Displaying Personnel Information

Displaying Personnel Information
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Getting Around this Course This self-paced course is part of the Rohm and Haas Global Employee Management System (GEMS) training strategy. Navigation buttons are located on the lower right side of the page. A navigation button that is dimmed or grayed-out is not available for your use. For example, the Go to Previous Page button is not available on the first page of the course. While you have the course open, you can set and use the bookmark feature. However, when you close the course, the bookmark is not saved. menu_off.gif Navigationbuttons.gif

At the completion of this course, you will be able to: Describe GEMS and SAP R/3 Recognize commonly used infotypes Display the personnel records for one person with the Personnel File (pa10) transaction Display specific personnel records for a person with the Display HR Master Data (pa20) transaction page3_pic.jpg

Timing of this Course The Display Personnel Information course takes approximately 40 minutes. If you do not have the time to review the entire course at one time, review the course one chapter at a time. Chapter Time Introduction to Personnel Data 5 minutes Commonly Used Infotypes 15 minutes Displaying the Personnel File 10 minutes Displaying HR Master Data 10 minutes Clock.gif

Course Assessment Throughout this course, activity questions help you check your understanding of the content. You can review the content by paging back and forth in each chapter. At the end of the course, final review questions help you check your understanding of the entire course. If you have difficulty with these questions, you should review the appropriate course chapters.

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Chapter 1 – Introduction to Personnel Data
Displaying Personnel Information Chapter 1 – Introduction to Personnel Data Button_chapter1.gif

Displaying Personnel Information – Introduction
At the completion of this chapter, you will be able to: Describe GEMS and SAP Describe how SAP stores personnel data page6_pic.jpg

GEMS and SAP R/3 GEMS is the project name for the Global Employee Management System. This project combines the personnel data from all of the Human Resource systems in use at Rohm and Haas into one Human Resource system. GEMS uses the SAP R/3 system as the tool to track all of the personnel data. SAP R/3 stands for Software Applications and Products, Release 3. SAP R/3 is a business tool that integrates core business functions in a seamless and efficient manner. With SAP, a company can easily manage any aspect of any business, regardless of size or complexity.

Managing SAP R/3 HR Data SAP organizes Human Resource data into infotypes presented as windows of information. Each infotype contains a group of related fields. For example, the Organizational Assignment infotype stores company and business assignments. The Personal Data infotype stores personal data such as name and birth date. You can access an infotype using its name or its number. The Organizational Assignment infotype is 0001, and the Personal Data infotype is 0002. 0002_generalinfo1.gif

General Information Each infotype displays personal and organizational information at the top of the window under the application toolbar. You cannot change this general information. Use the general information to ensure that you are displaying information for the correct person. Note: When you are in Display mode, you cannot change any information on the window. When you are in Create, Change, or Copy mode, you can change the information that displays under the general information. Button_bd21300.gif 0002_generalinfo2.gif

Infotype Record SAP identifies an infotype record by the combination of the personnel number, Start date, To date, and subtype. SAP assigns a unique personnel number to each person managed in SAP. The Start and To fields make the validity period for the record, which designates when the record is the active record. For many infotypes, only one record can be the active record. Typically, the active record has a To date of December 31, (You define how the dates display.) 0002_StartTo.gif

Subtypes Some infotypes have subtypes. Subtypes divide the infotype information by subject matter, making it easier to manage. SAP assigns a unique number to each subtype. For the Addresses infotype, GEMS uses the Emergency Contact 1 (90), Emergency Contact 2 (91), Emergency Contact 3 (92), Mailing (05), Permanent residence (01), and Temporary (02) subtypes. 0006_subtypes.gif

Activity An infotype stores HR data. True False (Incorrect.)

Activity What fields on an infotype or subtype record determine if the record is active? Personnel number and Name fields Family type field Form of Address field Start and to fields (correct answer)

This completes Chapter 1 - Introduction to Personnel Data.
Displaying Personnel Information – Introduction This completes Chapter 1 - Introduction to Personnel Data. To continue to Chapter 2 - Commonly Used Infotypes, click on the navigation bar. Button_forward.gif

Chapter 2 - Commonly Used Infotypes
Displaying Personnel Information Chapter 2 - Commonly Used Infotypes

Displaying Personnel Information – Commonly Used Infotypes
At the completion of this chapter, you will be able to: Describe the infotypes that are associated with the global template. Some countries require infotypes that are not described in this chapter. For information about these infotypes, refer to your Country Supplement. (In order to better display the infotype information, the general information has been removed from the infotype illustrations.) page6_pic.jpg

