Organizational Data - International

This group includes the following infotypes:

Cost Distribution (Infotype 0027)

Organizational Assignment (Infotype 0001)

Reference Personnel Number (Infotype 0031)

Reference Personnel Number Priority (Infotype 0121)

Sales Data (Infotype 0900)

Cost Distribution - Infotype 0027

In the infotype Cost Distribution (0027), you can determine how costs for an employee are to be distributed to different cost centers. At any one time, you can distribute appropriate percentage costs to up to 25 different cost centers. For more information, see the following section in the PY-Payroll Accounting documentation:

Cross-Company Code Transactions

Posting Information From Master and Time Data

Subtypes are used to differentiate between costs that should be distributed. The standard system contains the following costs as subtypes:

• Subtype 01: Wage/salary
• Subtype 02: Travel expenses

Cost Distribution

By entering a value in the field Distr., you determine the costs to which the cost distribution is referring.

You determine the cost distribution by entering the following values in the lines that are numbered consecutively by the system.

• CoCd (Company code)
• BA (Business area)
• Cost ctr (Cost center)
• Prcnt. (Cost center percentage rate)

You can use the function keys to scroll down a total of three pages, insert lines, attach, or delete. The cost center that has been entered in the distributor on the single screen under number 01, is displayed on the list screen.

If you create a Cost Distribution (0027) infotype record, you must first ensure that company codes, controlling areas, and cost centers have already been set up.

Organizational Assignment - Infotype 0001

The Organizational Assignment (0001) infotype deals with the incorporation of the employee into the organizational structure and the personnel structure.

This data is very important for the authorization and control of Payroll.

Enterprise Structure

The CoCode (company code), Pers.area (personnel area), and Cost center fields cannot be maintained in this infotype. They already contain default values. You can edit these values only by carrying out a personnel action.

The value for the Leg.person (Legal person) field is determined automatically and cannot be overwritten.

Personnel Structure

The system derives the values for the EE group (Employee group) and EE subgroup (Employee subgroup) fields from the Actions (0000) infotype. These values cannot be overwritten. You can assign these values only by carrying out a personnel action.

You can overwrite the default values in the field Payr.area field.

The Organizational Assignment (0001) infotype has the time constraint 1, which means that an infotype data record must exist in the system at all times as of the date on which the employee is hired.

Country-Specific Features

• Argentina:
Infotipo Asignación organizacional (0001): Características nacionales Argentina

Reference Personnel Number - Infotype 0031

The infotype Reference Personnel Number (0031) is used to assign several personnel numbers to one employee, if the employee has different employment relationships in your company. In this case, the personnel number associated with the employee is known as a reference personnel number. This infotype establishes links between all of an employee’s reference personnel numbers.

The infotype Reference Personnel Number (0031) is used in Personnel Administration for copying information that is common to all personnel number records for an employee who has several work contracts; it is also used by Payroll.

If an employee has more than one employment relationship within your company and these employment statuses are all accounted together, you must specify the order of priority for payroll in the infotype Reference Personnel Number Priority (0121).

Reference Personnel Number

In the infotype Reference Personnel Number (0031), a list of the interrelated reference personnel numbers are stored for each reference personnel number involved.

You can enter a reference personnel number in the Actions infotype (0000) when a new employee is hired. The system will automatically update the infotype Reference Personnel Number (0031) and copy certain reference personnel number infotypes.

Certain infotypes are the same for all the personnel numbers belonging to one employee: These are:

• Personal Data (0002)
• Addresses (0006)
• Bank Details (0009)

If you edit these infotypes for a personnel number the relevant infotype records for all related personnel numbers are also pulled up.

Other infotypes that define the employee’s individual working relationship can undergo different changes for the various different personnel numbers.

• Organizational Assignment (0001)
• Basic Pay (0008)
• Country-specific infotypes for tax and social insurance

When you edit the infotypes for a personnel number the system does not call up the relevant infotype records for all related personnel numbers .

As a rule, you only need to maintain the infotype Reference Personnel Number (0031) if you want to retrospectively create a relationship between two personnel numbers that already exist, or if you want delete a link between two personnel numbers.

If you include a personnel number, all the infotypes belonging to that personnel number that can be copied will be taken on by the current personnel number.

Reference Personnel Number Priority - Infotype 0121

If an employee has more than one employment relationship within the enterprise, this employee will have a personnel number for each of these employment relationships. In this case, the personnel number associated with the employee is known as a reference personnel number. The Reference Personnel Number (0031) infotype establishes links between all of an employee’s reference personnel numbers.

By using the infotype Reference Personnel Number Priority (0121) you can determine the sequence in which an employee’s reference personnel numbers are sent to payroll accounting. The reference personnel number with the highest priority will be sent to payroll accounting first.

You can also choose a main personnel number from the many reference personnel numbers that have been entered in the infotype Reference Personnel Number Priority (0121). This can be useful, if:

1. Only certain payroll steps are to be carried out for a Reference personnel number during payroll, or

2. You only want one of the Reference personnel numbers to be considered by the report programs.

If a payroll is run for an employee who has more than one personnel number in an enterprise, it is called a multiple payroll. A multiple payroll cannot be started by the payroll driver. If an employee who has a multiple payroll enters a payroll accounting area, then the payroll run for that entire payroll accounting area has to be started using the report Scheduler (RPCALC*M).

The maintenance of infotype Reference Personnel Number (0031) is a prerequisite for the maintenance of infotype Reference Personnel Number Priority (0121).

