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www.SAPHRUnleashed.com www.SAPHRUnleashed.com March 2009 Volume #1/Issue #1

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Identify Locked Personnel Numbers before Executing Payroll Runs

O

ne problem that payroll managers or administrators repeatedly face (every month or so) while running payroll is the result of users who have locked the master data of employees. If a user has locked any number of employees’ master data through maintenance transactions, the payroll driver generates an error and the payroll cannot be executed. This error is then followed by the frustrated payroll administrator placing phone calls or sending emails to those users involved, saying, “Please unlock the personnel number _____ that you have locked, so that the payroll can be executed.” To identify those personnel numbers that have been locked by users, SAP provides the standard program HFIUCPL0. A number of powerful options are available in the program, giving the payroll administrator total control over the master data of their employees. This report program lets you: 1) view a list of locked personnel numbers, along with the name of the user who has locked them, 2) send the user(s) an email requesting the release (unlock) of the given employees, 3) forcefully delete the sessions of the users responsible for the locking. The report program may be executed via standard transaction PC00_M44_UCPL. Alternately, it can be executed via transactions SE38 or SA38 or from a custom-defined Z transaction. Report program HFIUCPL0 can either be executed online or scheduled in the background. The latter is particularly useful for companies whose payrolls are set to run at a specific (planned or set) date and time of each period. Program HFIUCPL0 may then be scheduled to run before the payroll, and emails may be generated to notify users that they must unlock any employee records that they have blocked.

Contents

5

Using Variants for Simplifying Data Input - A Guide for SAP HR Users and Consultants

9

Quickly Access Complex IMG Paths via Direct Transaction Codes

13

Time Evaluation Made Easy

19

Employee Quick Search Shortcut Strings

23

Recording Changes Made in Personnel Development Infotypes

27

Dynamic Actions Valuable Tips and Tricks

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Indentify Locked Personnel Numbers before Executing Payroll Runs

The selection screen of the program is shown in figure 1. You may restrict the program’s selection by entering suitable values for the fields provided, such as personnel number, personnel area, subarea, etc.

The program has three powerful options that can be chosen by selecting the three radio-button options shown under Additional Selection in figure 1.

Figure 1: Selection screen of program HFIUCPL0

Let us have a look in detail at these three options available in the report program.

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You may simply display a list of all employees (personnel numbers) that are locked. The report also displays the employee number, the user name, and the various user details as shown in figure 2.

In figure 2, the personnel number 50995 has been locked by the user STUDENT102.

Figure 2: Output of Program HFIUCPL0 showing personnel number and user details

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You may also send an SAP office mail to the users who have locked the personnel numbers. In this case, an express message is sent to the user who has locked the employee(s) in question, stating that an email has arrived in

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their SAP inbox as shown in figure 3. The email may be viewed in the SBWP transaction, or the user may go there directly by choosing the Inbox button from the express pop-up shown in figure 3. The text of the email is shown in figure 4.

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Indentify Locked Personnel Numbers before Executing Payroll Runs

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Figure 3: SAP office express message

Figure 4: Email text informing user to unlock the personnel number(s)

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Indentify Locked Personnel Numbers before Executing Payroll Runs

You may also forcefully kill (delete) the user sessions that have locked any personnel numbers. Choosing the Delete Locking Users’ Sessions kills the session of each user involved in the locking. The session ending function using this option is similar to that of transaction SM04. The user running the program must have the required authorization in order to use this session-killing option.

Note: In order to end the sessions of the locking users, the required authorization must be provided to the role of the user running the program.

If no personnel numbers are locked by any users, the program simply generates the message “All personnel numbers are unlocked,” as shown in figure 5. Figure 5: Message showing no employees are locked

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Using Variants for Simplifying Data Input - A Guide for SAP HR Users and Consultants

S

AP reports may contain a number of input fields. This may be confusing for users. All fields may not be required for all users at all times. One way of avoiding the display of unnecessary fields is via the usage of variants. Variants’ basic function is to specify input default values for fields, but they may also be used to hide unnecessary report screen fields. Most people are unaware of the numerous ways a screen field may be modified by using variants. In this article, I will show the various options that are applicable for fields used in variant creations. I will also discuss the steps required in creating variants for a given report program The advantages of variant creation are as follows: • They simplify the input screen as unnecessary fields may be hidden. • Variants make the user’s life easier and work faster. They relieve the user from remembering the default values that are to be entered in the various screen fields. This avoids remembering and retyping of values that are to be entered. • You may also make fields read-only as well as mandatory, depending on the requirements.