Actions (0000) Infotype The Actions infotype tracks the personnel actions for the person. A personnel action is an SAP activity that automatically displays the infotypes associated with a business process. The Actions infotype contains two fields that describe the status of the person. The Customer-specific field, also known as the STAT1 field, represents the HR status. The Employment field, known as the STAT2 field, represents the Payroll status in SAP. 0000.gif

Additional Payments (0015) Infotype The Additional Payments infotype stores information about one- time payments and deductions. These payments and deductions are paid or deducted during a specific payroll period. This infotype displays wage types, which categorize payments and deductions. 0015.gif

Additional Personal Data (0077) Infotype The Additional Personal Data infotype stores data related to ethnic origin, military status, and disability. The data that displays is determined by the country. The illustration displays the US Additional Personal Data infotype. Where required, Rohm and Haas uses this information for government reports. For example, in the US, Rohm and Haas uses the disability information for US Regulatory reports. 0077.gif

Addresses (0006) Infotype The Addresses infotype stores address information. This infotype has several subtypes. GEMS uses the Emergency Contact 1 (90), Emergency Contact 2 (91), Emergency Contact 3 (92), Mailing (05), Permanent residence (01), and Temporary (02) subtypes. All US employees must have a Permanent residence address. SAP issues payroll information, including checks and direct deposit advices, and determines the taxing authorities based on the Permanent residence. 0006.gif

Bank Details (0009) Infotype The Bank Details infotype stores payment method information. This infotype has the following subtypes: Main bank, Other bank, and Travel expenses. This infotype is automatically created with a Payment method of Check when you execute the New Hire personnel action. Use the Maintain HR Master Data (pa30) transaction to update the infotype. In the US, employees can use Employee Self Service (ESS) to update this information. 0009.gif

Basic Pay (0008) Infotype The Basic Pay infotype stores the information about a person's basic pay. This infotype displays the Pay Scale data structures. For salaried people, the Amount field displays the basic pay amount per pay period. For the US, for hourly people, the Amount field displays hourly rate. 0008.gif

Business/Function Unit (0034) Infotype The Business/Function Unit infotype stores the organizational data structure information from the SAP Compensation module. This infotype allows you to create reports based on the organizational structure. This infotype is automatically updated with organizational changes made in the SAP Compensation module. The infotype does not display with any personnel action. You cannot update this infotype. 0034.gif

Communication (0105) Infotype The Communication infotype stores communication identification codes, such as the System User Name, Rohm and Haas Address, and Corporate Credit Card Number. SAP stores each identification code on a separate subtype record. This infotype does not display with any personnel action. Use the Maintain HR Master Data (pa30) transaction to update this infotype. 0105.gif

Country - Region Work Loc. (0592) Infotype The Country - Region Work Loc. infotype stores the personnel area country and Rohm and Haas region. This infotype is automatically updated when you run personnel actions. The infotype does not display with any personnel action. You cannot update this infotype. 0592.gif

Date Specifications (0041) Infotype The Date Specifications infotype stores GEMS dates. All of the dates default to a value of December 31, 9999 for reporting purposes. When a personnel action requires a date to be changed, the action displays this infotype with the new date. The illustration shows the infotype after the New Hire action. The dates effected by the action display the hire date. Other dates display the default date, December 31, 9999. Define how SAP displays dates on the Maintain User Profile window, the Defaults tab. Button_BD21300.gif 0041.gif

Education (0022) Infotype The Education infotype stores information about the education of the person. Each major or degree is a separate, subtype record. This infotype does not display with any personnel action. Use the Maintain HR Master Data (pa30) transaction to update this infotype. 0022.gif

Expatriate Attributes (IT0396) The Expatriate Attributes infotype stores information about an expatriate assignment. 0396.gif

External Org. Assignment (0395) Infotype The External Org. Assignment infotype stores information for someone who is working outside of the personnel area noted on the Organizational Assignment (0001) infotype. This infotype is for people on temporary assignment at another location and for expatriates. 0395.gif

Family/Related Person (0021) Infotype The Family/Related Person infotype stores information about the person's family members and other related persons. This infotype has several subtypes, including Spouse and Child. This infotype does not display with any personnel action. Use the Maintain HR Master Data (pa30) transaction to update this infotype. 0021.gif

Monitoring of Tasks (0019) Infotype The Monitoring of Tasks infotype tracks certain dates, such as End of Leave (End of Leave of Absence) and End of Disability. An SAP HR report uses these dates to remind the HR Administrator of upcoming events. 0019.gif

