Human Capital Management (HCM) Master Data


After completing this lesson, you will be able to:

  • Explain the employee master data record

Employee Master Data Record

You can use the e-recruitment component to complete the entire recruitment process, from initial entry of applicant data to filling vacant positions.

The SAP system supports you in identifying workforce requirements, creating job advertisements, screening applicants, and managing applicant correspondence.

When you hire a candidate, you can transfer the candidate data recorded in e-recruitment to Personnel Administration as employee data. Line managers can use the Manager's Desktop to map their decisions on candidates and trigger further administration in the Human Resources (HR) department, efficiently and cost-effectively.


Personal information, such as last name, first name, and date of birth, is defined in data fields.

Data fields are grouped into data groups or information units according to their content. In HR, these information units are called information types or infotypes for short.

HR data is stored in groups that logically belong together according to content. For example, place of residence, street, and house number make up the address of an employee and are so stored (together with additional data) in the Addresses infotype.

Infotypes have names and four-digit keys, for example, the Addresses infotype has the key 0006.

This is an example of infotypes that you update when hiring an employee or re-assigning the employee to a new Organization Unit.

Employee Master Record

Employee data must be kept current. Data can be displayed, corrected, and supplemented. SAP Human Capital Management (HCM) stores the data of an employee in infotype records. Each infotype record has validity, which is a validity interval or a key date.

Infotype records can be processed in the following ways:

  • Single screen maintenance (individual infotype maintenance):

    You can call individual infotypes to maintain data for a particular subject or situation. You maintain one infotype at a time for a personnel number.

  • Personnel actions:

    You can use personnel actions if the subject or situation is more complex and you need to maintain more than one infotype. When you perform a personnel action, the system displays all the relevant infotypes for you to maintain, one after the other.

  • Fast entry:

    You can use fast entry to maintain an infotype for more than one personnel number simultaneously.

Initial Entry Screen for Infotype Maintenance

Infotypes that are most frequently used are grouped together by subject matter and assigned to static menus. One infotype can be included in more than one menu. However, infotypes that are rarely used might not be included in any menus.

To access a particular menu, choose the tab on the Maintain HR Master Data screen. The green ticks next to the menu list of infotypes indicate that these records already exist for the selected personnel number.

Personnel File

The personnel file lists all the infotypes for which records have been created for a personnel number. The infotypes are displayed in ascending numerical order. If more than one record exists for an infotype, the records are displayed one after the other. The system then goes to the next infotype, after which it returns to the initial screen. You can scroll forward and backward within the personnel file.

Create an Organizational Unit and a Position in Organizational Management

Create an Employee Master Data Record

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