Note: You may define variants for both standard SAP reports and customer-defined reports.

Accessing the Already-existing Variants In order to access the various variants of a program, click the icon from the toolbar of the program selection screen. The screen appears as shown in figure 1. You may either enter the variant or the user who created it last, or change the variant in order to narrow down your selection. Clicking the Execute icon will display a list of the variants applicable to the program as shown in figure 2. Selecting a particular variant populates the fields with the relevant values defined in the variant. Moreover, the system also hides fields that are set as visible and makes fields mandatory that are defined as such within the variant definition. You may then use the Execute button in order to run the program according to the selection field values defined in the variant.

Figure 1: Finding a Variant

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Using Variants for Simplifying Data Input - A Guide for SAP HR Users and Consultants

Figure 2: Variant List

Defining a Variant for a Report Program In this section, we will look at the steps required in creating a variant for a given report program. Let us take a closer look. Entering the Relevant Data in the Desired Fields of the Report: The first step in defining variants involves running the report program either via the transaction SE38 or via the report transaction, and then entering (default) values in the various fields of the program selection screen. These default values are to be stored in the variant and made available to the user when the relevant variant is imported.

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Defining the Variant: Once the field values have been entered in the relevant fields on the report selection screen, press

the Save icon. Alternately, you may also choose the keyboard shortcut CTRL - S. This leads you to the variant attributes screen as shown in figure 3.

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Setting the Attributes of the Variant and the Screen Fields: This is the most important of the all the steps required in creating the variant. In this step, we specify the name and description of the variant, as well as specifying which of the screen fields are to be hidden, set as compulsory, or made read-only. On the screen shown in figure 3, there are various attributes of the variant as well as the individual fields contained in the table structure below. First, you need to enter a suitable name and description of the variant in the fields provided. You then need to set (if required) the following indicators pertinent to the variant:

Figure 3: Variant Attributes Screen

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Using Variants for Simplifying Data Input - A Guide for SAP HR Users and Consultants

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Only for Background Processing: If this checkbox is not selected, the corresponding variant may be used both in foreground and the background mode. If the indicator is checked, the variant may only be executed in the background mode. In case you have a variant that is scheduled to be run in background, this indicator must be set. This will prevent users from changing the variant by mistake in the foreground mode. Protect Variant: As the name indicates, this checkbox is used for protecting (preventing changes in) the variant by other users. If this checkbox is set, the variant may only be changed by the user who has created the variant. If the particular user has left the company, the variant may be accessed or changed with the help of the security team members. Only Display in Catalog: If this indicator is checked, the corresponding variant will not appear in the list of variants shown in figure 2. In case you want to access or change this particular variant, the procedure is somewhat difficult. The variant may be accessed by choosing the Variants option in SE38 for the given program and then accessing the total variants list via the Variant g Catalog menu path. Apart from the variant-specific attributes, a number of checkboxes are available for each field that resides on the selection screen of the program in question. For each field, the following indicators (check boxes) are provided: Protect Field. Checking the Protect field indicator locks (protects) the relevant field for any entries by the user. In short, the default value assigned to the field may not be changed and is shown in grey color. For example, figure 4

shows the Form name field in grey (protected) using this indicator. Hide Field. As the name indicates, this indicator is used for hiding a field from the selection screen. This is a useful function and may be used for making unnecessary fields invisible from the user. Required Field. If you like a field to be mandatory, the required field must be checked. The respective field(s) then becomes mandatory. The user has to definitely enter a value in the field that is mandatory in order to execute the program. Save Field Without Values. Checking this indicator will not affect the contents of the relevant field when a particular variant is imported. Rather, the field value already entered is not replaced with a blank space or with any other value from the imported variant. For example, if we set this checkbox for a field named FORM, and the field has the value XF01 when the relevant variant is imported, the same value will remain in the field after the import is performed.

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Saving the Variant: Finally when you have made the necessary settings according to your requirement, you must save the variant using the Save button or the keyboard shortcut CTRL – S. This takes you back to the program selection screen. The variant will be created and added to the list applicable to the program in question. You may execute the program afterwards using the procedure defined in the previous section.