Objects on Load (0040) Infotype The Objects on Loan infotype stores the company assets that are assigned to a person. The company loans these assets to the person so that he/she can perform the tasks related to his/her position. 0040.gif

Organizational Assignment (0001) Infotype The Organizational Assignment infotype is a crucial infotype in the HR module. Organizational Assignment stores a person's assignments for the Enterprise, Personnel, and Organizational structures. Most assignments are based on the position. 0001.gif

Other/Previous Employers (0023) Infotype The Other/Previous Employers infotype stores information about previous employers. This infotype does not display with any personnel action. Use the Maintain HR Master Data (pa30) transaction to update this infotype. 0023.gif

Personal Data (0002) Infotype The Personal Data infotype stores personal information about a person. The data that displays is determined by the country. The illustration displays the US Personal Data infotype. 0002.gif

Personal IDs (0185) Infotype The Personal IDs infotype stores government-issued identification numbers. Countries that need identification numbers in addition to the one stored on the Personal Data infotype use this infotype. 0185_SoAfrica.gif

Planned Working Time (0007) Infotype The Planned Working Time infotype stores planned work time and time recording information. SAP assigns the person to a Work schedule rule that contains all of the time data needed for planned working time. 0007.gif

Qualifications (0024) Infotype The Qualifications infotype stores the person’s credentials. This infotype does not display with any personnel action. Use the Maintain HR Master Data (pa30) transaction to update this infotype. 0024.gif

Recurring Payments/Deductions (0014) Infotype The Recurring Payments/ Deductions infotype stores the information about payments and deductions that are processed during every payroll run. This infotype displays wage types, which categorize payments and deductions. 0014.gif

Residence Status Infotype (0094) Infotype The Residence Status infotype stores residency and work authorization information. 0094.gif

Activity Which infotype stores a person’s name? Actions Addresses Basic Pay Personal Data (correct)

Activity Which infotype stores the base salary? Actions Addresses Basic Pay (correct) Personal Data

This completes Chapter 2 - Commonly Used Infotypes
Displaying Personnel Information – Commonly Used Infotypes This completes Chapter 2 - Commonly Used Infotypes To continue to Chapter 3 - Displaying the Personnel File, click on the navigation bar. Button_forward.gif

Chapter 3 - Displaying the Personnel File
Displaying Personnel Information Chapter 3 - Displaying the Personnel File

Displaying Personnel Information – Displaying the Personnel File
At the completion of this chapter, you will be able to: Display all of the personnel information for one person Use the Personnel File (pa10) transaction page6_pic.jpg

About the Transaction The Personnel File (pa10) transaction allows you to scroll through all of the personnel records for the person. Use this transaction to review new hire or new non-employee data that you just entered. (If you use this transaction for a person who has many records, the transaction takes a long time to execute.) The system displays the infotype windows in ascending numerical order, based on the number associated with each infotype. Within an infotype, the system displays the records according to their effective dates. SAP uses the same display logic for the subtypes. Pa10.gif

Accessing the Transaction (page 1 of 2) You can access the Personnel File transaction from the User menu on the SAP Easy Access window. 1. In front of the User menu, click . The User menu opens. 2. In front of the HR Master Data folder, click The folder displays several transactions. 3. In front of the Personnel File transaction, double-click The Personnel File window appears. Button_arrow_left.gif Button_arrow_right.gif Button_transaction.gif Pa10_usermenu.gif

Accessing the Transaction (page 2 of 2) You can also access the Personnel File transaction from the Command field. 1. In the Command field on the standard toolbar, type /npa10. (The /n ensures that the access is successful from any window.) 2. Press [Enter] or click on the standard toolbar. The Personnel File window appears. Transactions_CommandField.gif

Personnel File Window The Personnel File window requires a personnel number. You can type the personnel number in the Personnel no. field or conduct a search. To conduct a quick search using the person's last name, follow the step below. In the Personnel no. field, type =n.last.first, where last is the last name and first is the first name. For example, to search for Claudine Wee, type =n.wee.claudine. To conduct a search with other criteria, click at the end of the field. pa10_entry.gif

Validating the Entry After you type in the personnel number or conduct a search, you need to validate the number. Validating ensures that you have the correct personnel number. Press [Enter] or click on the standard toolbar. SAP displays general information about the person, such as name, employee group, employee subgroup, and personnel area. If the information is not for the correct person, retype the personnel number or conduct another search. pa10_validate.gif

Displaying the Information With the correct personnel number, you are ready to display the personnel information. On the application toolbar, click This transaction takes a few moments to run. Button_display.gif pa10_display.gif

