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Sap Basic erp

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Q. Why ERP?a) ERP stands for Enterprise Resource Planning. Enterprise Resource Planning systems integrate all data and processes of an organization into unified system. The key feature of an ERP system is it uses a single or unified database to store data for the various system modules.SAP in present scenarioOn April 1, 1972 five former IBM employees founded SAP as Systemanalyse und Programmentwicklung (Systems Analysis and Program Development) in Mannheim, Germany. Their vision was to develop and market standard enterprise software which would integrate all business processes. The idea came to them through their work as systems consultants for IBM when they noticed that client after client was developing the same, or very similar, computer programs. The second part of their vision was that data should be processed interactively in realtime, and the computer screen should become the focal point of data processing.In 1972 the SAP R/1 solution was launched. Seven years later, in 1979, SAP launched SAP R/2. In 1981, SAP brought a completely re-designed solution to market. With the change from R/2 to R/3 in 1992, SAP followed the trend from mainframe computing to client-server architectures. The development of SAPs internet strategy with redesigned the concept of business processes (integration via Internet)


What is project?A) Organization perform work, work generally involves either operation or projects. It is performed by the people with limited and unlimited period and with limited resources in order to create a unique product or services. Limited means projects has a definite begging and definite ending. Unique means that the product or services is different in some distinguishing way from all similar products or services. Projects are undertaken at all levels of organization. Effecting the changes instructures, staffing or style in organization, getting the modified information system.

This document is structured as follows: Section I It first outlines the scope of the Implementation, which was given in the Proposal Documents by COMPANY, during the bidding stage. It then goes on to describe the Methodology followed during the Business Blueprint Phase and the Methodology henceforth for the remaining portion of the Implementation. Section II Subsequently, it describes the processes and the sub-processes that form part of the processes. As we look at each sub-process, the document also captures the developments that need to be done to bring in the required functionality into SAP. Section III A summary of the development requirements will follow, wherein the price elements are summarized and the overall tally will be given. This will form the scope of developments during the Realization Phase Section IV Lastly, a section on the Users Roles has been given, wherein the User Roles and the sub-processes to which they would have access has been determined. This is the Level I mapping of User Roles. Section V This section also contains the Portals Blueprint with the Design for the same

ASAP Methodology (Phases of SAP Implementation project)

Q. What is an SAP Implementation/ ASAP Methodology?A) ASAP stands for Accelerated SAP. Its purpose is to help design SAP implementation in the most efficient manner possible. Its goal is to effectively optimize time, people, quality and other resources, using a proven methodology to implementation. ASAP focuses on tools and training, wrapped up in a five-phase process oriented road map for guiding implementation. A methodology should contain precise project plan. It was designed to support the rapid and efficient implementation of R/3 systems. ASAP is a solution from SAP to stream line customer implementation and deliver faster business results. ASAP incorporates a step by step approach and avoids non values added tasks. ASAP provides a baseline for business process requirement, configuration / testing and end-user procedure / training. ASAP methodology is tool which is used how to implement SAP project. Broadly, the Methodology that has been followed has been the ASAP Methodology, with a few changes to suit this particular Project. ASAP (Accelerated SAP) Methodology has various stages:

The road map is composed of five well-known consecutive phases: Phase 1 Project Preparation Phase 2 Business Blueprint Phase 3 Realization Phase 4 Final Preparation Phase 5 Go-Live and support. A) Phase 1: Project PreparationThe Project began with the Project Preparation Phase, wherein the detailed Project Plan and the Project Charter were made. This was submitted and is being followed by all members of the client Team.Phase 1 initiates with a retrieval of information and resources. It is an important time to assemble the necessary components for the implementation. Some important milestones that need to be accomplished for phase 1 include Obtaining senior-level management/stakeholder support identifying clear project objectives architect an efficient decision-making process creating an environment suitable for change and re-engineering Building a qualified and capable project team. One of the most important milestones with phase 1 of ASAP is the full agreement and cooperation of the important company decision-makers - key stake holders and others. Their backing and support is crucial for a successful implementation.

1) Creating a favorable project environment facilitating communication and team working. Laptops and phones and communication directly with each other in order to solve the problems quickly and ensure effective teamwork. 2) Project training what is client BBP what are the requirements, who has to do each sub module what are the deadlines and buffer time. This training period can be reducing consumption of waste time. Meetings and training should be carried out continually through the implementations. It is responsibility of the consultants to carry out on going knowledge transfer and make sure that the project team members are fully trained in their areas. In the workshop the team members can start being productive from day one. It is standard process for implementation of SAP 3) Preparing goals and objectives, assigning the roles and plan for development strategy.Clear project objectives:-Be concise in defining what your objectives and expectations are for this venture. Vague or unclear notions of what you hope to obtain with SAP will handicap the implementation process. Also make sure that your expectations are reasonable considering your company's resources. It is essential to have clearly defined ideas, goals and project plans devised before moving forward.An efficient decision making process:One obstacle that often stalls implementation is a poorly constructed decision-making process. Before embarking on this venture, individuals need to be clearly identified. Decide now who is responsible for different decisions along the way. From day one, the implementation decision makers and project leaders from each area must be aware of the onus placed on them to return good decisions quickly.Environment suitable for change and re engineering: Your team must be willing to accept that, along with new SAP software, things are going to change, the business will change, and information technology enabling the business will change as well. By implementing SAP, you will essentially redesign your current practices to model more efficient or predefined best business practices as espoused by SAP. Resistance to this change will impede the progress of your implementation.B) Phase 2- (BBP - Business Blueprint) (BPP - Business Process Procedures) (BPD -- Business Process Document)SAP has defined a business blueprint phase to help extract pertinent information about our company that is necessary for implementation. These blueprints are in the form of questionnaires that are designed to probe for information that uncovers how your company does business. As such, they also serve to document the implementation. Each business blueprint document

ssentially outlines your future business processes and business requirements. The kinds of questions asked are germane to the particular business function, as seen in the following sample questions:What information do you capture on a purchase order?What information is required to complete a purchase order?Accelerated SAP question and answer database:The question and answer database (QADB) is a simple although aging tool designed to facilitate the creation and maintenance of your business blueprint. This database stores the questions and the answers and serves as the heart of your blue print. Customers are provided with a customer input template for each application that collects the data. The question and answer format is standard across applications to facilitate easier use by the project team.Issues databaseAnother tool used in the blueprinting phase is the issues database. This database stores any open concerns and pending issues that relate to the implementation. Centrally storing this information assists in gathering and then managing issues to resolution, so that important matters do not fall through the cracks. You can then track the issues in database, assign them to team members, and update the database accordingly.Here the ASIS, TOBE and gaps analysis is explained. This the document that you will be using to do your configuration in the realization phase. Consisting of identifying the client current process, requirement and how SAP provide solutions, consists of detailed documentation. ASIS here to understand the existing business of the client. Prepare the questioner

BPO - Business processors owner is the clients employees who known about the client business process probably a middle management guy. BPO involvement is requiring as he may be able to tell you his requirements better. BPO can start learning with the consultant help more about the SAP. It is good practice to ask the BPO to make flow charts to explain business process.