Figure 4: Protecting the Form Name from being Changed

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Quickly Access Complex IMG Paths via Direct Transaction Codes

T

he IMG is a complex place and contains a plethora of nodes representing configuration activities for all modules. Searching through the IMG for a particular activity node may be a time-consuming and laborious activity. Fortunately, SAP provides you a way to directly access the activity node. This access is via direct transaction codes specific to each activity. In this article, I will discuss the procedure for finding out these direct transaction codes. Note: You may enter the transaction codes in your Favorites of the SAP menu for quick access.

The activity information is stored as entries in table CUS_IMGACH. In the database, each activity (and text) is denoted by a key such as OHIX0626. To each key record in the table, there

is an assigned transaction code that allows direct access to the activity. Within the table, the activity key and the transaction code are stored in fields ACTIVITY and TCODE, respectively. The steps required in finding the direct transaction code are shown below:

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In the first step, you switch on the Additional information setting in order to view the key pertaining to the IMG activity in question. This may be done via the menu path Additional Information g Display Key g IMG Activity as shown in figure 1. Switching on the additional data displays the technical name (key) of the IMG activity as shown in figure 2. For example, the key for IMG activity Infotype Menu shown in figure 2 is OHIX0626. \

Figure 1: Menu path for Displaying IMG Activity Key

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Quickly Access Complex IMG Paths via Direct Transaction Codes

Figure 2: Technical Name Shown in Front of Activity Text

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Once you have the technical name, you may then get the corresponding value of the direct transaction code from the table CUS_IMGACH. Use keyboard short cut CTRL + Y to copy the name of the activity key. Then use the transaction SE16 or SE16N to find the TCODE value for the given value of ACTIVITY. For example, the row corresponding to ACTIVITY OHIX0626 is shown in figure 3.

Figure 3: Table Row Corresponding to Activity CUS_IMGACH

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Quickly Access Complex IMG Paths via Direct Transaction Codes

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Quickly Access Complex IMG Paths via Direct Transaction Codes

The required transaction code is stored in the TCODE field (in our example, the value is S_AHR_61011206). The transaction code S_AHR_61011206 is the direct transaction code used for accessing the Infotype Menu activity node. Running this transaction directly will skip the initial IMG screens and take you directly to the list of (sub)activities pertaining to the Infotype menu node as shown in figure 4.

Figure 4: Activities Pertaining to Infotype Menu Node

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Time Evaluation Made Easy

A

n important and complicated part of the SAP HR module is its Time Evaluation component. In a company, there may be employees working on monthly salary. Such employees may be eligible for a fixed monthly salary and the actual times worked on each day (or breaks within working hours) may not be important for salary calculation. On the other hand, a company may have employees working on a daily or hourly rate. In such cases, the Time In and Time Out of employees may be recorded, and the breaks during working hours may also be monitored. In addition, the extra time worked each day or within a period must also be determined. For example, if employees are entitled to work 10 hours a day, when they work more than 10 hours they must be paid overtime. Time Evaluation is useful in the latter scenario. It provides automated calculation and evaluation of time data. For situations where time data is important, there may be three different scenarios involved. In this article, three different scenarios within Time Management will be examined.

The Three Scenarios Within Time Management Let us look at the various scenarios within Time Management. These are discussed below:

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Without Time Evaluation (and Without Time Recording): Before diving into the details of Time Evaluation, let us see how life is without Time Evaluation. This is the simplest case. In this case, no time recording system is involved and no Time Evaluation program is executed.

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The absences or attendance of employees are entered in the infotypes 2001 and 2002 respectively. In case any additional payment (overtime) is to be paid to the employees, the respective amount must be computed manually and entered in the 2010 (Remuneration) infotype, or 0015 (Additional Payments) infotype under a suitable wage type. The payroll is then executed, taking the overtime amount into account. The payroll schema will manage all payments including the overtime amount. Note: In the No Time Evaluation scenario, no automated computations are involved for overtime. In the case where overtime is to be paid, manual calculations must be done by users. No Time Evaluation program or time schemas or rules are used. The payroll schema (and rules) may be customized in order to meet requirements.

