the Planned Compensation infotype to provide default values for the Basic Pay infotype in master data. These default values are based on the salary or pay scale data saved for the employee’s position or the descriptive job.

The Planned Compensation infotype has the following attributes (types of planned compensation):

  • Salary

    You can store information about the planned classification of this position and job in your company’s salary structure (table T710).

  • Pay scale

    You can store information about the planned classification of this position and job for the pay scale structure (table T510) of your company.

  • Direct

    Companies that do not have a salary structure or a pay scale structure to enable them to use the report Compare Actual Base Salary to Planned Compensation (report RHCMPCOMPARE_ACTUAL_PLANNED) can use this attribute.

Vacancy Infotype

The Vacancyinfotype (IT1007) can be created for a position that is occupied or unoccupied. You can flag an occupied position as vacant if you know that the position holder will be leaving the position at some point in the future (as a result of a promotion or transfer, for example).

Positions cannot be flagged simultaneously as vacant and obsolete. If a vacant position is flagged as obsolete, then the vacancy is delimited at the start of the validity of the obsolete indicator (minus one day).

Other components can flag a position as vacant. For example, if you use Personnel Cost Planning, the system can take vacancies into account when calculating cost projections.

It is not mandatory to maintain the Vacancy infotype. If your company does not distinguish between occupied and unoccupied positions (that is, you consider all unoccupied positions to be vacant) then you can make the necessary settings in Customizing.

Obsolete Infotype

The Obsolete infotype (IT1014) is used to flag positions that are no longer needed (for example, due to reorganization), but are still occupied.

As soon as the position holder leaves the position (for example, due to a transfer), a dialog box automatically appears in which you can delimit the position.

Positions flagged as obsolete cannot be set to vacant.

In Customizing for the Holder relationship (A or B008), you specify whether the Obsoleteinfotype is to be used and how the system reacts (error, warning, or information message) if the user attempts to assign a person to an obsolete position.

Account Assignment Features Infotype

The Account Assignment Features infotype (IT1008) can be created for organizational units and positions.

This infotype enables you to create relevant defaults values for PA. When the values are entered, they are checked against values in Cost Accounting.

This infotype stores default values relevant to the PA component (if integration is active), and the cost center assignment of organizational units and positions.

If integration with PA is active, the Account Assignment Features infotype provides default values for the classification of employees in the enterprise structure of the company. These values may be personnel areas, personnel subareas, or business areas. If the data you entered differs from the default values, the system displays a warning message.

Subordinate organizational units and positions inherit the Account Assignment Featuresinfotype.

Hint

A personnel area and cost center must belong to the same company code before an employee can be assigned both.

Employee Group/Subgroup Infotype

The Employee Group/Subgroup infotype (IT1013) enables you to assign a position to an employee group and subgroup.

When a position is occupied by an employee, the system proposes an employee group and employee subgroup, if integration with PA is active. If you enter a different employee group or subgroup, a warning message is displayed. Users can overwrite these values at any time.

Assigning a position to an employee group or subgroup also allows the system to determine the work schedule group in OM and thereby determine the relevant working time (IT1011) for the position.

Employee groups and subgroups feature frequently in PA and Payroll.

Work Schedule Infotype

The Work Schedule infotype (IT1011) enables you to define a work schedule, such as the average number of hours to be worked, for organizational units, work centers, or positions.

In Customizing, you can create a standard working time (hours per day, per week, per month, or per year) that is valid company-wide. You can assign different work schedules for certain sections of the company by using the Work Schedule infotype.

The working times stored in OM are needed for comparison with the values stored for the person in the Planned Working Time infotype (IT0007). You can activate and configure this comparison in Customizing for the relationship attributes of the Holder Relationship (A/B008).

Report RHSBES10 compares the working time  stored in the Work Schedule infotype  (IT1011) with the working times that are actually stored for the person in the Planned Working Time infotype (IT0007).

Hint

You can store a company-wide work schedule for your company‘s root organizational unit in the Work Schedule infotype. This is necessary to retain historical data that can be evaluated if changes occur. If the company-wide work schedule is defined in Customizing only, the history of changes in the organizational plan is not stored.