TOBE Parallel you map theses processes to SAP. Once you do the business modeling will also be make aware of the gaps between ASIS and TOBE. This is the document that you will be using to do your configuration realization phase. During the Business Blueprint Phase, there have been multiple discussions with the COMPANY Implementation Team as well as the Users from the respective Development Department. Over these discussions, a high degree of process understanding has been developed by the Implementation Team. The processes that would form part of the client implementation. For the Business Blueprint, the reference documents were the CLIENT Documents and the Process Maps that were provided to the Implementation

artner by COMPANY. These documents were initially discussed with the Users and a Gaps document was made. This Gaps document detailed the Gaps between the existing client system and the requirements of the Users. This document, the Business Blueprint Document, is the key deliverable of the Business Blueprint Phase. The objective of this document is to capture the processes that have been finalized during the Business Blueprint on the business requirements. This document would provide the way forward during the Realization phase, where these processes will be configured in the SAP System. C) Phase 3 RealizationWith the completion of the business in phase 2, "functional" experts are now ready to begin configuring SAP. The Realization phase is broken in to two parts. Your SAP consulting team helps you configure your baseline system, called the baseline configuration. Your implementation project team fine-tunes that system to meet all your business and process requirements as part of the fine tuning configurationRealization phase Here you do the configuration in the development server. We creates master data, formats reports etc. The initial configuration completed during the base line configuration is based on the information that you provided in your blueprint document. The remaining approximately 20% of your configuration that was not tackled during the baseline configuration is completed during the fine tuning configuration. Fine tuning usually deals with the exceptions that are not covered in baseline configuration. This final bit of tweaking represents the work necessary to fit your special needs. During the Realization Phase, the Design Documents and details for the Development Requirements will be made and used for developments. In addition, both the Implementation Team as well as the Users will prepare Test Plans for testing various scenarios. Here where most of the implementation work takes place. Configuration Testing:With the help of your SAP consulting team, you segregate your business processes into cycles of related business flows. The cycles serve as independent units that enable you to test specific parts of the business process. You can also work through configuring the SAP implementation guide (IMG). A tool used to assist you in configuring your SAP system in a step by step mannerKnowledge Transfer:As the configuration phase comes to a close, it becomes necessary for the Project team to be self-sufficient in their knowledge of the configuration of your

SAP system. Knowledge transfer to the configuration team tasked with system maintenance (that is, maintenance of the business processes after Go-live) needs to be completed at this time.In addition, the end users tasked with actually using the system for day-to-day business purposes must be trained.D) Phase 4 - Final Preparation:As phase 3 merges into phase 4, you should find yourselves not only in the midst of SAP training, but also in the midst of rigorous functional and stress testing. Phase 4 also concentrates on the fine tuning of your configuration before Go-live and more importantly, the migration of data from your old system or systems to SAP. Workload testing (including peak volume, daily load, and other forms of stress testing), and integration or functional testing are conducted to ensure the accuracy of your data and the stability of your SAP system. Because you should have begun testing back in phase 2, you do not have too far to go until Go-live. Now is an important time to perform preventative maintenance checks to ensure optimal performance at your SAP system. At the conclusion of phase 4, take time to plan and document a Go-live strategy. Preparation for Go-live means preparing for your end-users questions as they start actively working on the new SAP system. The quality assurance system is where all the final testing is conducted before moving the transports to the production environment. In finial preparation integration testing once all the modules testing is over then the configuration is transported to the quality server, where the testing for all the modules is done by the client (BPO) and end users. Once it is finalized in the Quality server then configuration is transported to production server. Subsequently, the Users would be trained and the Client SAP System would Go-Live on 01.02.2011.E) Phase 5 - Go-live and Support:The Go-live milestone is itself is easy to achieve; a smooth and uneventful Go-live is another matter altogether. Preparation is the key, including attention to what-if scenarios related not only to the individual business processes deployed but also to the functioning of technology underpinning these business processes and preparation for ongoing support, including maintenance contracts and documented processes and procedures are essential. The production system is where all the daily business activities occurs. It is also the client that all the end users to perform their daily job functions.

1.2. TYPES OF SAP PROJECTS:A) Full Life Cycle /End to-End Implementation projects (Described earlier)B) Rollout Implementation ProjectThe term rollout project refers to the process of repeated activation of one or more templates. In short, When the is implemented in the parent company and wanted the sister concern company also to be a part of sap then the Rollout Implementation is applied

C) Support ProjectOnce SAP project is implemented, it should be supported by the consultants in day-to-day business. In Support projects, the support team helps the customer in day-to-day business.

D) Upgrade / Migration Project As we see, SAP is continuously upgrading the R/3 software. Customers are moving from the older versions to new versions. When the customer decides to new version, it is called SAP Migration Projects or Upgradation Projects. Now -a -days many customers are migrating from older versions like 4.5 or 4.6B, 4.6C to ECC 5.0 or ECC 6.0 versions.

E) Testing ProjectsObjective of a SAP/ERP System Testing are to verify that the installed system which includes the SAP software, custom code and manual procedures, executes as specified and without error; to confirm with the users and management that the delivered system performs in accordance with the stated system requirements; and to ensure that the system works with other existing systems, including but not limited to interfaces, conversions, and reports




1What is the Organization Structure?

2What are the Organization Unit(s)?

3How many Departments the Head Office?

4How many Departments of each branch?

5What are the Jobs?

6What are the Positions?

7How many Positions in each department in Head Office and each Branchs

8What are the Tasks of each the position in Head Office and Branches?

9 Whether the seating arrangement is numbered and allocated as per the positions?

10Are there any cost center assignments to the position?

11What is the Reporting Structure?


1While hiring what is the data collected? Ex: Permanent Address, Date of Birth

2How many branches are existing?

3How many employee groups are available? Ex: Permanent, Contractors, Trainees etc.

4 Existing Personnel Numbers Should be used or new number ranges to be given.

5What are the Personnel Actions types existing? Like Hiring, Conformation, Promotion, Transfer, .

6What are the reasons for each action type? Like for Hiring, reason is new vacancy or in place leftemp

7What are notice periods of both sides for different positions?

8What is the method of confirmation for permanent and trainee employees?

9How much details are you collecting recording family details from the new employee?

10Are company is providing insurance for employees or employee insurance have their own insurance?

11What the existing system of collecting the educational details is from school or last qualification?

12Who are the authorized HR personnel? List.


1What is your Holiday Calendar?

2What are your work timings? and what are the working hours per day?

3When is your weekly off?

4What are the Break Timings?

5Are the break timings paid or unpaid?

6Is there any Shift System? If Yes how many Shifts?

7Whether Shifts are fixed or rotating.

8Are they working on Flexi timings or Normal Scheduled hours?

9Is there any tolerance time for the late coming?

10When does the week start? Ex: Monday to Saturday

11What is the Leave entitlement ?Ex: CL, EL, SL

12What are the leave rules? Like every year the leaves are get lapses or encased or carry forward?

13Do you follow any Loss of Pay procedure?

14Is Over Time Compensated through pay or Leave?

15If overtime is considered is it on daily basis or weekly Eg: overtime after 48 hrs a week


1How are Employees paid? Ex: monthly, Weekly, Fort night

2Whether all the employees' salaries is paid on the same day or different dates?

3What are the basic components of salary? Ex: Basic Pay, DA, HRA, Conveyance etc.

What are the Perks, Reimbursements and Allowances? Ex: Driver Allowance, Medical Allowance, LTA

5If allowances are paid, what is the basis?

6What are the levels for positions maintained in each department as per the pay scales?

7What is the type of Industry and Location for the pay scale structuring?

What are the other statutory and non statutory payments and deductions? Ex. Gratuity, Superannuation

9What are the statutory deductions? Ex PF, ESI, PT etc.

10Whar are the statutory rules?

11What are the other deductions? Ex: Canteen, Loan, LIC etc

12What are the recurring payments paid every month? Ex: Uniform Allowance, monthly bonus etc.

13What is the mode of salary payment? Ex: Cash/ Cheque/ Bank Transfer.

14What is the Financial year?

15From which Financial year data should be considered?

16Is bonus or incentive paid yearly?

17If bonus is paid, paid through the monthly salary or any mid of the month

18What are the tax liabilities for an employee?

19Do you follow Company loans?

20Does salary advance exist?