Restrictions

The Reference Personnel Number Priority (0121) infotype has the following restrictions:

• all the personnel numbers that have been entered in infotype 0121 must be the employee’s Reference personnel numbers.
• if a main personnel number has been chosen, this personnel number must also be one of the Reference personnel numbers that has been entered in the current infotype record.
• all Reference personnel numbers must be in the same payroll accounting area.
• you can only enter a begin date for a record. This date is the first date of a payroll period.
• an infotype record for the infotypes Actions (0000) and Organizational Assignment (0001) must exist for at least one day during the validity period for a reference personnel number to be listed in the current priority.
• all the reference personnel numbers that are in the current priority must belong to the same legal person.
• The relative sequence of the reference personnel numbers in the priority cannot not be changed.

An employee has the reference personnel numbers P1, P2, P3, P4 and P5. The following records for the infotype Reference Personnel Number Priority (0121) have been created one after the other for the employee. (The priority of the reference personnel numbers in their entry sequence):

• Record A:
• Record B:
• Record C:

The following new records cannot be created:

• Record 1:

This record directly contradicts the priority assigned in record A (in record A, P1 is before P3).

• Record 2:

This record contradicts the combination in records A and B.

• Record 3:

This record contradicts the combination in records B and C.

All the above restrictions are checked when you maintain the infotype.

Current Priority

The left column contains the priority entered in the current record. Each line is identified with a number that is created by the priority. The numbers reflect the payroll sequence.

Previous Priority

The middle column contains the priority entered in the previous record. This column is only displayed if a previous record exists. By previous record, we mean an infotype record that contains the date that is one day before the begin date of the current infotype record. Each line is identified with a number which is created by the priority. This column is used to ensure that the user bears restriction 7 in mind.

Reference Personnel Number (Infotype 0031)

The right column contains all the employee’s reference personnel numbers which have been entered in the Reference Personnel Number (0031) infotype. This column is used to ensure that the user bears restriction 1 in mind.

In all three columns, the payroll accounting area is specified for all reference personnel numbers. These reference personnel numbers belong in the infotype record’s validity period. This should help the user to bear restriction 3 in mind.

In both the middle column and the right columns, the reference personnel number has a flag that has already been stored in the current priority.

All three columns are only displayed in the change, create and copy modes. In all other instances, only the left-hand column (the current priority) is displayed.

Choice of Reference Personnel Numbers

The personnel numbers that have been entered in the priority in the Reference Personnel Number (0121) infotype represent a reference personnel number subset for the employee.

In the priority, you must enter the reference personnel numbers

1. for which the payroll is to be run
2. which can be used in a retroactive calculation or a forced retroactive calculation.

Reference personnel numbers that have not been entered in the infotype Reference Personnel Number Priority (0121) will not be accounted in payroll! A check will not run to see if all the reference personnel numbers that fulfill one or both of the above criteria, have been maintained in the infotype! The end-user should be particularly careful here.

When a payroll is run, the Reference Personnel Number Priority (0121) infotype records that are valid for the payroll period concerned are read. This infotype record must contain all the reference personnel numbers that are relevant to payroll in the payroll period concerned. The overall payroll period can include several payroll periods. Any reference personnel numbers contained in this infotype record that are not relevant for payroll will not be accounted for in the payroll.

If a payroll has been started, and a (forced) retroactive calculation exists for a personnel number, then this will also be carried out simultaneously. As a result, more than one payroll period is accounted in a payroll run. In this instance, the system checks to see whether the validity period in additional records belonging to infotype 0121 intersects the overall payroll period (i.e. all the periods to be accounted). If this is the case, a check is run to see whether these infotype records contain reference personnel numbers for the employee that have not been considered. If so, then these reference personnel numbers will be checked for their relevance to payroll. If one of these reference personnel numbers does prove to be relevant for payroll, then the entire group of reference personnel numbers will be rejected by payroll.

Sales Data - Infotype 0900

Within the master data stored for the Sales and Distribution (SD) application component, the sales employee is created as a special business partner. The sales employee processes business transactions within the enterprise.

In infotype Sales Data (0900), you can administer the sales employee as an employee in the HR component. In this way, the employee data can be administered using the personnel number.

Sales data

Assign the employee to a Sales organization, a Sales office, and a Sales group.

• If you have both the SD and HR SAP components in your enterprise, only the responsible personnel administrator can create a data record in the Sales Data infotype (0900).
• If you do not implement the HR component in your enterprise, the infotype record is created for the employee in the SD component.

SAP Business Objects Positioned in Leaders Quadrant for Corporate Performance Management Suites

Evaluation Based on Completeness of Vision and Ability to Execute

PALO ALTO, Calif. and WALLDORF, Germany - December 22, 2008 - Business Objects, an SAP company (NYSE: SAP) and the world's leading provider of solutions that optimize business performance, today announced it has been positioned by Gartner, Inc. in the leaders quadrant of the "Magic Quadrant for Corporate Performance Management (CPM) Suites"1 report.

According to Gartner, "Leaders' performances excel in the CPM suite market segment. They can deliver breadth and depth of CPM suite functionality, as well as provide enterprisewide implementations to support a broad CPM strategy. Leaders successfully articulate a business proposition that resonates with buyers, and are supported by the viability and operational capability to deliver on a global basis."

Given the current economic climate, Business Objects believes that it is critical for organizations to have a comprehensive enterprise performance management (EPM) strategy that goes beyond finance and optimizes operational performance in all areas of the business. With its portfolio of EPM solutions, Business Objects provides customers with performance management capabilities that span the entire organization, giving them a holistic view of their business performance and the ability to quickly identify and address financial and operational challenges. The EPM portfolio from SAP and Business Objects enables profitable and compliant business performance.