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With Time Evaluation Along With Time Recording: Let us now discuss another scenario. You may have employee Time Evaluation along with Time recording. In this case, the Time In and Time Out of employees is recorded daily in a time recording system. This time data is then sent to the SAP system for evaluation. The actual clock times worked are stored in the infotype 2011 (Time Events). The Time Evaluation program is then executed using a suitable time schema. The schema compares the actual working times of the employees within a given period of the planned working time. In this scenario, the breaks between working times are also taken into account.

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Time Evaluation Made Easy

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The time data is evaluated and the evaluation results, including additional hours worked by employees (such as overtime), are stored in the time clusters. During the Time Evaluation run, the system generates time wage types for additional payments (overtime). After the Time Evaluation program, the Payroll program is run. The time results stored in clusters may then be gathered by the Payroll program for processing employee payments. This scenario requires customizing of the time schema and rules, as well as certain configurations in the IMG.

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Using Time Evaluation Without Time Recording: This scenario is midway between the first two options. In this case, the Time In and Time Out are not recorded. Rather, the emphasis is on the hours worked by an employee.

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This is suitable for calculations where actual time (time in and out) is not important for payment calculations. In this scenario, the data are entered (in number of hours) in the infotype 2002 (Attendance). The Time Evaluation program is then run using the time schema based on the standard SAP schema TM04. Apart from customizing the schema, some configuration entries must be made in order to evaluate the time data. The evaluation program calculates the overtime and other results and stores them in the time clusters. The payroll is then executed .The time results stored in clusters may then be gathered by the payroll program for processing employee payments. The behavior of the Time Evaluation program, the schema used for the time data processing, as well as the underlying configuration required, differ from the previous scenario.

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Time Evaluation Made Easy

Note: Similar to Payroll, Time Evaluation has schemas which contain rules and operation pertaining to time calculations. For the Time Evaluation With Clock Times scenario, SAP provides the schema TM00. TM04 is the schema for the Time Evaluation Without Clock Times scenario. Note: The time cluster acts as an interface between the Time Evaluation and the Payroll program. The Payroll reads the time cluster results in order to process payments.

Important Terms in Time Evaluation

Now let us discuss some of the important terms related to Time Evaluation.

Personnel Subarea Groupings As with work schedules and other configuration in the Time Management module, Time Evaluation also allows you to define groupings based on personnel subarea. This lets you specify how the time data of employees that lie within a certain subarea are to be evaluated. Time Types and Processing Types i) Time Types Time types are defined as the basic units used for denoting time durations (time spans). However, the most important function of types is to store the cumulate time balances computed during the Time Evaluation program run. Within the definition of a Time type in the IMG, you may specify whether the balances are cumulate on a daily or monthly basis.

Note: Prior to defining Time types, you need to define appropriate personnel subarea groupings.

Suppose the employees of a particular personnel subarea grouping have a planned working time of 10 hours a day. However, they work for 11 hours each day of a particular month. A Time type called Compensation Time may be defined to store the total difference of additional hours worked by the employees within the given month. A few examples of Time types are shown in Figure 1. The standard system contains commonly used Time types. Time types used may differ according to the type of scenario involved (with clock times or without clock times). The Time types’ calculations are specified by the rules contained within the Time Evaluation schema. In case the standard Time types are not sufficient, you may create your own Time types. Note: New Time types must only be created when the standard Time types are not enough to fulfill your requirements.

The maintenance screen of a Time type called Absence 0020 is shown in Figure 2.

Code

Description

0010

Attendance (generated or accessed from time events infotypes 2011)

0020

Absences (infotype 2001)

0030

Attendance Hours (stored in infotype 2002)

0040

Overtime Hours

0050

Total Hours Worked

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Figure 1: Some Time Type Codes and Meanings

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Figure 2: Time type 0020

There are two important indicators on this screen, namely Save as Day Balance and Cumulate as Period Balance. The indicators are assigned value 1, meaning that the Time type is used both in the day balance as well as period balance. ii) Processing types Along with Time types, Processing types are also important. The Processing type is an indicator that is assigned to an absence code or attendance code, in order to denote how the code is to be interpreted and handled. The attendance and absence codes that fall in the same category are grouped together (via processing types) and the balances computed from them are posted to the same Time type.

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Note: The Processing types are used to create groups of attendance or absence types that are to be processed similarly. This assignment or linkage is made in the IMG configuration

Figure 3 shows some standard Processing types that are available You may also define your own Processing types.