21Any company arrangements? Like accommodations, transportation, Home appliances

GlossaryAlGrpAllowance GroupingBBPBusiness BlueprintCIConfigurable ItemCAPCollective Agreement ProvisionCLACompany Leased AccommodationCOACompany Owned AccommodationCMPFCoal Mines Provident FundCMPSCoal Mines Pension SchemeCOCSCompany Owned Car SchemeEEEmployeeEGEmployee GroupEREmployerEDLIEmployee Deposit Linked InsuranceESGEmployee SubgroupHRAHouse Rent AllowanceIMGImplementation GuideINVALIndirect ValuationLTALeave Travel AllowanceLTCLeave Travel ConcessionOYCSOwn Your Car SchemePAPersonnel AreaPSAPersonnel SubareaPCRPersonnel Calculation RulePFProvident FundRAPsReimbursements, Allowances & PerksRPFCRegional Provident Fund CommissionerPTaxProfessional taxWTWage Type

Advantages of SAP HR/PayrollSaving time and money, and improving information for decision-making and planning. Greater automation, ensuring greater accuracy and time savings.SAP is built to automatically apply policies and rules to employees data. In HRMS, this sort of information would be entered as required,keyed in by an employee. This will invariably result in acertain amount of inaccuracy, either through interpretation orsimple error. In fact, as SAP HR/Payroll was created, various instances were found of employees in HRMS who were receiving benefits they were not entitled to, or whohad been eligible for shift premiums but hadnot received them. As well, the reduced data entry will allow time for more value-adding activities.Improved reporting capability.Reports are tools managers can use to analyze their operations and find opportunities for improvement. For example, attendance reports, or workload reports .HRMS provided a limited number of standard reports in a format which could not be manipulated for more precise analysis. Reports would be ordered, and would typically take two days to arrive. SAP provides users direct access to thousands of standardreports, plus the ability to easily create custom reports. Reports can beexported into Excel for further manipulation orfiltering and then uploaded back to SAP.Improved position control.Information related to positions includes cost centre, report to and classification, for instance. SAP provides more position-related information than HRMS, and the information is presented in a much more user-friendly form yourself.Automated compensation adjustment.Prior to the introduction of SAP, compensation adjustments were calculated manually outside HRMS and thenkeyed in.Improved employee history data.This is essential planning information for various scenarios, for instance re-organization, or succession planning. SAP presents this information in a much more organized, user-friendly way.Better management of CUPE time data.CUPE employees time is tracked for payroll purposes, and is tracked against workcenters. This has required entry of the same datainto two different systems, but with SAP it will be entered once and thenshared by the HR moduleand the Plant Maintenance module. In additionto eliminating duplicate effort, this integration also allows exact planning in situations where wehave had to estimate.Better budgeting.Similarly to the CUPE time entry situation, budgeting will improve with exact planning information replacing estimates, as information on position requirements will be



















Q What is an ERP?A) ERP stands for Enterprise Resource Planning. ERP systems integrate all data and processes of an organization into unified system. The key feature of an ERP system is it uses a single or unified database to store data for the various system modules.

Q What results can be expected from an ERP Culture?A) Reduced working capital requirements, improve customer service, improve direct labor productivity, reduce purchase costs, reduce obsolescence, reduce overtime, having the figures to make decisions. Having accountability throughout the organization, improved quality of life.

Q What is SAP?A) SAP stands for Systems Applications and Products in data processing. SAP is an acronym for "System Application & Products" which creates a common centralized database for all the applications running in an organization. The application has been assembled in such a versatile way that it handles the entire functional department within an organization. The SAP ERP application is an integrated enterprise resource planning (ERP) software manufactured by SAP AG that targets business software requirements of small size, midsize and large organizations in all industries and sectors. It is the successor product to SAP R/3.On April 1, 1972 five former IBM employees founded SAP as Systemanalyse und Programmentwicklung (Systems Analysis and Program Development) in Mannheim, Germany i.e Systems Applications and Products in data processing. Their vision was to develop and market standard enterprise software which would integrate all business processes. The second part of their vision was that data should be processed interactively in real-time, and the computer screen should become the focal point of data processing.Q What is SAP R/3 ArchitecturePresentation Layer SAP GUI is installed on Individual machines which acts as presentation layerApplication Layer Business logic is executed in this layer. The application layer can be installed on one machine, or it can be distributed among more than one system.Database Layer The database layer holds the data. One R/3 system is composed of exactly one database server accessing a single database, one or more application servers, and one or more presentation servers. In three-tier client/server architecture the Presentation servers, Application servers and database severs all run on separate machines. During an implementation, there is usually one system (or one database) assigned to development, one or more systems designated for testing, and one assigned to production In three-tier client/server architecture the Presentation servers, Application servers and database severs all run on separate machines. For large systems this is the most common configuration and is common in production.

Q What is Human Capital Management?A) The acquisition, deployment, development, retention, motivation, and empowerment of the skills, abilities, experience, and knowledge of the enterprises workforce and includes a strategy that measures the contribution of human capital to the success of the enterprise SAP HCM aligns HR activities with organizational objectives Focus on leadership succession, workforce planning, and organizational change Make HR services transparent Less dependence on HR Executive to execute employee-centric processes anywhere, anytime with user-friendly Employee Self Service & Manager Self Service applications. Reduced workload on HR.

Q What is R stands for?A) The R in SAP R/3 stands for real time data processing and number 3 relates to a 3 tier architecture. SAP R/3 is client /server based application, utilizing a 3 tiered model.A presentation layer or client interfaces with the userThe application layer houses all the business specific logic &The database layer records and stores all the information about the system including transactional & configuration data. It creates common centralized data base for all applications running in an organization. The SAP system is a fully-integrated system where activities in one area generate activities in another area The system provides online, real-time information and one place for input of data.

Q What is Development?A) Development means where the consultants do the Customization/Development as per the Organization's requirement. .What is Quality Assurance?A) Quality Assurance means where the core team members and other members test the Customization/Development.

Q What is production?A) Production means where the live data of the company is recorded. Users must be trained in Quality system before they start using the Production.

Q What system Landscape?A) Landscape is like a server system or like a layout of the servers or some may even call it the architecture of the server. SAP is a Three System Landscape - DEV, QAS and PROD. A Transport request will flow from Dev-> Qual ->Prod and not backwards.

Q What is a screen?A) Screen is to Access and do setting, delete, modify. There are number of screens in SAP. Words or characters that appear on the screen. These include field names, screen titles, pushbuttons as well as menu names, paths, options body text, titles of graphics and tables name of element in the system i.e reports names, program names transaction codes and individual key words of a programming language.

Q What is Session?A) It is a screen to learn how to work with different sessions of SAP.

Q What is real time?A) It describes how data that has been entered into the system is available immediately after the transaction has been saved. Everyone has access to the same data.

Q Who is client?A) SAP systems use the client concept to allow legally and financially independent entities to coexist in a system. R/3 transaction provides special functions for working with clients. Note that client names are always numeric. Clients can be used for separating data for multiple companies or multiple divisions or just created for testing a process or data load. A client is data separator Clients can be created, copied and deleted. Client 800 / 000 is called a template, other clients are defined by copying client 800 / 000

Q What is IDES?A) International for Educational Systems.

Q What is an ECC?A) It is an Enterprise Central Component of version 6. ECC 6.0(Enterprise Central Component) was launched in 2005 by SAP AG replacing R/3 Enterprise.

Q What is Password?A) After giving the user name a password should be given for authentication and once it is correct then only the user can go into the system screens.

Q Explain about the language?A) You can choose your choice language.. All the messages and information on the system will be displayed in the language chosen. Print documents, display text etc. Q What is Transaction?It is a screen or series of screens to create, display, or change data amphibians.

Q What is a Transaction code?A) Transaction code is unique identifier for each transaction that allows you to get to a transaction without going through the menu. A unique code that acts as a shortcut by fetching the desired screen/program/function to the User. The transaction code is to be put in the Command Field of SAP Easy Access screen.

Q What is an end user role? A) The work is assigned to each employee or set of activities used by the employee.

Q What is integration?A) It is a transaction that is completed in one module or process trigger transactions in other modules. Integration means a model data has to hit other modules. Say for example FI people will create company code, cost center, businesses area, and physical year variant and cost allowance, these have to reflecting in HR modules. It is called integration HR people will create wage types this wage type are linked with GL accounts through symbolic accounts. The SAP system is a fully-integrated system where activities in one area generate can access activities in another area.

Q What is navigation?A) Navigate is to learn how to navigate within SAP. Q What is a menu path? A) It is a sequence of menu selections that should be followed to get to a function or required screen.

Q What is a data?A) It is a piece of information, numbers or text. Information / data that has been collected and stored in the info type.

Q What is Configuration?A) Customization or configuration is executed by Consultant. It is a defined process of defining the solution on SAP system based on Business Blueprints. Customization is executed through Implementation Guide (IMG)

Q What is customizing? A) Customizing means modifying the functionality of the system provided by SAP to meet the needs of the company implementing it.