In addition, Business Objects has an integrated solution that allows companies to define their business strategy while taking into account both external and internal risk factors. By combining the SAP® Strategy Management application with the SAP® GRC Risk Management application, Business Objects gives customers a way to enact a risk-adjusted approach to strategy. Particularly important given the current economy, companies can create their business plans while proactively addressing any risks that might inhibit their success, all as part of their daily business operations.

"We believe our leadership position in the Gartner Magic Quadrant for CPM Suites is a result of the synergies being achieved between SAP and Business Objects," said Anthony Reynolds, general manager, Enterprise Performance Management Solutions, Business Objects. "Since 2007, we have grown tremendously-growing more quickly than other EPM vendors. One of the cornerstones of our success, as well as a key differentiator, has been our vision for the convergence of EPM, GRC and BI. We understand that in order to respond quickly and effectively to changing business conditions, customers need a unified approach that includes all three business disciplines. Business Objects sees this report as a strong validation of our enterprise performance management vision and strategy, which has been developed in alignment with our customers."

Business Objects offers a broad and deep set of EPM solutions that cover the following areas: strategy management, business planning and consolidation, profitability and cost management, financial consolidation and spend analytics

1Gartner "Magic Quadrant for Corporate Performance Management (CPM) Suites" by Neil Chandler, Nigel Rayner, John E. Van Decker, Dec. 19, 2008.

About the Magic Quadrant
The Magic Quadrant is copyrighted December 2008 by Gartner, Inc. and is reused with permission. The Magic Quadrant is a graphical representation of a marketplace at and for a specific time period. It depicts Gartner's analysis of how certain vendors measure against criteria for that marketplace, as defined by Gartner. Gartner does not endorse any vendor, product or service depicted in the Magic Quadrant, and does not advise technology users to select only those vendors placed in the "Leaders" quadrant. The Magic Quadrant is intended solely as a research tool, and is not meant to be a specific guide to action. Gartner disclaims all warranties, express or implied, with respect to this research, including any warranties of merchantability or fitness for a particular purpose.

About Business Objects
Business Objects, an SAP company, transforms the way the world works by connecting people, information and businesses. With open, heterogeneous applications in the areas of governance, risk and compliance; enterprise performance management; and business intelligence, Business Objects enables organizations of all sizes worldwide to close the gap between business strategy and execution. Together with a strong and diverse partner network, Business Objects allows customers to optimize business performance across all major industries including banking, retail, consumer-packaged goods and public sector. Business Objects is committed to helping customers turn raw data into actionable decisions, regardless of their underlying database, operating system, applications or IT system.

For more information about Business Objects, visit: www.businessobjects.com.
For more information about SAP, visit: www.sap.com.

Any statements contained in this document that are not historical facts are forward-looking statements as defined in the U.S. Private Securities Litigation Reform Act of 1995. Words such as "anticipate," "believe," "estimate," "expect," "forecast," "intend," "may," "plan," "project," "predict," "should" and "will" and similar expressions as they relate to SAP are intended to identify such forward-looking statements. SAP undertakes no obligation to publicly update or revise any forward-looking statements. All forward-looking statements are subject to various risks and uncertainties that could cause actual results to differ materially from expectations. The factors that could affect SAP's future financial results are discussed more fully in SAP's filings with the U.S. Securities and Exchange Commission ("SEC"), including SAP's most recent Annual Report on Form 20-F filed with the SEC. Readers are cautioned not to place undue reliance on these forward-looking statements, which speak only as of their dates.

Copyright © 2008 SAP AG. All rights reserved.
SAP, R/3, mySAP, mySAP.com, xApps, xApp, SAP NetWeaver and other SAP products and services mentioned herein as well as their respective logos are trademarks or registered trademarks of SAP AG in Germany and in several other countries all over the world. Business Objects and the Business Objects logo, BusinessObjects, Crystal Reports, Crystal Decisions, Web Intelligence, Xcelsius and other Business Objects products and services mentioned herein as well as their respective logos are trademarks or registered trademarks of Business Objects S.A. in the United States and in several other countries. All other names mentioned herein may be trademarks of their respective owners.
All other product and service names mentioned are the trademarks of their respective companies. Data contained in this document serve informational purposes only. National product specifications may vary.

For customers interested in learning more about Business Objects products:
Global Customer Center: +49 180 534-34-24
United States Only: 1 (800) 872-1SAP (1-800-872-1727)

For more information, press only:
Scott Behles, SAP, +1 (917) 494-2009, scott.behles@sap.com, EST
SAP Press Office, +49 (6227) 7-46315, CET; +1 (610) 661-3200, EST; press@sap.com
Kimberly Cole, Burson-Marsteller, +1 917-325-4492, kimberly.cole@bm.com, EST
Nicole Urhahn-Schmitt, Burson-Marsteller, +49 (0)69 2 38 09-43, nicole.urhahn-schmitt@bm.com, CEST

SAP Initial Entry of Applicant Data HR Recruitment Grouping of Applicant Data

Use

Initial entry of applicant data takes place using fast data entry. This procedure involves two steps, and comprises the applicant actions Initial entry of basic data, and Enter additional data.

You have to perform the Initial entry of basic data action for every applicant. This is because it contains data (such as the name, address and organizational assignment of the applicant) that is required later for printing letters, and for statistical purposes. If optical archiving is used for the application documents, these can be assigned to the applicants as part of the Initial entry of data action.

