Human Resources Management System (Instructor: Wenlu Feng)

Exercise 2: Hiring an Employee (Assignment # 2 Reference)

(Reference reading: Personnel Actions on SAP Help Portal)

Exercise Objectives: After completing this exercise, you will be able to execute a Hiring Action to
1) hire Employees and, 2) Create an employee’s initial master data

Business Example 1: A new employee has been hired. You must enter the employee's personal
information and organizational details onto the SAP system. A Personnel Action of Hiring is
executed to create the necessary infotypes, so that employee will be included in the organization.

Business Example 2: You company has just start to use a new SAP HR system, now as an HR staff,
you need to create each employee’s master data on the system. Again, you need to perform a
Personnel Action of Hiring to create the necessary infotypes.
Task: Hire an employee: Hire employee named George Vega, into your ### Production Supervisor
of the ### Production sub-unit, using the Hiring action. He started on the first day of the current year
(01/01/2023).
1) From the Favorites menu, select Personnel Actions (Or Human Resources → Personnel
Management → Administration → Master Data → Personnel Actions (double click)

Now the Personnel Actions initial screen comes up:

2) Leave the Personnel No. field blank, as the system will automatically assign the next available
personnel number for your hiring.
3) Enter 01/01/2023 in the Start field (Make sure to enter 01/01/2023).

4) Select the Hiring action type (The first item on the list)
5) Choose Execute (the small clock icon on the application tool bar) , and then the
Actions infotype (0000) comes up (This is the 1 st infortype we need to create):

6) In the Actions infotype, enter the following data.

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7) In the Org Assignment area, bring the curser in the Position field, use the search function (or F4) to
locate ### Your organization → ###Manufacturing → ### Production → ### Production Supervisor,
Double click on that position to have its code filled the Position field. Enter the following data in the
other fields:
Field Data
Position (Do as mentioned in Step 7 above)
Personnel area DL00 GBI Dallas (Select from the drop-down list)***
Personnel subarea Select “production” from the drop-down list
EE group 1 (Select from the drop-down list)
EE subgroup U4 (Select from the drop-down list)

8) Click Enter on your keyboard, and you will see the Personnel number and the text of four items
you just entered.

9) Write down the Personnel number here _####__________________.

10) Double check the starting date to be 01/01/2023. Click Save (you have now created the first
infotype of the employee’s master data).

*** Hint: The above DL00 GBI Dallas personnel area code should always be used in the personnel
area through this course anytime you conduct the Hiring process. BL00 is the SAP company for our
training purposes.

Now the Personal Data infotype (0002) comes up (the 2 nd infortype):

Field Data to enter

Title Mr.
Last name Vega
First name George
Birth date Use the birth date of your choice (It should be legal age for work)

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 1) Use the SSN (Social Security Number) of 418-90-1### (### refers to the three digits in your
SAP user ID).
2) Enter American US for Nationality.
3) Select Male for Gender

4) Click Save.

Now the Organizational Assignment infotype (0001) comes up (this is the 3 rd infortype):

1) In the Create Organizational Assignment screen, read the data in various field s to see what
the system has automatically created for you.
2) Enter PP00 in Subarea (Select from the drop-down list)
3) Enter BI00 in Bus. Area (Select the drop-down list)
4) Click Save.
5) Accept Delimit Vacancy for Delimit on 01/01/2023

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***Reminder: Make sure the start date is 01/01/2023. Start over again if the date is not correct.

*** Note: At this point, the system will automatically create the Payroll Status infotype (0003) on
the system. This is the 4th infotype. It does not show on the screen, but you will see it via
Personnel Files (PA10)

Now the Addresses (0006) infotype comes up (the 5 th infotype):

Note: A pop-up box might appear asking you to select the residential type. Select Permanent
Residence from the list

1) Enter the following information.

Hint: We are using the Global Bike Dallas Company, and that is why we use a hypothetical
address in Dallas, Texas, US. You can Google the zip code for Dallas area.

Field Data
Address line 1 100 Center Street (Or the street number of your choice)
City/County Dallas / Texas
State /Zip code TX (Select from the list) / 75001
Country Key USA (Select from the list)
Note: The zip code for Dallas TX. areas are 75###

2) Click Save.
3) In the pop-up dialog box, select TX(Texas), and then click on the green check mark icon to
copy it.

Now the Residence Tax Are infotype comes up (the 6 th infotype)

1) Read the data and make sure the start date is 01/01/2023.
2) Click Save.

Now the Work Tax Area infotype comes up (the 7 th infotype)

3) Read the data and make sure the start date is 01/01/2023.
4) Click Save.

Now the Unemployment State infotype comes up (the 8 th infotype)

5) Read the data and make sure the start date is 01/01/2023.
6) Click Save.

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Now the Planned Working Time infotype (0007) comes up (the 9 th infortype):

1) Read the data and enter 7.5 hours for daily work hours, and 5 days for number of working
days if the fields are blank
2) Verify that PFLEX is in the Work sched. Rule field, and 0-Notime evaluation is in
the Time Mamt Status field. Employment Percentage should be 100%.
4) Hit Enter key to enter the input, make sure you see the numbers of hours and days appear.