Q What is report?A) Collection of data which is require by client in a specific format e.g. Time reports, payroll reports, statutory reports. Etc. All standards reports are generate from SAP Easy Axis Sap easy axis. Name of the employees, Birthday list of all the employees. SAP NAVIGATIONHUMAN RESOURCESSCOPEThe scope of this course is limited to SAP system navigation and some basic features for using the system.THE SAP WINDOWThe SAP window is the user interface to the SAP System. The elements of a typical SAP window are shown below:


The Menu Bar contains menu paths available for navigation from the current screen. The menu options vary according to screen or task. On the following screen, the available options include:

Menu Edit Favorites Extras System Help

To navigate a menu path, click on the desired option on the Menu Bar in order to view more menu options for that module area.

STANDARD TOOLBARThe standard toolbar, located just below the menu bar, contains buttons/icons for performing common actions such as Save, Enter, Back, Exit, Cancel, etc. The toolbar also contains the Command field (see white rectangular box in red circle below) where transaction codes can be entered.

If you are in a particular transaction and want to proceed to the next transaction without going back to the main menu, you can enter /n followed by the transaction code in the command field, then click .The functions that can be performed with the toolbar will be dependent upon where you are in a particular transaction. For example, notice in the toolbar below that the Save icon is grayed out; you would not be able to Save in this instance. Other buttons may be grayed out at any given time depending on where you are in a particular transaction (i.e., what screen you are on).A table summarizing the function of each button of the standard toolbar is presented on the next page. In addition, these buttons/icons are explained in further detail later in this course.

STANDARD TOOLBAR (Buttons/Functions)ButtonNameFunction

EnterConfirms the data you have selected or entered on the screen. Same function as the Enter key. Does not save your work.

Command fieldAllows you to enter commands, such as transaction codes.

SaveSaves your work. Same function as Save in the Edit menu.

BackReturns you to the previous screen without saving your data. If there are required fields on the screen, these fields must be completed first.

ExitExits the current function without saving. Returns you to the initial screen or main menu screen.

CancelExits the current task without saving. Same function as Cancel in the Edit menu.

PrintPrints data from the current screen.

FindSearches for data required in the current screen.

Find nextPerforms an extended search for data required in the current screen.

First pageScrolls to the first page. Same function as the CTRL + Page Up keys.

Previous pageScrolls to the previous page. Same function as the Page Up key.

Next pageScrolls to the next page. Same function as the Page Down key.

Last pageScrolls to the last page. Same function as the CTRL + Page Up key.

Create sessionCreates a new SAP session. Same function as Create session in the System menu.

Create shortcutAllows you to create a desktop shortcut to any SAP report, transaction, or task if you are working with a Windows 32-bit operating system.

F1 HelpProvides help on the field where the cursor is positioned.

Layout menuAllows you to customize the display options.

FEATURES/PROCEDURESAfter logging on to SAP, the screen below is the first screen that will be displayed:

HOW TO DRILL DOWNWhen you logon to the SAP system, you will only be able to see a few choices, as shown on the screen below. In order to reach a specific transaction, such as hiring a new employee or entering time, you will need to drill down to the lowest level.Drilling down one level is achieved by clicking once on a right-pointing arrow. On the following screen Human Resources has been highlighted because that is the area where drill-down is required in order to reach the time entry screen. Click on the arrow next to Human Resources

The following window shows the screen that will be displayed after drilling down two levels (by clicking on the right pointing arrow twice), when starting from Human Resources:

Each transaction can have multiple levels. The lowest level is indicated by the cube symbol, shown below:

Drill down further, by clicking on each down arrow (as highlighted in the following figure) until you reach the lowest level (highlighted by the red circle):

The lowest level in this case is CAT2 Time Data field, highlighted below, where the "Time Entry" transaction can be executed. Double click on the CAT2 field highlighted in yellow.Clicking on the CAT2 field will take you to the following "Time Sheet Initial Screen" window:

This is the window where you will actually perform the entries required for the transaction (entering the time worked).


A transaction code is a faster way that can be used to reach a transaction screen without using a menu path. It is typically a four digit, alphanumeric value that identifies a transaction, such as FB60, which is used for Entering a Vendor Invoice.

On the following screen, the Command Field has been circled in red. This is the place where you can enter the transaction code:

Enter CAT2 (which is the transaction code), as shown below:

NOTE: If you are already in a particular transaction and want to proceed to the next transaction without going back to the main menu, you can enter /n followed by the subsequent transaction code in the command field, then click . Click on the green checkmark (highlighted by the smaller red circle)

This will lead you to the Time Sheet: Initial Screen, which corresponds to the CAT2 transaction code, as shown below:NAVIGATION ARROWSThe navigation options in the SAP R/3 System are intended to give the user as much freedom as possible when moving between screens and tasks. To support this, a number of standard functions (such as "Back", "Exit", and "Cancel") are offered.Note the green checkmark and colored arrows on the following screen (Green, yellow and red). Their functionality is explained in this section.The following screenshot is a blown-up version of the Standard Toolbar shown on the previous screen.

The functionality of each of these icons is explained as follows:Green Checkmark

This icon is used as the ENTER key that allows you to continue to the next step. It is used when you require the system to validate your field entries and then move to the next function, or screen, in a system task. This key does NOT save the information that you enter. For that, you will have to use the SAVE icon.Green Arrow

This icon is used as the BACK key. It is typically used to go back to the previous screen or menu level.Yellow Arrow

This icon is used as the EXIT key. It is used when you want to exit the current menu level or system task without saving the data.Red X

This icon is used as the CANCEL key. It is used when you want to cancel the data you entered in the current system task. Save

This icon is used as the SAVE key. It is used to save data or save changes to data in a system task.Delete

This icon is used as the DELETE key.Print

This icon is used as the PRINT key.PAGINGYou can use the four paging buttons to move through a long list or report.To move: A page up: click on the single up arrow A page down: click on the single down arrow To the first page: click on the up double arrows To the last page: click on the down double arrows

CREATING A NEW SESSIONYou can work with multiple sessions of SAP. A session is equivalent to a window. What this feature allows is to have two, or more, windows open at the same time. For example, you can use one window to work on the transaction Create an invoice. Simultaneously, you can use the other window to go to another transaction to check the address of the vendor, without closing the first window. The following screen highlights the icon that is used to create a new session:To create a new window: Click on the icon highlighted by the red circle on the above screenThis will create a new window. You can switch between the two windows, the old and the new, by: Pressing the ALT key (and keep holding it down) Hitting the TAB key to move to the other window(s)CREATING A SHORTCUT ON THE DESKTOPYou can create a shortcut on your desktop in order to be able to access a transaction directly from your desktop. While in a particular transaction, click on the Generate a Shortcut icon highlighted on the following screen:This will cause the following pop-up window to appear:

Enter the shortcut description in the highlighted area.

Click on OKClicking on the OK button will place the shortcut on the desktop as shown below:

CREATING A FAVORITEA favorite is just like a bookmark in a Browser, which enables you to reach a transaction without using a menu path or typing in a transaction code. You can add multiple, frequently used, transactions to your list of favorites so that you can reach your destination quickly without having to remember either the menu path or the transaction cod. eTo add a favorite: Navigate to the transaction code that you want to add to your favoritesOn the following screen, PA20 - Display has been highlighted. This is the transaction code that we need to add to the list of favorites.

To add the favorite, after navigating to it: Click on Favorites on the menu bar Click on AddThis will add the PA20 transaction code to the list of favorites, as shown below:STATUS BAR

The Status Bar is located at the bottom of the SAP screen. It displays important system messages, such as errors and completion of transactions, as well as other session information. The following screen shows the message generated by the system after a purchase requisition was changed:

The circle on the left hand side of the screen indicates that the purchase requisition # has been changed.

The circle on the right hand side of the screen indicates the system information. For example, it indicates that the TRN client 722 is currently being used.DETERMINING THE CURRENT TRANSACTION CODE (Method 1)As indicated above, the default information displayed in the right-hand portion of the status bar indicates which client is in use. By clicking on the selection list icon (circled in red below), you have the option to select from several other choices of data to be displayed in this area.