Enter additional data is only carried out for applicants who are of further interest to the company. This action enables you to assign an applicant to one or more vacancies, as well as entering data on an applicant’s education, training, qualifications, and previous employer.

You call this action either from the entry screen of the Initial entry of basic data action directly, or from the List of applicants by action, which can be created using the report of the same name. However, you can also access the action from numerous other screens.

Features

The two-stage concept of fast data entry has the following advantages:

• Entry of applications in the system can be divided so that more than one person is responsible for it.

On receipt of the applications, one employee enters the mandatory data for all applicants. The applications are then distributed among the responsible administrators/personnel officers, who decide which applicants can be rejected immediately. They then enter additional data on applicants who are still of interest to the company.

• Large numbers of applications can be processed quickly.
• A minimum of time and work is wasted on entering data on applicants who are unsuitable for the company.

Activities

The procedure used to enter basic data is different for internal and external applicants.

If the applicant is an external applicant, all the required data must be entered manually. When dealing with internal applicants, however, you can import data such as name and address simply by specifying the candidate's personnel number. You can overwrite this data, if necessary.

SAP Identifying Multiple Applicants and Former Employees

Use

When initial entry takes place, each applicant is assigned an applicant number used to identify only him or her throughout the system. If other applications are recorded for the same applicant at a later date, these are recorded as new applications under the existing applicant number.

Features

When performing Initial entry of basic data, the following functions are available:

• When dealing with internal applicants, the system carries out a check for multiple applicants.

If it finds a multiple applicant on the database, the system accesses the applicant action New application. This action adds to the applicant’s existing history, that is, the application is recorded as a new application under the existing applicant number.

• When dealing with external applicants, the system can identify multiple applicants and former employees.

If the system identifies data records in the employee or applicant database that resemble those of the current applicant, these are listed on screen. The user must then check the list to establish whether they are indeed the same person. If so, the user can then select that candidate.

If the candidate is a multiple applicant, the system accesses the applicant action New application, and simultaneously imports any existing data.

If the applicant is identified as a former employee, the Initial entry of basic data action remains on screen, and the system imports any existing data for this person. You can overwrite this data, if necessary.

SAP Entering Basic Data on an Internal Applicant HR Recruitment Grouping of Applicant Data

1. Choose Applicant master data
® Initial data entry.

The Initial Entry of Basic Data screen appears.

2. You have the following options here:

Type of applicant	Enter data as required in the following fields:
Applicant who responded to specific advertisement	Applicant group Applicant range Personnel area Personnel subarea Personnel number Advertisement
Unsolicited applicant	Applicant group Applicant range Personnel area Personnel subarea Personnel number Unsolicited applicant group




In both cases, you must specify an applicant group assigned to applicant class P (internal applicants) in the Applicant group field.

3. Choose ENTER to confirm your entries.




If the candidate is a multiple applicant, the system accesses the applicant action New application and simultaneously imports any existing data.

The system fills the fields for the Personal Data and Addresses infotypes, together with the Personnel officer field.

4. If necessary, overwrite the default values.
5. Enter data in other fields as required.
6. To enter additional data for a specific infotype, select Further data.
7. Select Assign facsimiles to assign facsimiles to an applicant during initial data entry.
8. Save your entries.

– If you have not selected Further data or Assign facsimiles, the procedure is completed.

– If you have selected Further data and Assign facsimiles, or only Further data, the screen for the chosen infotype appears. Proceed to step 9.

– If you have only selected Assign facsimiles, the Document Type window appears. Proceed to step 11.

9. Enter data as required in the fields of the infotype displayed.
10. Save your entries.

– If you have selected Further data for more than one infotype, the screen for the next chosen infotype appears. If so, repeat steps 9 and 10 until all infotypes you selected have been processed.

– If you selected only Further data, the procedure is completed.

– If you selected only Assign facsimiles also, the Document Type screen appears. Proceed to step 11.

11. Select the document type you want, and choose Choose.

The Assign Facsimile screen appears.

12. Enter the date of origin of the facsimile and choose Continue.

The Confirm Assignment of Facsimile window appears.

13. Choose Confirm.

The Enter Barcode ID screen appears.

14. Enter a barcode for the facsimile.
15. Choose Continue.

The Assign Facsimiles screen appears.

16. Choose Yes to assign more facsimiles to the applicant, or No.

• If you do not want to assign any more facsimiles to the applicant, the procedure is completed.
• If you do want to assign further facsimiles to the applicant, the Document Type window appears again. Repeat steps 11 through 16 until all desired facsimiles have been assigned to the applicant.

Result

You have entered basic data on an applicant. You may have assigned one or more barcodes to the applicant. You can use these barcodes to record the application documents.

SAP Entering Basic Data on an External Applicant HR Recruitment Grouping of Applicant Data

1. Choose Applicant master data
® Initial data entry.

The Initial Entry of Basic Data screen appears.

2. Enter data as required in the following fields:

– Applicant group

– Applicant range

– Personnel area

– Personnel subarea

– Name

– First name

– Date of birth (if required)




In the Applicant group field, specify an applicant group belonging to applicant class AP (external applicants).

3. Choose ENTER to confirm your entries.

– If there is a former employee or applicant with the same name, proceed to step 4.

– If not, proceed to step 7.

4. To check your selection, select the desired entry, and choosing Edit
® Display person.

– If one of the former employees or applicants is the applicant in question, proceed to step 5.

– If not, choose Back. Then proceed to step 7.

5. Select the applicant identified, and choose Edit
® Person recognized.




If the candidate is a multiple applicant, the system accesses the applicant action New application and simultaneously imports any existing data.