Infotype Records With all of the records gathered, SAP displays the first infotype record, based on the number associated with the infotype and the effective date. Often, the first infotype to display is the Actions (0000) infotype. Pa10_0000.gif

Navigating through the Records You use the buttons on the application toolbar to move from one record to the next. Click the Previous Record button to move to the previous record. Click the Next Record button to move to the next record. Button_nextrecord.gif Button_prevbutton.gif Pa10_Navigate_record.gif

Using the Overview Button The Overview button, , accesses the Overview window. This window lists all of the records for the infotype. Use this button to see a history of the updates made to the infotype. Button_overview.gif Pa10_navigate_overview.gif

Overview Window The Overview window lists each record on a separate row. The STy field (Subtype field) displays the number associated with the subtype. The Start date is the date that the record became effective. In the illustration, the Addresses (0006) infotype, Permanent residence (01) subtype, has two records. Pa10_overview1.gif

Navigating the Overview Window The Overview window displays , the Choose button, on the application toolbar. You use this button to display the details of the record. (SAP displays the same information when you use the Next Record and Previous Record buttons.) To view the details, follow the steps below. 1. Select the box that displays in front of the record. 2. Click Button_choose.gif Pa10_overview2.gif

Returning to the Infotype Window To return to the Personnel File window from an infotype or the Overview window, click , the Back button on the standard toolbar, until the infotype window appears. Button_back.gif Pa10_overview3.gif

Activity What transaction do you use to display all of the personnel records for one person? Display HR Master Data Maintain HR Master Data Personnel Action Personnel File (correct answer)

Activity What button do you use to move to the next infotype record? , the Back button , the Previous Record button , the Next Record button (correct) , the Next Page button Button_back.gif Button_recordnext.gif Button_recordprev.gif Button_pagenext.gif

This completes Chapter 3 – Displaying the Personnel File.
Displaying Personnel Information – Displaying the Personnel File This completes Chapter 3 – Displaying the Personnel File. To continue to Chapter 4 – Displaying HR Master Data, click on the navigation bar. Button_forward.gif

Chapter 4 - Displaying HR Master Data
Displaying Personnel Information Chapter 4 - Displaying HR Master Data

Displaying Personnel Information – Displaying HR Master Data
At the completion of this chapter, you will be able to: Display specific personnel records for a person Use the Display HR Master Data (pa20) transaction page6_pic.jpg

About the Transaction Use the Display HR Master Data (pa20) transaction to display a particular infotype or subtype record for a person. pa201.gif

Accessing the Transaction (slide 1 of 2) You can access the Display HR Master Data transaction from the User menu on the SAP Easy Access window. 1. In front of the User menu, click . The User menu options display. 2. In front of the HR Master Data folder, click The folder displays several transactions 3. In front of the Display HR Master Data transaction, click The window appears. Button_arrow_left.gif Button_arrow_right.gif Button_transaction.gif Pa20_usermenu.gif

Accessing the Transaction (slide 2 of 2) You can also access the Display HR Master Data transaction from the Command field. 1. In the Command field on the standard toolbar, type /npa20. (The /n ensures that the access is successful from any window.) 2. Press [Enter] or click on the standard toolbar. The Display HR Master Data window appears. Button_enter.gif Transactions_CommandField_pa20.gif

Display HR Master Data Window The Display HR Master Data window requires the following: Personnel number Infotype and/or subtype Time period pa20_require.gif

Entering the Personnel Number You can type the personnel number in the field or conduct a search. To conduct a quick search using the person's last name, follow the step below. In the Personnel no. field, type =n.last.first, where last is the last name and first is the first name. For example, to search for Claudine Wee, type =n.wee.claudine. To conduct a complete search, click at the end of the field. Button_search.gif Pa202_persno.gif

Validating the Entry After you type in the personnel number or conduct a search, you need to validate the number. Validating ensures that you have the correct personnel number. Press [Enter] or click on the standard toolbar. SAP displays general information about the person, such as name, employee group, employee subgroup, and personnel area. If the information is not for the correct person, retype the personnel number or conduct another search. pa20_validate.gif

Selecting the Infotype (slide 1 of 2) When you validate the personnel number, SAP displays a green check after each infotype that contains information for the person. These are the only infotypes that you can display. SAP organizes infotypes on tabs. The tabs that display depend on your authorization. To select an infotype, follow the steps below. 1. Select the appropriate tab. 2. Select the box that displays in front of the infotype. pa20_infotype1.gif