A pop-up window, as shown below, will be displayed. The check mark, in the left column, indicates the information that is currently being displayed. Click on your choice to change the status bar display. In the example below, the transaction code was selected.

The status bar will now indicate the transaction code that is currently in use.

DETERMINING THE CURRENT TRANSACTION CODE (Method 2)If you want to find out the transaction code for the transaction that you are currently working on, as well as some other details, navigate as shown on the following screen:This will lead you to the following window:

Click on the green checkmark (next to Navigate), to return to the previous transaction

HOW TO CREATE A PERSONAL MENUSAP allows you to create your own personalized menu (i.e., user menu).The new SAP Easy Access user menu is the user-specific point of entry into the SAP System. You can access the user menu by clicking on the icon as shown below:

OR by clicking Menu in the upper left corner of the screen, then User Menu from the drop-down list (see below):

The user menu contains only those items such as transactions, reports, and Web addresses you need to perform your daily tasks.

If a user menu has been defined by your system administrator, it appears when you log on to the system.If you have not been assigned a user menu, or you need to access items that are not contained in your user menu: Open the SAP standard menu by choosing Menu SAP standard menu. You now have a complete overview of the SAP System you are currently working with. Use the navigation area to navigate to the items you need. Or, contact your system administrator.On the SAP Easy Access initial screen, you can also: Create a favorites list consisting of the transactions, files, and Web addresses you use most frequently Go to SAP Business Workplace, if you are using Work itemsROLESRoles are collections of activities used in business scenarios. Users access the transactions, reports, or Web-based applications through user menus. SAP currently delivers over 1200 predefined roles. Users can change aspects of roles they are assigned, for example, by creating their own favorites list.When a user is assigned a role, they are assigned not only the menu, but also the authorizations they require to access the information, ensuring that the business data is always secure. Authorization profiles are generated according to the activities contained in the role, thus restricting the authorizations of each user in the SAP System to only those activities.In the Workplace, the user uses a Web browser to view and execute the required tasks and activities. Roles can be assigned here as well.The system administrator can tailor the user menu to the personal requirements of each user, by adding or deleting menu entries.FIELD ENTRY SEARCHES

When entering data, you will at times need to conduct a search to determine the appropriate data to enter in a field. There are a few ways that this can be accomplished.In the example below, a Personnel Number is required. If you do not know the number, a search facility is available for this field. When your cursor is in the field, the search button will appear immediately to the right when After clicking the search button (or pressing F4), a pop-up window similar to the example below, will be displayed. This window provides options for conducting your search. Often, there are several tabs available, which give different search options.Note the three buttons in the upper right corner. The left arrow will bring the previous tab to the front, the right arrow brings the next tab to the front, and the selection list displays a listing of all available tabs and allows you to choose which to bring to the front.

Once you have chosen the tab that corresponds to your desired search method, enter data in the fields to limit your search. You may complete all, some, or none of the fields. If no fields have been completed, the entire list of possible selections will be returned. In the example below, only employees with the last name Smith will be returned.Click the green check mark to execute the search. To cancel and close the pop-up window, click the blue X .Sample search results are shown below. When the desired item is located (Andrew), double-click it. Or highlight it by clicking on it once and then clicking the green check mark . If you are not satisfied with the search results, click the blue X to close the window.The result of either of the two methods above will be the entry field being populated with the selected data.

Using a Wild Card in the Field Entry SearchWhile conducting a field entry search, you can use an asterisk (*) as a wild card character to help expand the search. In the example below, the vendor number search is being limited to vendors within a zip code range. Instead of entering a complete five-digit zip code, only the first three digits were entered followed by the * wild card.

This will return all employees whose last name starts with the characters kh as shown below:

The wild card can be added at the beginning, middle, or end of your search term. You can also use multiple wild cards within a search term.HOW TO GET HELPTo get help, navigate as shown on the following screen:HOW TO LOGOFF Click on SystemThis will display the following menu:Click on Logoff. This will log you off the system.

You can also logoff by clicking the X button in the upper right corner of the screen.

Switch on your computerSap logon icon will appear on Desk top.

Double click this SAP Logon icon

Click ecc6. This is for Connected server systems Or Individual Server system Click Lon on

Enter client number 800. Enter User SapuserEnter Passward - india123Language EN (English)The client number, User and Password will be given by the basis consultant In real time, there are three servers Development server, Quality server, Production server

Press enter

Choose center radio button and press enter.

This is called SAY Easy Access i.e this is also called front end screen where the authorized user works from here, secondly even Functional consultant will do testing from here.This is called command field in which enter transaction code can go to required screen or go through navigation path. ORGANIZATION MANAGEMENT Q What is organization Management?A) It creates required organization units. Organist ion structures in required modes and assign organization units to cost centers assign relationship between different objects and configure the report structure. Organization Management (OM) is one of the fundamental HCM sub modules OM comprises of several components, known as Objects. E.g. Organization, Position, Person Manages the organizational structure comprising of Organizational Plan which shows hierarchical relationship between OM objects An OM object is representation of a concrete or abstract real-world entity. It is defined by its attributes and identified by a unique key Each object is identified by an eight-digit unique ID, along with a short and long name, validity period and can be interlinked with other through a relationship Organization Management is the basis of defining reporting structure and workflow OM provides a comprehensive view of the organization in past, present & future To execute end-to-end business scenarios, the module is integrated with other HCM sub-modules OM reporting structure of organization is maintained by establishing position to position relationship will on organization unit. Incorporate employees in the organisational structure automatically.Q What is Plan version?A) Plan version is client requirements/seniors in which one creates organizational plans

Q What Organization plan? A) The organization structure is the bases for the creation of an organization plan. Organizational plan is the structure of the organization. The organization plan is the foundation for Organization Management. You can maintain ore than one organization plan. The different organizational plans are called plan version. There can be upto 99 plan version but only one active plan version will used in production system.

Q What is an organization structure? A} Organizational structure forms by creating relationship between organizational units to other units. It is required to function efficiently. Organizational structure describes the various organizational unites by creating their relationship between the units in an enterprise. Objects that are created an organization structure, Organization units are functional unites in an enterprise. According to how task are divided up within an enterprise, these can be departments, group, or project teams. The organization structure is defined based functional requirements. Organizational structure consists of departments, positions, persons, task, relationships and cost center etc. Organization Structure is representation of the reporting structure and the distribution of tasks using organizational units for example, departments in an enterprise.

Q What is an Organization Management?A) Organization Management is a powerful decision support tool that allows the mapping of an organizations Business and HR processes to a reporting structure or plan and furthermore provides crucial data when required.

Q) What are the planning OBJECTS OR BUILDING BLOCK? A) These objects with which will frame a organizational structure also called structural objects. Each object has object key which are very much use full for configuration.ORGANISATION OBJECT OBJECT KET

Organizational unitO





Work centreA

Cost centreK

Q What are the ranges of infotypes in sub modules?A) 1000-1999 Organizational management.

Q What are structures in HR?A) Structure means group of elements/ objects. There are 6 structures in HR Organizational structure, Administrative structure (Enterprise & Personnel structures), Time structure, Payroll structure, Wage structure

Q What is a simple maintenance?A) If the company needs to create a huge structure, we will use simple maintenance, because it is user friendly is it is easy to create a structure, the system automatically relationship between the objects. It is flexible, speed and simplify. Simple Maintenance uses a tree structure, which enables to quickly and easily create a basic framework for organizational plan

Q What is an Organization unit?A) It is functional unit where activities are performed. Organizational units are the units of the company that perform functional Ex. departments, groups, project team, divisions, and subsidiaries. It is root organization unit also called parent unit. It may be a company name.

Q What is a Sub Organization Unit?A) It is dept, group and project. It is child for the organization unit.