The system fills in the fields for the Organizational Assignment, Personal Data, and Addresses infotypes.




The defaults for Organizational Assignment are taken from the candidate’s previous application.

6. If necessary, overwrite these default values.
7. Enter values in the other required fields, and any other fields you choose.
8. To enter additional data for a specific infotype, select Further data.
9. Select Assign facsimiles to assign facsimiles to an applicant during initial data entry.
10. Save your entries.

– If you have not selected Further data or Assign facsimiles, the procedure is completed.

– If you have selected Further data and Assign facsimiles, or only Further data, the screen for the chosen infotype appears. Proceed to step 11.

– If you have only selected Assign facsimiles, the Document Type window appears. Proceed to step 13.

11. Enter data as required in the fields of the infotype displayed.
12. Save your entries.

– If you have selected Further data for more than one infotype, the screen for the next chosen infotype appears. If so, repeat steps 11 and 12 until all infotypes you selected have been processed.

– If you selected only Further data, the procedure is completed.

– If you selected only Assign facsimiles also, the Document Type screen appears. Proceed to step 13.

13. Select the desired document type, and choose Choose.

The Assign Facsimile screen appears.

14. Enter the date of origin of the facsimile and choose Continue.

The Confirm Assignment of Facsimile window appears.

15. Choose Confirm.

The Enter Barcode ID screen appears.

16. Enter a barcode for the facsimile.
17. Choose Continue.

The Assign Facsimiles screen appears.

18. Choose Yes to assign more facsimiles to the applicant, or No.

• If you do not want to assign any more facsimiles to the applicant, the procedure is completed.
• If you do want to assign further facsimiles to the applicant, the Document Type window appears again. Repeat steps 13 through 18 until all desired facsimiles have been assigned to the applicant.

Result

You have entered basic data on an applicant. You may have assigned one or more barcodes to the applicant. You can use these barcodes to record the application documents

SAP Entering Basic Data on Several ApplicantsHR Recruitment Grouping of Applicant Data

If you enter basic data on several applicants in succession, the system retains your entries as default values in certain fields. You can set up the system so that these default values are not retained.

To set up the system so that these default values are not retained, choose Edit ® Clear fields.

SAP HR Repeating the Check for Multiple Applicants and Former Employees

Prerequisites

The automatic check for multiple applicants and former employees is carried out once for every last and first name entered. You can also trigger this check manually.

Procedure

1. Choose Applicant master data
® Initial data entry.

The Initial Entry of Basic Data screen appears.

2. Enter data in the required fields, and choose Edit
® Check ex-app./ex-ee.

Result

The check for multiple applicate

SAP Entering an Applicant’s Address Abroad HR Recruitment Grouping of Applicant Data

An applicant applies for a job with a company located in a country other than the one where he or she lives. To record the applicant's address abroad, select the Further data field in the Addresses infotype (0006) to access a country-specific entry screen. You can then enter the applicant’s address abroad on this screen.

Procedure

1. Choose Applicant master data
® Initial data entry.

The Initial Entry of Basic Data screen appears.

2. Make entries in the required fields for the infotypes Organizational Assignment, Personal Data, and Applications.
3. Select the Further data field for the Addresses infotype.
4. Save your entries.

The Create Addresses (Infotype 0006) screen appears.

5. Choose Address abroad.

The Choose Country Key screen appears.

6. Specify the desired country key, and choose Continue.

The system displays the desired country-specific data entry screen for the Addresses infotype.

7. Enter the applicant's address.
8. Save the address.

Result

You have entered the basic data on an external applicant with an address abroad.

Entering Additional Data on an Applicant HR Recruitment Grouping of Applicant Data

Choose Applicant master data

® Applicant actions.

The Applicant Actions screen appears.

Enter the applicant number and select Initial entry of basic data.

The Enter Additional Data screen appears.

Assign the desired vacancies to the applicant.

The Enter Additional Data Action HR Recruitment Grouping of Applicant Data

Prerequisites

You can access the Enter Additional Data action from a number of screens.

You call this action either from the entry screen of the Initial entry of basic data action directly, or from the List of applicants by action. This list can be created using the analysis report of the same name.

From the Initial Data Entry screen

On the Initial Entry of Basic Data screen, choose Applicant master data ® Save + add. data.

The Enter Additional Data screen appears.

From the List of Applicants by Action

1. Choose Applicant master data
® Bulk processing ® Receipt of application.

The Applicants by Actions screen appears.

2. In the Personnel officer field, enter your ID, if applicable.
3. Choose Program
® Execute.

The Applicants by Actions screen appears.

4. Select the desired applicant number in the list displayed, and choose Edit
® Additional data.

The Enter Additional Data screen appears.

Infotypes

Definition

Infotypes are units of information in the Human Resource Management System.

Use

Recording employee data for administrative, time recording and payroll purposes is the most important aim of master data administration in the HR system. In the R/3 System, the information units used to enter master data are called infotypes.

Infotypes are used to group related data fields together. Infotypes give structure to information, facilitate data entry, and enable you to store data for specific periods.

Structure

Infotypes are characterized by the following:

• Infotype structure
• Data entry
• Time dependent storage of infotype data

Infotype Structure

To the user, infotypes appear as data entry screens. They contain whole series of information (e.g. last name, first name, date of birth) that you enter in data fields. Data fields concerning the same or similar subject matter are combined into data groups or information units.

In database terms, infotypes represent a data structure or set of related data records. When you update an infotype, old data is not lost but is instead stored in the system for historical evaluation purposes.