Working Time Customizing

When you define the work schedule, you can make the following settings:  

  • Maintain rule values

    Define a rule value for the average work schedule that applies in your enterprise.

  • Maintain work schedule groups

    Specify the employee groups and subgroups assigned to a specific work schedule group.

If you do not want to use rule values to depict working time groups, you can also maintain working time groups in Customizing. This helps you to specify a working time for individual positions or organizational units and their subordinate organizational objects.

Depending on the employee group or subgroup maintained in Employee Group/Subgroup infotype (IT1013) or for the descriptive job, this grouping enables you to specify the positions that receive a particular working time. You can maintain this working time for the relevant organizational unit in the Work Schedule infotype (IT1011) in relation to the working time groups. Maintaining the working time allows you to store different working times for all the appropriate positions belonging to this organizational unit.

Maintain the Work Schedule infotype for the organizational objects in your organization (or at least the root organizational unit). This is the only way to retain a history of changes to working times.

Cost Distribution Infotype

The Cost Distribution (IT1018) infotype allows organizational units and positions to be assigned to both the master cost center and additional cost centers, orders, or WBS elements. You must enter a cost unit and a percentage for cost distribution. The percentage assignment to the master cost center is based on the difference (up to 100%).

An employee inherits the cost distribution assigned to his or her position or organizational unit.

Payroll can also use the Cost Distribution infotype in OM. However, if integration between OM and PA is active, and the employee has an active PA Cost Distribution infotype (IT0027), the PA infotype will take precedence.

Default Values for OM Infotypes

When you enter the details of a new employee in the HR master data, you can enter the position in the Actions infotype. Based on the position you enter, the values stored in OM appear in the fields in the Actions infotype (IT0000).

When you assign a value for the personnel area of a position at organizational unit level, the same value is set as the default value for the position in the hierarchy of the organizational unit.

The default values for the employee group and subgroup are based on the Employee Group/Subgroup infotype.

Default values can also appear in the Organizational Assignment infotype. The default values for the business area and personnel subarea come from the Account Assignment Features infotype for the position (or organizational unit) concerned.

All values in the organizational plan area, except the organizational key, are determined directly through the assigned position and transferred to the infotype. The same also applies to the assigned cost center. The cost center originates either from the relationship of the organizational unit or position, or from the inheritance logic in OM for cost centers.

Infotypes per Object Type

Some infotypes are relevant only for certain object types. The Planned Compensation infotype (IT1005), for example, is not assigned to an organizational unit. Table T777I displays the valid infotypes per object and their time constraints.

OM Tools

Tools are used to execute various tasks.

The main types of tools are as follows:

  • Object tools

    Object tools enable you to perform the following tasks:

    • Execute actions
    • Copy objects
    • Copy objects by using list
    • Copy structures
    • Delimit objects
    • Modify new end date
    • Change status

    To access the object tools, go to the SAP Easy Access screen and choose Human Resources→Organizational Management→Tools→Objects.

  • Infotype Tools

    Infotype tools enable you to perform the following tasks:

    • Delimit infotype
    • Modify new end date
    • Modify new start date
    • Translate language-dependent texts

    To access the infotype tools, go to the SAP Easy Access screen and choose Human Resources→Organizational Management→Tools→Infotype.

Comprehensive documentation is available on the screen for the tasks that the object and infotype tools allow you to perform.

OM Actions

You can create objects by using actions. An action is a series of infotypes presented for editing in a specific order or sequence.

You can determine the infotypes and the sequence in Customizing.

For example, the standard action, create a position, consists of the following infotypes:

  • Object
  • Relationship to Organizational Unit
  • Relationship to Describing Job
  • Description
  • Departmentor Staff

Actions Customizing

When you carry out an action, the user is automatically offered the relevant infotypes one after another. When you customize an action, you determine the infotypes and the sequence in which they appear.