Selecting the Infotype (slide 2 of 2) You can use the Infotype and STy fields at the bottom of the window to select an infotype and subtype. In the Infotype field, type the infotype name or number. If appropriate, in the STy field, type the subtype number. To validate the information, press [Enter] or click Button_enter.gif pa20_infotype2 .gif

Selecting the Time Period To display all of the records for a particular person, you do not need to make any selection in the Period group box. However, if you want to display the infotype records for a specific period, select the appropriate value. To display records that are valid today, select Today. To display records that are valid in the last month, select Last Month. pa20_time.gif

Displaying the Record After you enter and validate the personnel number, infotype, subtype, and time period, you are ready to display the information. To display the infotype record, click , the Display button on the application toolbar. To return to the Display HR Master Data window, click , the Back button on the standard toolbar. Button_display.gif Button_back.gif Pa20_display.gif

Displaying the Overview (page 1 of 2) Instead of displaying the individual record, you can display a list of all of the records based on what you selected in the Period group box. This option provides a history of the updates that have been made to the infotype. To display a list of all of the records, click , the Overview button on the application toolbar. Button_overview.gif Pa20_overview.gif

Displaying the Overview (page 2 of 2) The Overview window lists each record on a separate row. The STy field (Subtype field) displays the number associated with the subtype. The Start date is the date that the record became effective. In the illustration, the Addresses (0006) infotype has two Permanent residence (01) records. pa10_overview1.gif

Navigating the Overview Window The Overview window displays , the Choose button on the application toolbar. You use this button to display the details of the record. (SAP displays the same information when you display one record from the Display HR Master Data window.) To view the detail, follow the steps below. 1. Select the box that displays in front of the record. 2. Click Button_choose.gif Pa10_overview2.gif

Returning to the Display HR Master Data To return to the Display HR Master Data window from an infotype or the Overview window, click , the Back button on the standard toolbar, until the infotype window appears. Button_back.gif Pa10_overview3.gif

Activity What transaction do you use to display a specific infotype record for a person? Display HR Master Data (correct) Maintain HR Master Data Personnel Action Personnel File

Activity What button do you use to return to the Display HR Master Data window? (correct)

This completes Chapter 4 – Displaying HR Master Data.
Displaying Personnel Information – Display HR Master Data This completes Chapter 4 – Displaying HR Master Data. To continue to the Final Review, click Button_forward.gif

Displaying Personnel Information – Final Review
You have now reviewed all of the course content. The following section contains eight final review questions. These questions are designed to help you and the GEMS Training team understand how well we transferred the course knowledge to you. Your final answers will be tracked, and a summary page will let you know if you should review the course again. The last page provides a link to send an message with your comments about the course. We want to know your thoughts about the quality of the course.

Final Review Question 1 What is the purpose of the GEMS project? GEMS enables the merging of human resource data with EHS data. GEMS combines all system passwords into one password. GEMS stores vendor information needed for purchasing agents. GEMS combines all Rohm and Haas personnel data into one system. (correct)

Final Review Question 2 How does SAP store HR master data? Each person has one record that contains all HR data As data is entered, SAP exports the information to streaming tape for storage. SAP creates infotype and subtype records that store the HR master data. (correct)

Final Review Question 3 Which infotype stores address information? Actions Addresses (correct) Personal Data Residence

Final Review Question 4 The Data Specifications infotype does not store the Original Hire Date. True False (correct)

Final Review Question 5 When you use the Personnel File transaction (pa10), you select the specific record that you want to display. True False (correct)

Final Review Question 6 When displaying the Personnel File, what button can you use to return to the original transaction window? , the Previous Record button , the Display button , the Next Page button , the Back button (correct) Button_recordprev.gif Button_display.gif Button_pagenext.gif Button_back.gif

Final Review Question 7 What transaction do you use to display a specific record for a person? _ Display HR Master Data, pa20 (correct) _ Personnel Action, pa40 _ Maintain HR Master Data, pa30 _ Personnel File, pa10

Final Review Question 8 SAP provides only one way to select an infotype record on the Display HR Master Data window. True False (correct)

Feedback on the Course Thank you for taking the Displaying Personnel Information web-based course. Could you take a few minutes to provide feedback on the course? Your feedback will help us improve the quality of future courses. Please click on the link at the bottom of the next page.

Summary Page Please review the material related to questions that are Incorrect before exiting the course. You may page back using the Chapter, Previous Page, and Next Page buttons to review the material and answer any activity questions. To take final review again, click Final Review. Click here to let us know how we can improve this training course. To exit the course, close the browser window.

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