Data Entry

You enter data in accordance with the following principles:

• Your entries are automatically checked for accuracy and against table entries.
• Predefined default values help you to enter and maintain data.
• Checks and default values depend on the relevant employee’s organizational assignment. The organizational assignment determines the relevant information used from time recording, wage type and pay scale structure.

Time-Dependent Storage of Infotype Data

When you update an infotype, the old data is not lost. Instead, it is retained so that past data can be evaluated. When you update an employee’s personal data, the old data is automatically time-delimited. The system creates a validity period for each infotype record. As a result, each employee infotype has several data records, which differ from each other by their validity periods.

You must also define how the various data records of one infotype interact with each other with respect to their validity periods. This time-based reaction is determined by the infotype Time Constraint.

You can assign authorizations on an infotype basis.

Infosubtypes

Definition

Subunits of an infotype.

Structure

Subtypes are used to subdivide infotype records. They subdivide infotype data by subject matter, which makes it easier for you to access and manage information or to assign different control features (such as time constraints) to different subtypes. You can also create separate histories for each subtype.

You create the following address types in infotype Addresses (0006):

• Permanent residence (subtype 1)
• Temporary residence (subtype 2)
• Home address (subtype 3)

Because different addresses may be current at the same time, you must choose time constraint 3 for infotype Addresses (0006). However, because a record of permanent residence must always exist, time constraint 1 must be used for this subtype. A home address, on the other hand, is not absolutely essential and can only exist once at any one time, so time constraint 2 is appropriate.

Because the relevant entry screens and check logics are identical irrespective of address type, there is no point creating one infotype per address type.

Subtypes enable you to take account of the various time characteristics of different infotypes. You specify a time constraint for each subtype, irrespective of the other subtypes.

Other examples of infotypes with subtypes are: Recurring Payments and Deductions and Additional Payments.

Integration

Subtypes do not represent a level below infotypes. Instead, infotypes are divided into subtypes, each of which represents a different category of infotype with its own time characteristics.

The entry screens of individual subtypes may differ one from the other.

You can assign authorizations on a subtype basis.

Object Identification

Definition

Object identification distinguishes between data records that have the same infotype, subtype, lock indicator, and validity begin and end dates.

Structure

The object identification (object ID) splits subtypes into individual objects. You can create a separate history for each object. The object ID automatically inherits the time constraint assigned to the subtype.

Infotype Family/Relative (0021) is divided into the following subtypes:

• Spouse (Subtype 1)
• Child (Subtype 2)
• Legal Guardian (Subtype 3)

Time constraint 2 is assigned to the individual subtypes so that you can generate an independent history for each subtype.

However, if you need to enter data on more than one child, you must assign time constraint 3 to the subtype because the data records of the various children will overlap. Introducing an object ID allows you to generate one history per child. The object ID is stored in the infotype as the Child number.

Infotype Loans (0045) is another example of an infotype with an object ID.

Infotype Groups

Definition

An infotype group, or info group, is a sequence of related infotypes that are displayed one after the other for maintenance purposes when a personnel action is performed.

Use

The infogroup guarantees that during the personnel action, all information needed for the business processes is stored.

Structure

An infogroup exists in the standard system for every personnel action type in the Personnel Actions section.

In Customizing for Personnel Administration, you can modify the relationship between individual infogroups and define the infogroups as user-dependent.

Integration

The infogroup is processed when Running a Personnel Action.

See also:

Scrolling Through an Infotype Group

Changing an Infotype Group Temporarily

Personnel Administration Infotypes

This section provides you with an overview of the infotypes in Personnel Administration.

They are divided into the following groups:

Personal Data (International)

Personnel Actions (International)

Organizational Data (International)

Contractual and Corporate Agreements (International)

Payroll Data (International)

Reporting Bases (International)

Employee Qualifications (International)

Communication (International)

Authorization Management (International)

Personal Data International

This group includes the following infotypes:

Addresses (Infotype 0006)

Bank Details (Infotype 0009)

Challenge (Infotype 0004)

Personal Data (Infotype 0002)

Family/Related Person (Infotype 0021)

Internal Medical Service (Infotype 0028)

Addresses Infotype 0006

In the infotype Addresses (0006), you store the address data of an employee/applicant. The employee’s address is often used in conjunction with the employee’s/applicant’s name, taken from the infotype Personal Data (0002), for employee lists of different kinds, for forms, or for address labels.

The standard system contains the following address types:

• Subtype 1: Permanent residence
• Subtype 2: Temporary residence
• Subtype 3: Home address
• Subtype 4: Emergency address
• Subtype 5: Mailing address
• Subtype 6: Nursing address

Foreign Addresses

There are many different entry screens for the individual country versions for the infotype Addresses (0006). When you create an address, the system will choose the country screen that corresponds to the country of the personnel area to which the employee/applicant is assigned in the Organizational Assignment infotype (0001).

If you want to choose a country screen to enter an address for your employee/applicant other than the country screen suggested by the system, then do this by using the Foreign Address function. You will find this function on the entry screen of infotype Addresses (0006) when you are creating an address.

Country-Specific Features

• Mexico:
Basic Pay (Infotype 0008)

Bank Details infotype 0009

In the Bank Details infotype (0009), you enter the payee for the net pay or the travel expenses from the payroll and the bank details. When you create a new data record, the employee’s/applicant’s name will be taken from the Personal Data infotype (0002) for the payee’s name. The postal code and/or the city will be taken from the Addresses infotype (0006). However, the payee and the employee/applicant do not have to be identical.