Q What is Job?A) It is general and is classification of work duties / function. General classification of Task / activities that are performed together It describes a position. Without Job, position cannot be created. Job belongs to organization unit. Jobs like Manager, Engineer, and Consultant etc. It is possible for many employees to have the same job classification. There may be 20 people whose job is executive or 20 Managers

Q What is Position?A) It is a company specific and occupied by one or more employees called holder. Positions are used to distribute tasks to different positions to depict reporting structure. Position is described by the job and belongs to the organization unit. You can create a position when it is there in Job index. Position like HR Manager, Civil Engineer, Tax Consultant etc.

Q What is a Task?A) It is a description of an activity in order to function in an organization or performed with in an organizational unit. Task is individual duty and responsibilities that must undertake by an employee. "Secretarial Tasks" can contain the tasks of word processing, filing, and making appointments. Task catalogue is to be developed which describes roles and responsibilities associated at the job or a position level.

Q Who is Person?A) Person is an employee who occupy / holds a position or who perform the Task in an enterprise. Persons represent employees in the company. Mr. Rajram - Vice President - HRMr. S. Agrarwal General Manager - Finance

Q What is Work Center?A) Work center describes the physical location where work is performed. It is an object (physical locations) where actual work takes place. Place where physical activity takes place or employees perform activity. It mean department (HR dept), Place (Hyderabad).

Q What is Cost Center? A) It is an object used to refer to work center activities are going in cost point of view. Cost center is related to organizational unit or position Work center. It is created and maintained in the Finance module.

Q What is relationship?A) Linking between objects is called relationship. Objects are linked through relationships. Several linked objects can represent structure. There is relationship between same objects or with different objects in organizational plans.

Q Who is Subordinate?A) Who reports to Chief/Senior or who works under other boss.

Q What is a reporting structure?A) Reporting structure describes position to position relationship in SAP system. Reporting structure is decentralized. One to multiple one o organization units. Reporting structure is decentralized. Who reports whom? The chief is reported by the subordinates. It describes the position hierarchy in your enterprise where different positions (persons) will have to report to various positions according to your organizational structure. Once a position is declared as head of organization who is the in charge of the employees and responsible for approvals, and other workflow. Chief is the head of the Dept / Unit etc. OM reporting structure of organization is maintained by establishing position to position relationship with in an organization unit

ORGANIZATIONAL STRUCTURE. There are three methods to create of organizational structure.1) Simple Maintenance 2) Expert Mode3) Organization and StaffingSIMPLE MAINTENACE Transactional codes to create, maintain and display on simple maintenance?PPOC_OLD create organization unitPPOM_ OLD display organization unitPPOS_OLD change organization unitEnter transaction code PPOC_OLD in command field and enter press will take you to screen to create organization unit name. OR Go through navigation path: Human Resources -> Organizational Management ->Export Mode -> Simple Maintenance -> Create, Change and Display.


Here enter abbreviation Complete name of the company Validity period: Enter the start date and end date. It is the foundation day of the company.

Press enter

50006280 is the object unique number assigned by the system. Each object key has its unique number. This is called main organization unit or parent or root organizational unit.To create sub organizational unit Ex. Depts. Select object org unit and press F7 ORMove to top bar, click on Edit - create organization unit (F7)

Enter Departments names

Press enter OR click on save icon

Select the 50006280 main org. unit and click structural graphical icon OR F8.

CREATION OF JOBTo create jobs click or press F8 Otherwise double click Human resource department, select job

Create Job for which select 50006281 then press F9 or move to Edit

Enter the jobs with abbreviation and expand them

Press enter or click save icon Immediately after creation job, it will not appear, it will appear at the time of creation of position or task. On each job we can create number of positions like VP-HR, VP-FIN, VP-MKTG etc.CREATION OF POSITION Click position to create in bar OR Select HR dept press F8 OR move to bar on top Edit

Enter job in field and press enter

The job displayed in position filed and specify position as HRIf want number of positions, enter number in box (Number of requested positions).

Press enter or click saving icon

Give 3 number in the box to create more assistants

Create position of one VP, one GM, one Manager, four Executives and three AssistantsCreation of Task.Have to create Business Planning and Human Resources Planning as task for VPSelect position move to Goto select Task maintenance

Whereas you are creating new task select task type as customer task and click F5 or click create icon

Task number is 00000000Enter task in abbreviation and give full name of the tasks and save it thereafter the system itself generates the number for tasks.

Remember the abbreviations need to enter in the subsequent screens for the assignment for the positions.Press F3 or go back

and again go back

You have created the tasks and assign concern position Click F8 or press task icon to enter abbreviations of tasks as BP,HRP

Press enter two times or click flag button

Enter press or press icon button

Can able to see the task under the position.Similarly should create tasks for all the positions in HR and other positions in other departments.Assignment of Person/Employee While hiring an employee by giving the above created position so that name of the hired person / employee will be appeared under the position in the structure. This is happened through Personnel Administration in the subsequent chapter. Change text of the object Menu bar EditchangRename

Selection of chief Select the position to whom we are selecting as chief or boss.In menu bar select Edit chief position create.

Press enter or click saving icon.

The Key S 50012232 Vice President HR has become chief or head or boss Reporting Structure Then remaining positions are report to whom. Select the higher position go to menu bar Goto Reporting structure

This elevate will in menu barSelect higher position and click Elevate on menu bar or Shift + Ctl + F6

Select position by putting X in the box need to make him as subordinate(s) press enter or click save icon

Do similarly for the other positions.

Configure similar reporting structures for other departments

Export ModeHave to create objects first and then give relationship between objects later on. Some time for few objects, while creating object the system asks relationship between those objects in the same screen. To create the structure, each object has transition code

Q Explain the Export Mode Codes and its relationship?A) The relationship text is indicated with three digit codeAbottom upB top down

A lower level to higher levelB higher level to lower level

A002 Reports to (Sub org units are reports to org unites) B002 is the line supervisor (Organization unit is the supervisor)

A003 Belongs to (Positions belongs to Department) B003 Incorporates (Department incorporates positions) A005 Subordinate (Executive reports Manager) B005 Line supervisor (Manager is reported by executive)

A007 Describes (Job describes Position)B007 Described by (Position is described by)

A007 Describes (Task Describes Position) B007 Described by (Position is described by)

A008 Holder of B008 Holder

A011 Cost Center AssignmentB011 Cost Center Assignment

In this structure the relationship creates by the systems. This structure is created with help of Infotypes.The important infotypes uses in Expert Mode are1000 Object1001 Relationships1002 Description1003 Department/Staff1004 Character1005 Planned Compensation1006 Restrictions1007 Vacancy

T.CodesEnter PO10 in Command field and press enter

Select object row press F5 or click create icon Enter dates in this fields

Enter abbreviation and full name of the company

Click saving icon Come back or F3

Note done the system has created the number 50006286 for the object org unit .Creation of Sub Org UnitCreate Sub Org Unit as similar procedure as creation of organization

In this cases, at the time of creating the sub org unit here itself can able to create relationship therefore specify root organizational unit number 50006286 in the field of ID of related object so the relationship between org unit and sub org units ( departments) got created.

Save it

Note down HR dept object number 50006286. Similarly Create other Department respectively. Creation of JobT Code is PO03 enter in command field and press enter

Select the object and click create

Enter the Job abbr and Name

Press enter or Click saving icon

Note done the job object number 50064133Creation of Position Enter PO13 in command field

Select object Press enter or press F5

Enter position abbr and name

While saving it the system ask to relate with concern Sub Org Unit. Specifiy HR dept number 50006287 to form relationship between Department and position as relationship is as A003 and B003 Position belongs to Dept

Save it

Note the Position number 50012245.

Linking two object like Position and Job by specifying both the Object numbers in the respective fields therefore the relationship between them will form.

Select relationship row, press enter

Enter the relationship type in the boxes specify job number.

Save it

Creation of Task Enter T code PO14 in the command field Press enter

Select object row Press F5 or enter

Enter Task abbreviation and full name

Save it

Note down the task object 98000304Now have to create relationship between Task and Position

Select relationship, Press F5 Click create icon

Enter the relationship type in the fields A007 and specify position number 50012245

Save it To see structure of the organization structure which have been created have to go to simple maintenance with T code PPOM_OLD.