4)Click Save

Hint: You can use the back and forward icon (on the top of your screen) to locate the infotypes

Now the Basic Pay infotype (0008) comes up (the 10 th infortype):

1) Enter 01 into the PC Type field if it is blank (use the drop-down button to select).
2) Enter 01 into the PC Area field if it is blank (use the drop-down button to select).
3) Enter a reasonable pay grade into the PS Group Level fields, considering the job position of
the employee (Use the drop-down button or F4 to select) in the Pay Scale portion of the screen.
4) Enter an amount between $70,000 -$79,000 in Ann. Salary field (Or enter the amount within the
range suggested by the system)
5) Click Enter to enter the input, make sure you see the pay data entered.
6) Select USD (US Dollar on Ann. Salary field.

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 Hint: Try to enter various PS Group Levels for different positions. For example, a position can
be Sales 01, and another higher position could be Sales 03, and so on.

7) At the bottom of the table, change the Start date to 01/01/2023, and Currency to USD.
8) Select Save .

Now the Bank Details infotype (0009) comes up (the 11 th infortype):

1) Read the data.
2) Click Save to confirm.

**** At this point, the Hiring process will have more other infotypes popup for you to create. Some
of those infotypes during the hiring process are not among the core must-have infotypes. You can
skip those infotypes as you do not have adequate information to create them at this moment. You
can always go back to create them in a later time when it is necessary. You can use Next Record
Arrows to skip a certain infotype.

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Continue to skip infotyps until you reach the screen create Absence Quotas (2006). This is the 12th
infortype:
1) Just click Continue (the green check mark) if you see an error message box pop up.
2) Enter (Select from dropdown menu) Quota type 03/ Vacation) in the Type field
3) Enter anything from 40-60 hours in the number field
4) Start date from 01/01/2023, and End date to 12/31/2023.

5) Click Save.

The system will continue to popup the next infotypes. You can just ignore them and return to the
initial Personnel Action screen, Click on the Back (F3). You can also try to create more infotypes if
you want.

Congratulations! The procedure and steps above have successfully created an employee’s initial
master data on his/her company’s SAP human capital management (HCM) system. There should be
at least 12
Now we need to exit the Hiring process.
1) Click on the Back (F3) arrow to return to the initial Personnel Action screen. If the Exis
current screen warning pups up, just select Yes to continue.

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 2) Click on the Back (F3) arrow to return to SAP Easy Access initial screen:

Task 2: Display/View the Newly Hired Employee with the Organizational

Structure:
We can see the newly hired employee in his/her position with the organizational structure:
Menu path: Human Resources → Organizational Management → Expert Mode → Simple
Maintenance → Change (Double Click)

***Hint: You should have the above transaction in your Favorites list.

1) On the Organization Plan/Change screen, Enter data from the following table, if prompted (It
might appear automatically due to system memory):
FIELD NAME INPUT DATA
Organizational Unit Number (from Task 1.1), or you can search
Organizational Unit
for the organization
Valid from 01/01/2023 to 12/31/9999

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*** Double check the start date to be 01/01/2023)

2) Click Staff assignments button to switch to the Staff assignment screen as

shown below:

Explanation: To select button will enable us to see the job positions, which
appears in yellow colour, together with the organizational structure. Always select Staff assignment
icon if you what to see the positions and the holders of the positions.
3) Highlight the name of your organization.
4) Click on the Expand icon to see all the positions.
5) Now with the expanded organizational structure, you should see the newly hire employee under
the position (in green colour), as shown below:

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Good! You have created new employee’s initial master data into your company’s SAP HCR system.
Remember that you can always update the employee’s master data by using the Maintain (PA30)
function.

Task 3: Use Personnel Files (PA10) to View all the Infotypes You Have
Created
1) From the screen of SAP Easy Assess, select Personnel Files (or use PA10) in your
Favourite list (or Menu path: SAP Easy Assess → Human Resources → Personal Management →
Administration → Master Data → Personnel Files (double click).

2) Enter Personnel Number of the newly hire employee if prompted.

3) Click Display icon (A pair of glasses on the application tool bar)
4) Review the Personnel Files you have created for the new hired employee, using the Next Record
icon (the arrow on the application tool bar) to review each infotype in the files. Record how may
infotypes have been created in the Personnel File _________ (it should be at least 12 infotypes created)

Hint: You can always use the Personnel Files (PA10) function to view an employee’s files
on the system.

Task 4: Use the Maintain function (PA30) to update the employee’s master
data.
When you use PA30 to bring up the infotypes, you can see that there are still a lot of unfilled data fields
in each of the infotypes. For example, the telephone number, the travel distance to work, and so on.
Now try to add relevant information into those data fields. Remember to save the changes.

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Congratulations! Now you know how to create the hiring payroll master data for an employee in the
SAP Human Resources system. Please keep this exercise as the guidelines for doing your SAP
Assignment # 2 which will be distributed in class.

***Going beyond this exercise, the procedure and steps above are also for creating any employee’s
master data in the SAP HR system. That is to say, the above steps will initiate an employee’s master
data in the system and include an employee into the company’s payroll and time management system.

***Important note: You should complete all the tasks of Exercise 2 before
you start to do Assignment # 2, which is the continuation of Exercise 2.
Employee George Vega will be used for further practices.

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