Figure 3: Some Standard Processing Types

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Processing Type

Meaning

P

Attendance

A

Absence

I

Illness

M

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Time Evaluation Made Easy

Time Evaluation Program (RPTIME00) This program is the main program of Time Evaluation. It may also be accessed via the transaction PT60. The screen of the program is shown in Figure 4. One of the important input fields of this program is the Time evaluation schema (specifying the relevant schema to be used). The schema contains rules that define the various steps (and calculations) that are to be performed within the Time Evaluation run. The Time program processes the recorded times, and creates time balances. The absence or attendances that are found having similar processing types are cumulated in the same Time types. The program then generates the Wage types based on the Processing type and Time type. The generated Wage types are then used for computing the gross salary of employees in Payroll.

Figure 4: Main Screen of Program RPTIME00

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Employee Quick Search Shortcut Strings

R

emembering individual employees’ personnel numbers may be difficult for SAP users. This may become even more challenging when a new SAP implementation is carried out, and the SAP system assigns fresh numbers to employee records when data from the previous system are loaded. When maintaining employee data using transactions PA30 and PA20, the usual means that users employ for searching for employees’ numbers is via the Search help. Most functional consultants and users are not aware that an even faster method for accessing employee numbers exists. This is via the usage of Employee Shortcut Code Strings. This method simplifies the Search help procedure and provides quick access to the desired numbers. In this article, I will discuss how to write the syntax and

semantics of these shortcut strings. Since the Shortcut method is an enhancement of Search help, I will also discuss basic Search help method.

Basic Search Help Method Before diving into the details of the Shortcut codes, let me discuss the Search help functionality. While processing an employee’s data via transaction PA30 or PA20, users employ the F4 help (Search help) provided on the personnel number field. This will open the dialog box comprising of a number of Search helps. If you want to select all employees whose last name is Admon and first name begins with S, you will select the Last name –First name Search help tab and enter values as shown in Figure 1.

Figure 1: Searching Employees With Last Name “Admon” and First Name Starting With “S”

The system will then list the value(s) found.

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Employee Quick Search Shortcut Strings

Figure 2: Entry Found Displayed

Clicking a particular row will populate the personnel number field (on transaction PA30 or PA20) with the relevant employee number. This is the basic Search help method. One disadvantage to this method is that you have to navigate through the Search help dialog box, select the relevant Search help of your choice, and enter values in the appropriate fields before reaching the list of employee values. In next section, we will discuss the Shortcut code method based on Search helps.

Employee Shortcut Code Strings SAP provides a quick way of getting to the employee (number) using Shortcut code strings. These provide direct access to a desired set of employee records by simply entering the string in the personnel number field contained in the main screen of transaction PA30 or PA20. For example, in order to search for all employees whose first name is Sarah, the necessary code to be entered in the personnel number field is shown in Figure 3.

Figure 3: Searching for All Employees Having the First Name “Sarah”

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The =n represents the code for accessing Last name – first name Search help (this code will vary according to the Search help to be used). Each dot (.) represents the fields provided on the relevant Search help (in this case, last name and first name sequentially). The value that is to be passed for the field is written after the corresponding field period (dot). You may simply use a period without a value or blank space if no value is to be passed for a given field. In =n..Sarah, the first period followed by no value means that we do not impose a selection restriction based on the last name. Keep in mind the following: • In case we need to search for the employee number having the first name Sarah and last name Admon, we will enter the shortcut code =n.Admon.Sarah. • The =n.Admon. or =n.Admon.. have the same effect, i.e, the program reads all employees having last name Admon. In case the latter fields are not being used in the selection, their corresponding periods may be omitted. • Within Search helps, we use an asterisk (*) to select all text beginning with a certain pattern. The * is not used in Shortcut codes. For example, corresponding to the search shown in Figure 1, we will pass =n.Admon.S as the string in order to search for all employees having last name Admon and first name beginning with S.

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Employee Quick Search Shortcut Strinigs

Entering the code string in the field and pressing Enter will display a list of values pertaining to your selection criteria, as shown in Figure 4.