Each substep of an action involves the processing of an individual infotype. You can assign the following attributes to each substep of an action:

  • A plan version
  • An object type
  • An infotype or a subtype
  • A status

Hint

When you define an action, make sure that you assign infotypes in a logical order. The Object infotype must always be edited first and have 01 as its line number.

Each action can be defined only for one object type.

Maintain Infotypes

ExerciseStart Exercise

Business Example

After you have implemented OM and it is in productive use, your company’s organizational plan changes. You need to maintain infotypes in Expert Mode to create and maintain the characteristics of individual  objects. In the third task of the exercise, you create and test an organizational management action.

Use Expert Mode to maintain infotypes and edit your organizational plan. (Alternatively you can also use the transaction PP01).

Note

Use your group number (##) as a prefix for all of your object names and abbreviations (01-Organizational Unit, 01-Position, for example).

Ensure that you are in the active plan version. Use input help for the Plan Version field and confirm you are using the Current Plan. Work on the Active tab.

Use 01.01 of the current calendar year as the start date for your editing period.

Choose (SAP Menu) before you start the exercise.

Task 1

Create objects in infotype maintenance.

Steps

  1. Create a work center in infotype maintenance. The name of your work center should be ##-Office.

    1. To access infotype maintenance, on the SAP Easy Access screen, choose Human Resources→Organizational Management →Expert Mode→Work Center. Hint: If an object ID number appears in the work Center field, delete it before choosing create. This ID is from the last object your worked with and is not a Work Center.

    2. On the Maintain Work Center screen, choose the Object infotype and then choose the Create pushbutton.

    3. On the Create Object screen, enter the data from the table:

      FieldValue
      Object name##-Office
      Object abbr.##-Office

      Note

      Make sure the validity period is correct (01.01. of the current year to 12.31.9999).

    4. Save your entries.

  2. Link your work center to your## Head of Personnel Development position (relationship A/B 003).

    1. On the Maintain Work Center screen, choose the Relationships infotype and then choose the Create pushbutton.

    2. After checking the validity period, enter the relationship type in the Relationship Type/Relationship field (in this case, A 003). Use the F4 help to select Position as the type of linked object.

    3. Use the F4 help for the ID of the Related Object field to find the ## Head of Personnel Development position by entering ##* in the Search Term field and then choosing Continue. Choose ## Head of Personnel Development and choose Copy. Hint: If your search returns a large list, use the validity dates to help find your positions.

    4. Save your entries and return to the SAP Easy Access screen.

Task 1:

Task 2

Maintain an organizational plan.

To maintain planned compensation in a pay grade structure, use the data in the table:

FieldValue
Country groupingOther countries
Pay  group type01
Pay  group area01
Pay  groupE03
Pay  group level01

Steps

  1. Create a Planned Compensation infotype record for the job position ## Head of Personnel Development using the data listed in the table.

    1. On the SAP Easy Access screen, choose Human Resources→Organizational Management→Expert Mode →Job.

    2. Check that the current correct plan version and the correct validity period of 01.01 of the current year to 12.31.9999 are displayed, and then select the position ## Head of Personnel Department job you wish to maintain. Use input help and enter position ## Head of Personnel Department in the Search Term field and choose Start Search. Choose ## Manager and choose Copy. On the Maintain Job screen, press ENTER.

      Note

      Once your job and its infotypes are displayed, the infotypes that have been maintained for the position will be indicated by a green checkmark.

    3. On the Maintain Position screen, choose the Planned Compensation infotype and then choose the Create pushbutton.

    4. Choose the Pay Grouptab page and enter the corresponding values from the data listed in the table.

    5. Save your entries and return to the SAP Easy Access screen.

  2. Create an Employee Group or Subgroup infotype record for the ## Head of Personnel Development position using the following values:

    Field NameValue
    Employee groupActive
    EE subgroupX0

    1. On the SAP Easy Access screen, choose Human Resources→Organizational Management→Expert Mode →Position.

    2. Confirm that the plan version is Current Plan and validity period is 01.01 of the current year to 12.31.9999. In the Position field, find ## Head of Personnel Development. Choose Input Help and in the Search Term field, enter ## Head* and choose Start Search. Choose ## Head of Personnel Development and the choose Copy. Press ENTER.