Press enter

As we created only one department under the main org unit.Similarly, create other depts.Double click on sub org unit means HR dept 50006287 so can able to see position

We created only one position similarly create other position in the same department and other departments.Double click the position 50012245 Vice President so as to access the task.

Similarly create tasks for other position in HR department and positions of other departments.Q Explain infotypes from 0001 to 0030 in Organizational Management?1000 Objects- Infotype that determines the existence of an organization object. To Crete new objects you must define a validity period for the object, provide an abbreviation to represent the object provide a brief description of the object. 1001 Relationship-Infotypes that defines the relationships between different objects. Relationship between various organizational units form the organizational structure in you enterprise . You identify the tasks that the holder of a position must perform by creating relationship infotype records between individuals tasks and a position. If you work in infotype maintenance you must create relationship records manually. 1002 Description - Infotype containing descriptions of organization objects. You can describe the main area of responsibility of an organizational unit in your enterprise as follows : Production department is responsible for materials, stock keeping, packing and distribution. 1003 - Department / Staff 1004 Character - Infotype with which you can categorize the different tasks you maintain in your task catalog. For example, you can differentiate between tasks that contribute directly to the products and services you company produces, and the tasks that are administrative in nature.10051006 Restrictions Infotype with which you can identify any restriction applicable to employees who are assign to a work center. Create restriction infotype for work center. Has no wheel chair access, it may be unsuitable for disabled employees. Requires heavy lifting, it may be unsuitable for woman. Exposes workers to alcohol, it may be unsuitable for employees under 18 years of age. 1007 Vacancy Infotype with which you can identify positions that are currently vacant or will be vacant in the future, that is they may be occupied again in the future. If your company maintained between occupied and unoccupied positions, you must maintain the vacancy infotype. 1008 Account assignment Features Infotype with which you defie account assignment features for organizational unit and position. It plays a role in the assignment of cost centers to objects. 1009- Health Examinations Infotype with which you can create prerequisites and restricts for employees at particular work centers. You only create a Health Examinations infotype for work centers. Use health examination subtype when a particular health examination must be performed on a regular basis for example, if retgular eye tests or hearing tests are required. 1010 Authorities and Restrictions Infotype with which you can define authorities and resources for position or work centers. A position can have authority to sign contract of u to 50000dollors, you can also use authorities to set authorizations for access to different areas of your company. The resources, or the equipment, made available to position or work centers laptops, special equipment, cars. 1011 Work schedule Infotype with which you can define work schedules for organizational units, positions, or work centers. 1013 Employee group/Subgroup Infotype with which an employee group and subgroup can be assigned to a position. 1014 Obsolete Infotype with which positions that are no longer required as a result of reorganization but are still occupied can be flagged as obsolete. 1015 Cost planning Infotpe with which information on all cost elements that form part of personnel costs in general can be stored. 1016 Standard Profiles Infotype with which the following objects may be assigned authorization profiles defined by the systems 1017 PD profiles - Infotype with which structural authorizations can be created and edited1018 Cost Distribution Infotype which determines how costs are to be distributed between several cost centers. 1019 Quota Planning Infotype with which you can plan how many positions, defined based on a particular job or how many full time equivalent you will need in the future for a particular organizational unit. You can only carry out this planning for organizational units. 1027 Site Dependent info Infotype with which a calendar can be related to an organizational unit. Days on which there is no work are defined in the colander, civic or religious holidays.organizational and staffingQ What are the Transactional codes to create, maintain and display on organizational and staffing?PPOCE create organization unitPPOME display organization unitPPOSE change organization unitOR Navigation Path : Human Resources Organizanational Management Organizational Plan Organizational and Staffing


Q What is SPRO? A) SAP Project Reference Object is the transaction code used to access the customizing menu.

Q What is IMG screen?A) Implementation Guide for R/3 customizing. IMG screen is back end screen where functional consultants will customize the business process in SAP applications. Implementation Guide is the main menu in which all the customization nodes are available for Consultant to customize SAP. The scenarios would customize the SAP multiple modules system as per the customer requirement in the IMG. In IMG we can create multiple views like HR, MM, SD etc.

Q What is Personnel Administration?A) The Personnel Administration module deals with data & records related to employees from the date of hiring till the date of resignation or retirement, i.e during his services what are the changes in the employees records will be dealt by the Personnel Administration in the organization. Purpose of this process is to capture all the different types of records that are to be maintained against an employee through the group of info types in order to manage the data efficiently and effectively.

Q What is an enterprise structure? It describes the functional locations. It have four objects Company, company code, personnel area, personnel sub area.

Q What I a company?A) A company is an organizational unit in Accounting which represents a business organization according to the requirements of commercial law in a particular country.

Q What is company code?Company Code is legal entity. It is independent firm with independent accounting unit a company can draw up its own balance sheet. Many company codes under one company.

Q What is Personnel Area?It is geographical location where the company operates its business for example Hyderabad. It specifies the functional area of an enterprise. There are many personnel areas under one company code. It is specific entity for personnel administration. It is a subdivision of company code.

Q What is Personnel Sub Area?A) Personal Sub Area is subdivided of Personnel area where functional activity takes place for example Uppal, Nacharam etc. The personnel subareas could represent companys location.

Q What is personnel structure?A) Personnel structure describes the employees position within the organization. It have three object Employee Group, Employee Sub Group and Pay Roll (Country Specific)

What is Employee group?A) Employee Group is a group of employees with a specific status having the relationship with the company for example Active, inactive, terminated, retire etc. It describes how the employees positioned in the organization. Classify employees into general groups for processing pay, time and benefits. Employee group is a sub division of all employees into categories.

What is an Employee sub group?A) Employee Sub Group is subdivided of employee group i.e active employee sub divided as Hourly wage earners, salaried employees, and trainees. Employee sub group whether an employees pay is to b calculated on monthly or hourly basis.

Q What is Assignment? A) Linking one object to another object to form structure. Once you have linked the organizational units, you have built the framework for processing business transitions.

Q What is an employee attributes?A) Assign one of the following statuses to those employee groups and employee subgroups. Activity status, Employment status and training status?

Q Can you brief explain about the status?A) Activity status: 1. Active employee 2. Retire 3. Early retiree 9 Other Employment Status: 1 industrial workers / Hourly paid worker 2. Salaries employee 3. Civil servant 9 Other Training Status: 1 Trainee / apprentice 2. Trained 9 OthersQ What is difference between the Master data and Personal data?A) Master data is collecting and maintain an employees information from the date of his joining till the date of his separation from the organization .

Q What are the tables in Organizational Management?V_T880 Define Company, T. Code OX15V_T001- Define Company Code, T. Code OX02 T500P Personnel AreaV_T001P Personnel Sub AreaT501 Employee GroupsT503K Employee Sub GroupsV_001_Y Assign company code to company OX16V_T500P - Assign Personnel area to company codeV_T503Z - Assign Employee sub group to employee group. V_503_C Define employee Attributes

Q What are the physical year variant?A) OB37 (K4), OB29, OB62 (INT)

Q What are the transaction codes for master data?A) Transaction codes as followsPA10 Personnel filePA20 Display HR master dataPA30 Maintain HR master dataPA40 Personnel event / actionsPA41 changing hiring data

Q Where changes have happen when change in actions?An employee is transferred, promoted, etc change is made in the organization assignment (integration between organization management to HR master data) and also relevant changes have been made in organizational management. PLOGI PLOGI X the activates integration between organization management & personal administration via infotypes 0001.

Q What is different between organization reassignment and transfer in personnel actions?A) Organization reassignment mean, during the course of his or her employment, the employee changes positions, cost centers, or is moved to another subsidiary, his or her organizational assignment also change with the city. Whereas transfer means, when an employee is transferred on one business unit/location to another and retain its identity after the transfer .So New recruits for a new location will not be considered as a transfer. Moving from a city to other, which by virtue are same cities will not be considered as a transfer ie going out of the city.

Q What are reasons comes under terminations?A) Resignation, Involuntary Retirement, Voluntary Retirement, Contract expires, Dissimal.