Figure 4: Selection Criteria Values

In case there is only one personnel number matching the specified criteria, the relevant number is directly populated in the personnel number field without any list dialog displayed (such as shown in Figure 2). For the sake of illustration, I have used the last name and first name Search help. However, you may use the shortcut technique for other Search helps as well. The various codes and format of shortcut strings and some other examples of usage are illustrated in Figure 5.

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Employee Quick Search Shortcut Strings

Figure 5: Search Helps, Their Relevant Codes and Example Shortcut Strings

Search Help

Syntax for Shortcut String

Usage Example

=k.(Personnel Area).(Personnel Subarea).(Employee Organizational Group).(Employee Subgroup).(Payroll Area).(Company Assignment Code).(Cost Center).(Organization Unit)

To get all employees from Cost Center 123456, enter =k…….123456. The seven dots indicate empty values supplied for the six fields before the Cost center, whereas the seventh dot indicates the cost center value

Name

=n.(Last Name).(First Name)

Discussed in this article

Applicant

=r.(Applicant Number).(Personnel Number)

=r.1234 must be entered to get the Personnel Number of employee whose relevant Applicant Number is 1234

User ID

=u.(Communication Type).(ID/Number)

The relevant subtype of infotype 105 must be passed against the communication type, along with the relevant ID. For searching the personnel number of user ID JAMES, the shortcut string =u.0001.JAMES must be entered. (the subtype 0001 represents User Name in infotype 105)

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Recording Changes Made in Personnel Development Infotypes

L

ike Personnel Administration, the changes made in the Personnel Development (PD) infotypes must also be logged. You may record which fields were changed, the dates on which they were changed as well as the user who made the changes. This facility was introduced by SAP in Release 4.7. Changes made in infotypes 1000, 1001 and 1002 could be monitored at first, but this facility was later provided for other infotypes as well. Most users and functional consultants are unaware of this functionality. In this article we will discuss various entries for switching on the tracking of changes made in Personnel Development data, and how the entries are displayed. By default, the Changes tracking functionality is switched off for all infotypes. You need to switch it on for infotype and subtypes of choice. This is done by making entries in table T77CDOC_CUST. Once these changes are made and recorded, they may be viewed using a standard SAP report RHCDOC_DISPLAY. The changes made to PD infotypes are recorded as Change documents in tables CDHDR and CDPOS. The object name class involved is HR_ITnnnn, where nnnn is the infotype number (for example, HR_IT1001 for infotype 1001)

Note: You may use the steps mentioned in order to track changes made in OM as well as Training and Event Management data.

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Entries for Switching On Tracking of Changes In order to switch on the tracking of changes made in Personnel Development data, you need to create some customizing entries in the standard SAP table T77CDOC_CUST. One of the IMG paths for accessing the maintenance screen of table T77CDOC_CUST is Personnel Management g Personnel Development g Basic Settings g Activate Change Documents. Transaction SM31 may also be used by entering the table name in the field provided and clicking on the Maintain button. Selecting either of the two options will take you to the maintenance screen of table T77CDOC_CUST. Click the New Entries button. The various fields (and the values to be entered) on the table T77CDOC_CUST are discussed below: Plan Version. The value 01 for the plan version denotes the active version. Other than 01 version, the change log may not be required. This is normally ste as 01 (since only change log for version 01 may be required). Object type. As the name indicates, the field Object type denotes the objects whose changes are to be logged. The relevant code (comprising of one or two characters) representing the object type must be entered in the field (for example, O for Organizational Object, S for Position and likewise). If an asterisk (*) is entered in the object type field, the infotype change log will be updated for changes made in all objects of that info-

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Recording Changes Made in Personnel Development Infotypes

type. For example, if you want to monitor changes made to all objects for infotype 1000, you will enter ‘*’ in the field Object type. Infotype. In this column, the four digit number denoting the infotype to be monitored is specified. For example, 1000 must be entered to specify Basic Definitions infotype, whereas 1001 is entered for Relationships infotypes, and so on. Subtype. In case you want the Change log to be filled only when a particular subtype record of an infotype is changed, you must specify the relevant subtype number in this field. For example, if you want to limit the generation of Change documents for the infotype 1001 only to subtype A012, the entry will look like the one shown in Figure 1.