    3. When the position and its infotypes are displayed on the Maintain Position screen, choose the Employee Group/Subgroup infotype. Then choose the Create pushbutton.

    4. Enter 01.01 of the current year to 12.31.9999 in the From and the To fields, respectively.

    5. Use the F4 help to find the values Active for the Employee Group field and X0 for the EE subgroup field.

    6. Save your entries and return to the SAP Easy Access screen.

  3. Maintain the Work Schedule infotype for your organizational unit ## Human Resources.

    Enter 40 hours per week (for all work schedule groups). Flag 40 hours per week as the general work schedule.

    1. On the SAP Easy Access screen, choose Human Resources→Organizational Management→Expert Mode→Organizational Unit.

    2. In the Organizational Unit field, use input help to find ## Human Resources to be maintained. Choose Input Help and in the Search Term field, enter ## Human* and chooseStart Search. From the list of the entries displayed, choose ## Human Resources and choose Copy. On the Maintain Organizational Unit screen, press ENTER.

    3. Choose the Work Schedule infotype.

    4. Check the organizational unit and the validity period are correct and choose the Create pushbutton.

    5. Enter the following data:

      Field NameValue
      Hours per Week40
      Work Schedule GroupAll work schedule groups
      Std working timeSelected

    6. Save your entries and return to the SAP Easy Access screen.

  4. Create an Acct Assignment Features infotype record for your position ## Head of Personnel Development.

    Enter the following data:

    Field NameValue
    Company CodeCABB
    Business AreaNone
    Personnel AreaCABB
    Personnel Subarea0003

    1. On the SAP Easy Access screen, choose Human Resources→Organizational Management→Expert Mode→Position.

    2. Confirm that the plan version is Current Plan and validity period is 01.01 of the current year to 12.31.9999. In the Position field, find ## Head of Personnel Development. Select Input Help and in the Search Term field, enter ## Head* and choose Start Search. Choose ## Head of Personnel Development and then choose Copy. Press ENTER.

    3. In the Position field, use input help to find ## Head of Personnel Development. Choose Input Help and in the Search Term field, enter ## Head* and choose Start Search. From the list of the entries displayed, choose## Head of Personnel Development and choose Copy. On the Maintain Position screen, press ENTER.

    4. When the position and its infotypes are displayed, select the Acct Assignment Features infotype and choose the Create pushbutton.

    5. On the Acct Assignment Features screen, enter the following data:

      Field NameValue
      Company CodeCABB
      Business AreaNone
      Personnel AreaCABB
      Pers. Subarea0003

    6. Press ENTER and return to the SAP Easy Access screen.

  5. Review the changes you have made in the Organization and Staffing interface. Identify the changes that are not displayed here.

    1. On the SAP Easy Access screen, choose Human Resources→Organizational Management→Organizational Plan→Organization and Staffing→Display.

    2. On the Organization and Staffing Display screen, search the position ## Head of Personnel Development by using the Search Term option and double-click## Head of Personnel Development from the Hit list column.

    3. Switch to the Task Assignment view in the overview area to display the work center and its relationship to the ## Head of Personnel Development. The work center is displayed when you expand the tree structure. You can see most of the data you maintained in expert mode in Staff Assignments (Structure) on the respective tab pages:

      Tab pageData from the InfotypeFields
      Account assignmentAccount assignmentCompany Code, Personnel area, and Pers. subarea
      Work scheduleEmployee group/subgroupEmployee group, Employee subgroup

      You will not be able to find the Planned Compensation infotype on the Organization and Staffing user interface.

      Hint

      You can check infotype maintenance in the Task Assignment view.

      In the Find By section of the Object Manager, enter 05 Manager and choose Find. Double-click the job #05 Manager to select it from the Hit List column. From the menu bar, choose Goto→Detail object→Enhanced object description to call Single Maintenance and check the Planned Compensation infotype.

    4. Return to the SAP Easy Access screen.

Learning

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