The standard system contains the following bank detail types:

• Subtype 0: Main bank
• Subtype 1: Other bank
• Subtype 2: Trip expenses

When you enter the other bank details or the travel expenses, the fields Standard value and Standard percentage also appear. You must enter either an amount or a percentage for the other bank details.

Country-Specific Features

• Argentina:
Bank Details Infotype (0009): Country Specific Features Argentina
• Netherlands:
Bank Details Infotype (0009): Country Specific Features: Netherlands
• South Africa:
Bank Details (infotype 0009): Country Specific Features SA
• Venezuela:
Bank Details Infotype (0009): Country Specific Features: Venezuela

Challenge infotype 0004

The data contained in the infotype Challenge (0004) is used in order to be able to fulfill the legal obligations with regards to the contributions for severely challenged persons.

Challenge Data

If the history for the infotype Challenge (0004) is to agree with the history contained on the ID card for severely challenged persons, then we recommend that you delimit the infotype in accordance with the data on the ID card.

The date in the field ID end date is used to create the severely challenged directory . The infotype record end date is used to display a list of severely challenged persons who receive payments.

In order for the system to accept the entry of additional vacation for severely challenged persons’, a challenged level of at least 50% must exist in the Challenge (0004) infotype.

If a person loses his/her severely challenged status, it is legally possible to include this person in the list for severely challenged persons three months after the ID has expired.

To do this, delimit the infotype record using a date that is three months after the ID card’s expiration date.

Issuing Authority

This set of data contains information on the authorities that issue the challenge certificates.

Second Issuing Authority

If a second issuing authority has also issued a challenge certificate for the person concerned, then you can also store details on the second issuing authority in this infotype. Make entries in the same fields for this issuing authority as for the first issuing authority.

Personal Data infotype 0002

The Personal Data (0002) infotype stores data for identifying an employee/applicant.

The Personal Data (0002) infotype has the time constraint 1, which means that an infotype data record must exist in the system at all times as of the date on which the employee is active in the company.

The validity start for the first record of the infotype Personal Data (0002) is determined from the employee’s/applicant’s date of birth.

Marital Status/Religion

Because the individual family members do not have to be recorded in the system, a check is not run to see whether the number of children entered in the infotype Family/Related Person (0021) corresponds with the number of children entered in the field No. children in the infotype Personal Data (0002).

Country-Specific Features

• Great Britain:
Personal Data (Infotype 0002): National Features Great Britain
• Ireland:
Personal Data (Infotype 0002): National Features Ireland
• Argentina:
Personal Data (Infotype 0002): Country Specific Features Argentina
• Netherlands:
Personal Data (Infotype 0002): Country Specific Features Netherlands
• South Africa:
Personal Data (Infotype 0002): National Features SA

Family/Related Person Infotype 002

You store the employee’s family members as well as other related persons In the Family/Related Person infotype (0021).

The standard system contains the following relation types:

• Subtype 1: Spouse
• Subtype 2: Child
• Subtype 3: Legal guardian
• Subtype 4: Testator
• Subtype 5: Guardian
• Subtype 6: Step child
• Subtype 7: Emergency contact
• Subtype 8: Related persons
• Subtype 10: Divorced spouse

Personal Data

Using the employee data, the system defaults entries for the following fields:

• Last name
• Gender
• Name prefix (if necessary)
• Nationality

You can change these default values as required.

Because the individual family members do not have to be recorded in the system, a check is not run to see whether the number of children entered in the infotype Family/Related Person (0021) corresponds with the number of children entered in the field No. children in the infotype Personal Data (0002).

Country-Specific Features

• Argentina:
Family/Related Person (Infotype 0021): Country Specific Features Argentina
• Brazil:
Infotype 0397: Family/Related Person (Brazil)
• Japan:
Family/Related Person (Infotype 0021): Country Specific Features Japan
• Mexico:
Family/Related Person Infotype (0021): Country Specific Features Mexico
• Austria:
Family/Related Person Infotype (0021) (Austria)
• Switzerland:
Family/Related Person Infotype (0021) (Switzerland)

Internal Medical Service Infotype 0028

In the Internal Medical Service infotype (0028), you can store the results and data referring to an employee’s medical examination.

Subtypes are used to differentiate between internal medical services. The standard system contains the following examination types:

• Subtype 0001: General data

• Subtype 0002: Habits

• Subtype 0003: Dermatological examination

• Subtype 0004: Reproductive organs and urinalysis

• Subtype 0005: Endocrinological examination

• Subtype 0006: Digestive tract

• Subtype 0007: Mobility

• Subtype 0008: Blood circulation

• Subtype 0009: Respiratory system

• Subtype 0010: Ear examination - noise

• Subtype 0011: Hearing test

• Subtype 0012: Nervous system

• Subtype 0013: Eye examination

• Subtype 0014: Systematic illnesses

• Subtype 0020: Consultation hours

• Subtype 0030: Occupational accidents and illnesses

• Subtype 0031: Occupational accidents and illnesses

• Subtype 0040: Accidents and illnesses

• Subtype 0050: Attendance

• Subtype 0100: Legal considerations

Examination Data

When you edit a data record in the Internal Medical Service infotype (0028), the system proposes several Examination areas for each examination type.

Enter the results of the individual findings for the appropriate examination area in the field Value for the Examination area that you wanted to valuate.

You can only enter numeric values in the field Value.

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HR Recruitment Grouping of Applicant Data

Use

Before you can create or edit existing data records on an applicant, you must know the names of the infotypes in which they are grouped. Otherwise it is not possible to access specific data records or indeed store data in the correct place in the system.