The Subtype field must be filled with an asterisk (*) for Infotypes to which subtypes are not applicable. Infotype 1000 is a typical example. Active checkbox – The Active checkbox is meant for switching the Infotype tracking on or off. The entry does not have to be deleted in order to deactivate Infotype monitoring; the Active indicator is simply switched off. Tip: The Active check box turns Infotype Change logging on and off, which makes it simple to deactivate an entry in table T77CDOC_CUST (without deleting it).

After creating the appropriate entries on the maintenance screen of table T77CDOC_CUST, save your entries.

Figure 1. Change Documents

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Recording Changes Made in Personnel Development Infotypes

Viewing the Change Log Now you have made all the necessary configuration settings related to the tracking of changes made to PD data. The system will automatically create the log for changes that are done. The program RHCDOC_DISPLAY may be used to display the changes that have been made to PD data. The selection screen of the program is shown in Figure 2. Since the selection screen lets you restrict the displayed data in a number of ways, it is a good idea to become familiar with its input fields. Let us take a closer look: • In the upper part, you will find the Object Section. This lets you restrict your selec-



tion based on the Object type and Object ID. Enter suitable values in the Plan version, Object type and ID fields. (The ID field may also be left blank). Then, you must enter infotype-specific data within the Infotype block. The values entered here dynamically change the input fields of this block. A typical example of this is when the number of a language-dependent infotype (such as 1000) is inputted in the Infotype field. In this case, a language key field is added on the screen. The language (such as EN for English, and DE for German) may then be specified in this field.

Figure 2: Screen of Program RHCDOC_DISPLAY

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Recording Changes Made in Personnel Development Infotypes

Note: If Relationships infotype (1001) is specified in the infotype field in the Infotype block, two additional fields (Object type and Object ID of related object) appear. In these fields, you may enter the related object’s type and/or ID. The output of the program will be comprised of the modifications made in Infotype 1001 records having relationship with the specified object type and ID.





The Change Data block is used to specify the change document selection based on the ID of the user who modified the infotype data, as well as the date and time on which the change was made. The current date is entered as the default for the start and end date fields (but these may be changed according to your requirements). At the end is the Output area. In this section, you specify the format in which the data are to be displayed. There are two ways to do this, namely Technical View and Summarized View. If the Technical View is chosen, the data are displayed in technical form, i.e., the change documents stored in the database. On the other hand, the Summarized View will display a single (summarized) document for multiple documents stored for a particular set of data. The Display Field Contents indicator (within the Output block) lets you specify the level of detail to be displayed. If the indicator is selected, a detailed report showing every infotype field that has been modified (along with Old and

New Values) is displayed. When the Display Field Contents checkbox is not on, a single line is shown in the Output for each change that is made The Output of the report RHCDOC_DISPLAY is shown in Figure 3. At the beginning is the Object type (OT) column. The relevant icon indicating the Object type is displayed in it. (In our example, organizational unit ). The second column is the Object ID, the eight-digit number identification number assigned by the system when the user creates objects via transactions such as PPOME, PP01. After that, the name of the changed object and relevant infotype are displayed, followed by the start and end dates of the modified record. The Name column tells the name of the user who has modified the infotype record in question. The date and time of the change are denoted by the Date and Time columns, respectively The illustration in Figure 4 is pertinent to the case when the Display Field Contents indicator was checked on the main program screen. That is why the label, the older value as well as the new value (of each changed field) are displayed. Note: SAP does not provide any transaction for executing the PD audit program RHCDOC_DISPLAY. The program may be executed directly via transaction SE38 or SA38. However, many organizations may not allow access to SA38 or SE38. The program may be provided to users through a custom-defined transaction code (Z transaction or Y transaction).

Figure 3: Output of Program RHCDOC_DISPLAY

Figure 4: Output When “Display Field Contents” Indicator is On

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Dynamic Actions Valuable Tips and Tricks

D

ynamic Actions are statements executed automatically by the R/3 system during the maintenance mode of infotypes. You may write your own dynamic actions (stored in table T588Z) in order to trigger activities automatically linked to infotype maintenance. There are times when dynamic actions fail to achieve their purpose. I have heard people saying that “Our actions are not getting triggered.” One reason for this is that SAP does not provide any syntax checking mechanism for guaranteeing the accuracy of dynamic actions, and the consultant actions are syntactically incorrect. Since there are no syntax checkers associated within the dynamic action editor, it makes it necessary for you to write syntactically and semantically accurate actions. In this article we will cover some important tips and tricks related to dynamic actions that will allow you to write correct actions and avoid mistakes commonly made by consultants. I have assumed that the reader is familiar with the basics of dynamic actions. If you need an explanation of the basics of dynamic actions, send an email to [email protected].