Q What is Reinstatement? A) Whenever an employee is suspended for a period of time his status will be inactive, after the completion of the period, the employee returns when he will be made active employee. Q What is an organization assignment?A) The most important is the allocation of employees to the structures in their enterprise as it is the first step in entering the personal data. You assign employee in infotype 0001 organizational assignment which will include the employee in the organizational, enterprise and personnel structure.

Q What is search help?A) An effective function to locate an employee or employee related data. Various options of Search Help are available other than just searching by Personnel Number. Some of these are Last Name-First Name, Organizational Assignment Details & Free Search

Q What is molga?A) Is the discipline of classifying data in terms of the countries for which HCM records are maintained.

Q What is UGR?A) Is the discipline of classifying Users in various groups according to the functionalities that they use.

Q Info type? A) Info type is a type of information this is store in database. It is a screen, where we maintain information related of an employee. A group of information is being maintained in group of infotypes called infogroup. Infotypes, known as information types are units of human resources information formed by grouping related data fields together. It is recognized with any four digit numeric code. An employee has many infotypes. All the infotype have the validity period.

Info type number ranges00000999Personnel Administration 1000---1999 Organizational Management 2000---2999 Time Management4000---4999 Recruitment50005999 (E-recruitment, E-Compensation) through WEB9000---9999Customer Specific

Q What is sub type?A) Subtypes are sub-classification of Infotypes maintain additional information. For e.g. Infotype Address (0006) have various subtypes like, Permanent Address, Temporary Address. Each subtype has a four-digit identification code. Not all info types will have subtypes. Like infotypes, every subtype has own validity period

Q Where employee information and data is maintained?A) It is maintained in Personnel Administration (0001, 0002, 0006) organizational assignment contain position assignment, defining Job, Organization unit, and cost center.

Q What are Transaction codes for relationship, objects and number ranges?A) OOVK - relationship codes OOOT objects OONR number ranges to objects

Q What is a feature?A) Features are used to determine default values. These values suggested by the system when info types that effect employee master data are maintained. T Code for features is PE03.INFOTYPES OF PERSONNEL ADMINISTRATION (HR MASTER DATA)0000 Actions0001 Organizational Assignment0002 Personal Data0003 Payroll Status0006 Addresses0007 Planned Working Time0008 Basic Pay0009 Bank Details0014 Recurring Payments/Deductions0015 Additional Payments0016 Contract Elements0019 Monitoring of Tasks0021 Family Member/Dependents0022 Education0023 Other/Previous Employers0024 Qualifications0025 Appraisals0040 Objects on Loan0041 Date Specifications0045 Loans0050 Time Recording Information0078 Loan Payments0105 Communication0185 Personnel IDs Numbers

ENTERPRISE & PERSONNEL STRCTURESCompany --------- 6 digit codeCompany Code --------- 4 digit codePersonnel Area --------- 4 digit codePersonnel Sub Area ------ 4 digit codeEmployee group -------- 1 digit codeEmployee sub group ---- 2 digit code--------------------------------------------------------Enter SPRO in the command field, press enter. Click SAP Reference IMG

Click Enterprise structure

Click Definition Financial Accounting Define company

Define Company

Press F5 or click New Entries to get new screen, enter name of the company name & its Address. Name of the company and company code are defined by the FI/CO consultant in the real time project.

Fill all the fields

Save it

This screen is called Customizing request screen where it will save the total configuration on this request number SA1K900327. This system generates number and description will be given by the user. In this screen above in view maintenance will appear V_T880 is the table name. All information stores in the table, all the table have the numbers. This request number is used to transport the data from one client to another client Change short description with the client name

Save it or enter press

Use the help of the position field to locate your required company

Click position enter the UOL and enter press or click flag

This saves time by avoiding searching the company

To See the table click shift F1

Creation of Company Code

Execute button

Double click Edit company code Date Edit, Copy, Delete, Check Company Code

Press F5 or click New Entries

Enter the company Code and fill details in the fields

Save it

Have to fill the company name and country abbr and region code but in real time have to fill all the fields.

Creation of Personnel Area

Personnel Areas

Double click Personnel areas or click Choose

Press F5 or click New Entries

Save it

Creation of Personnel Sub Area

Execute Personnel Subareas

Double click create personnel subareas or select Create personnel subareas click Choose

Press enter

Press F5 or click New Entries

Save it Creation of Employee Group

Press F5 or click New Entries

Creation of Employee Sub Group

Executive Employee Subgroup button

Double click Define employee subgroup or select it click choose

Press F5 or click New entries

ASSIGNMENT linking one object/element to another object/element.Assignment of Company code to company

Execute Assign company code to company

Click position to find out the company code

Enter company abbr UOL

Save it Assignment of Personnel Area to Company Code

Execute Assignment of Perssonel Area to Company code

Click Position and find out your company code

Save itAssignment of Employee Subgroup to Employee Group

Execute Assign employee subgroup to employee group

Press position to find out your employee gourp and employee sub group

Press enter Select and click details icon


Activity statusThe activity status can be set as follows:1 = Active employee2 = Retiree3 = Early retiree9 = Other4 = Part-time work for retireesEmployment statusThe employment status can be set as follows:1 = Industrial worker/hourly paid worker2 = Salaried employee3 = Civil servant9 = OtherTraining statusThe training status can be set as follows:1 = Trainee/apprentice2 = Trained9 = OtherMAINTAIN NUMBER RANGE INTERVALSPROPMPABasic SettingsMaintain number range intervals for personnel numberNumber Range Intervals

Click change intervals In sap every employee can be given a 8 digit numeric number as employee ID number as this also called as Personnel Number.Number Range Intervals assignment are two types1. Internal number assignment2. External number assignmentInternal no range assignment means when we hire a person system will assign a number form the no ranges what we have definedExternal no ranges assignment means when we hire a person the user has to choose or pick one number from the no ranges what we have created

There is 04 series, to create new range intervals click

Created 04 series with five 50000000 59999999 number ranges.When we do not tick in the box it is called Internal number assignmentWhen we tick in the box it is called External number assignment

Save it Determine Default for Number rangesWe are defaulting these 5 series no ranges through a feature called NUMKR

Ctl F2 & F3System will assign the 5 series number ranges to the employees. AdministratorThere are three adminPayroll administration Time administration Personnel Administration These administrators are defined with four digit codeSPROPMPAOrg Data AssignmentDefine Administrator

Press F5 or click New entries

Define administrator groupsHere we are defaulting these administrators through PINCH feature with the value of 1004

ACTIONS SPROPMPACustomizing ProceduresActionsDefine Info groups

Double click on

Click new entries or F5, enter two digit character

Here Ref 40 is the user group and HI is Menu under which have to maintain all the required infotypes as per the client requirement.

Double click Enter HI in the infogroup box

Fill all the fields. User group always should be 40, Infogrmodier is Hiring, Operation is INS for hiring and infotypes are 0000, 0001, 0002, 0006, 0007, 0008 etc. sub types based on the client requirement

Set up Personnel Actions

Double click Define with two digit code

Employment status for active employee select 3

Special payment for active employee select 1.

Ticking boxes in personnel area, personnel subareas, employee group , employee sub group, actions-U and Additional actions U, IG is the group menu usergroup dependency.Under which you have maintained Infotypes.

Create Reasons for Personnel ActionsEvery action there are the reasons.

Click new entries or F5 and specify the reasons for the hiring action

Save it

Change of Menu ActionThis screen is very important screen as to display action on PA40 screen you have to maintained the particular action in this screen otherwise the action will not display in PA 40 screen

Double click on ]Enter always 01 only in Menu box

Click new entries or F5 and fill the fields

Save it. Maintain Fiscal Year Variant Assign fiscal year variant to company codeNote: it is done by FI/CO, enter T Code OB37 in command field.

Select the company code and assign K4 or V3 in Fiscal year variant coloumn.

Save it Maintain Chart of AccountsAssign chart of accounts to company codeNote: it is done by FI/CO, enter T Code OB62 in command field.

Specify INT in both Chrts/accts and Cty ch /acts columns against company code.

Save it The total Personnel Administration configuration is completed in IMG i.e back end. Now we have to do testing. Testing will be done in the SAP easy access i.e front end.