Integration

The Recruitment infotypes

Many of the infotypes used in Personnel Administration are also used in Recruitment:

• 
  
Organizational Assignment (infotype 0001)
• 
  
Personal Data (infotype 0002)
• 
  
Addresses (infotype 0006)
• 
  
Education (infotype 0022)
• 
  
Other/Previous ERs (infotype 0023)
• 
  
Qualifications (infotype 0024)
• 
  
Bank Details (infotype 0009)

If necessary you can also use other Personnel Administration infotypes

Features

In addition to these Personnel Administration infotypes, Recruitment also has some infotypes of its own that can be used specially for applicants:

• 
  
Applicant Actions (infotype 4000)
• 
  
Applications (infotype 4001)
• 
  
Vacancy Assignment (infotype 4002)
• 
  
Applicant Activities (infotype 4003)
• 
  
Applicant's Pers. No. (infotype 4005)
• 
  
Status of Applicant Activities (infotype 4004)
• 
  
Employee’s Applicant Number (infotype 0139)

Applications HR Recruitment Grouping of Applicant Data - (infotype 4001)

Definition

The Applications infotype (4001) is used to store information on whether an application was made in response to an advertisement, or is an unsolicited application.

Use

A new data record of the Applications infotype (4001) is created for every application received from an applicant. Each record is linked to a specific point in time, that is, the start and end date of the record contain the date on which the application was received.

The time constraint for this infotype is 3.

Applicant Actions HR Recruitment Grouping of Applicant Data - (Infotype 4000)

Definition

The Applicant Actions infotype (4000) serves as a record of all applicant actions carried out for an applicant. These applicant actions might be:

• Data entry procedures (e.g. Initial entry of basic data, Enter additional data)
• Procedures which change the overall status of the applicant (e.g. Reject applicant, Put applicant on hold)

Use

The most important piece of information contained in this infotype is the applicant's overall status (e.g. processing, on hold, rejected). This depends on the last action performed for the applicant. If, for example, the action type Put applicant on hold is performed, the applicant is assigned the overall status on hold. In the standard SAP system, a new record is created in the Applicant Actions infotype (4000) for every action type performed for an applicant.

In addition to data on the action type that was performed, the Applicant Actions infotype (4000) also contains information on whether or not an applicant has been recommended by an employee (reference employee). If this is the case, you can store the name of the reference employee in a text not used in evaluations.

The time constraint for this infotype is 1.

Vacancy Assignment HR Recruitment Grouping of Applicant Data - (infotype 4002)

Definition

You use the Vacancy Assignment infotype (40029 to enter the names of the vacancies to which the applicant has been assigned.

Use

Assign the applicant to a vacancy. The applicant will then be included in the selection procedure for this vacancy. The status of the applicant’s vacancy assignment shows where the applicant is in the selection procedure.

You can assign one applicant to the selection procedures for several vacancies. If you do this, you have to assign different priorities to the vacancy assignments. There must also be a vacancy assignment status for each assignment for the applicant.

The time constraint for this infotype is 2.

Applicant’s Personnel Number HR Recruitment Grouping of Applicant Data - (infotype 4005)

Definition

You use the Applicant’s Personnel Number infotype (4005) to enter an internal applicant’s personnel number.

Use

The system enters this number automatically in the corresponding Applicant’s Personnel Number infotype (4005) for all internal applicants. This means that it contains a data record for each internal applicant.

The time constraint for this infotype is B.

Applicant Activities HR Recruitment Grouping of Applicant Data - (infotype 4003)

Definition

You use the Applicant Activities infotype (4003) to enter the activities that have been created for an applicant.

Use

Activities carried out for an applicant within a selection procedure are entered, logged and planned in the Recruitment system by means of applicant activities. In other words, applicant activities are administrative stages through which an applicant passes during the course of the application procedure. Correspondence with applicants is also handled by means of applicant activities.

You can only display applicant activities in applicant master data (you cannot edit them here). To create or change applicant activities, choose Applicant activity ® Maintain.

The time constraint for this infotype is 3.

Status of Applicant Activities HR Recruitment Grouping of Applicant Data - (infotype 4004)

Definition

You use the Status of Applicant Activities infotype (4004) to specify the following for an applicant:

• Whether any planned activities exist for this applicant
• Whether any recurring tasks have to be performed (such as sending a message, or printing a letter)

Use

Each applicant has one Status of Applicant Activities (4004) infotype record. This is created and updated automatically.

The Status of Applicant Activities infotype (4004) contains data that is required for running certain reports (for example, reports that affect recurring tasks).

Employee’s Applicant Number HR Recruitment Grouping of Applicant Data - (infotype 0139)

Definition

The Employee’s Applicant Number infotype (0139) is used to store an employee’s applicant number.

Education HR Recruitment Grouping of Applicant Data - (infotype 0022)

Definition

You can store an employee or applicant’s educational details in infotype Education (0022).

Use

If you want to depict an employee or applicant’s complete educational history, create the infotype record with the relevant educational period.

Enter the following data for each educational history:

• Educational establishment (e.g. primary school, college)
• Name and location of the relevant educational establishment (e.g. Boston College)
• The country in which the educational institute is located

Note that the system checks the applicant or employee’s certificate against the type of educational establishment attended to make sure they match up.

In addition, you can enter the duration of study and the applicant/employee’s major and minor courses of study.

Note that the system checks the applicant or employee’s major and minor courses of study against the type of educational establishment attended to make sure they match up.

If you have made the appropriate system settings, the system automatically determines the appropriate educational group for the educational details you entered. The education group structures the employee/applicant’s education types into different groups.