Figure 1:

Here are some useful tips for writing effective dynamic actions:

1

You should not use blank spaces within the variable function part component of your actions. This may cause your dynamic actions to fail. For example, the following is not correct: P

RP50M-FIELD1 < RP50M-FIELD2

The correct form is: P

RP50M-FIELD1
2

The correct use of brackets as well as commas should be made. A common error that consultants commit is the incorrect usage of commas and brackets while writing constant values and field names within P, I and W statements In figure 1, I have compiled an easy guide for helping you to write error-free P, I and W statements.

Statement

Can quotation marks be used while specifying constants?

Brackets allowed while specifying field names?

P

Allowed

Not Allowed

I

Not Allowed

Allowed

W

Allowed

Not Allowed

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Dynamic Actions - Valuable Tips and Tricks

I INS,’9001’,,,(P0001-BEGDA),(P0001-ENDDA) P (RP50M-FIELD)<(RP50M-FIELD2) The correct forms are shown below: I INS,9001,,,(P0001-BEGDA),(P0001-ENDDA) P RP50M-FIELD
3

Apart from syntax errors, semantic errors must also be avoided. These are logical mistakes that will cause the dynamic action to fail. This is typically true for OR and AND statements. Let me first clarify what OR statements and AND statement mean within the variable part of dynamic actions • OR. When a number of P statements are connected via OR, the statement following the P statements is executed if any one of the conditions specified by the P statement is true. • AND statement. On the other hand, the statement followed by P statements linked via AND will be executed only if all the P statement conditions hold true. In plausibility checks (P statements) use the addition /X at the end of the variable function part that you want to connect via OR condition. In case no /X is specified, the statement is considered as an AND condition. You may use the OR and AND together in order to create conditions for representing your company’s scenario. For clarification, let us look at a few examples: P PSAVE-STAT2=’2’ P T001P-MOLGA=’01’ I ….. W …. The above statements mean that the system checks the value of the country grouping and an employee’s employment status. The I and W statement are executed if T001P-MOLGA equals 01 and PSAVE-STAT2 is 2.

28

Let us consider another example. Suppose to the previous condition you want to add RP50MFIELD1. Say you want to trigger the action of the country grouping MOLGA, 01 or (OR) the value of RP50M-FIELD1 is equal to 02, and (AND) the value of PSAVE-STAT2 is equal to 2. The statements are as follows: P T001P-MOLGA=’01’/X P RP50M-FIELD1=’02’/X P PSAVE-STAT2=’2’ I ….. W …. The I statement is executed if (T001PMOLGA equals 01 or RP50M-FIELD1 equals 02) and PSAVE-STAT2 is equal to 2. Many consultants generally forget to include /X from P statements that are to be connected with OR condition. If they do, the required purpose will not be served. For example, consider the statements below: P PSAVE-STAT2=’02’/X P T001P-MOLGA=’01’ I ……………. In the above case, the second P statement does not end with /X, so the OR condition is not met and the AND condition is implied. The I statement is executed when T001P-MOLGA equals 01 and PSAVE-STAT2 is equal to 01.

4

Another example of a common error done by consultants is omitting the required (mandatory) field values while writing W and I statements. This is especially a problem when the dynamic action has to be run in background mode. The necessary screen does not pop up and the necessary action does not take place. Two examples are: • The Subtypes values for subtypes are not provided in case of infotypes that have a mandatory subtype field. • In the case of W statements , one or more mandatory fields have not be specified,

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Dynamic Actions - Valuable Tips and Tricks

5

Another common syntax error is the incorrect placement of commas within the I statements. In case of I statements, you have to be careful about the placement and sequence of commas. The correct format of an I statement is: (Operation) , ( Infotype number) , ( Subtype), ( Object ID), ( Start Date) ,( End date) The above sequence should be strictly followed. In case a given field value is not provided, a comma should always be included. Here are a few examples of valid statements for I statements I INS,9001,,,(P0001-BEGDA),(P0001-ENDDA) I COP,0014,,,(P0000-BEGDA),(P0000-ENDDA) I INS,9002,0012,,,

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