Data Transfer
Workbench: HR Master Record
You can carry out the transfer of master data
from the legacy system in two different ways:
1.
Manually.
This way is only really used in practice if
a) there are
few employee records to be transferred and
b) the end
users want to carry out such a transfer by way of "training on the
job".
2.
Automatically.
There is every likelihood that you will also choose this method.
You can use the report RPUSTD00 as model.
This report imports a sequential file with the employee data and then fills
infotype after infotype with this data by means of a batch input.
Requirements
You have worked through all the previous steps
so that the employee data can be transferred into your SAP
System.
Standard
Settings
The report RPUSTD00 can only
be a model for the transfer of employee records because the component parts
(infotypes) of an employee record depend on the country in which HR is to be
installed and on the information required per employee.
Activities
1. Carry out an
automatic transfer in the production system.
2. Transfer the
employee data into the production system in several steps.
a) First
transfer the infotypes
- Organizational Assignment
(0001)
b) Subsequently
transfer the remaining infotypes with individual reports to be set up by
you.
3. Note the
dependencies between infotypes.
For example, the infotype Planned Working Time (0007) must be
imported before the infotype Basic Pay, because the working
hours of the shift schedule are used in the infotype Basic Pay.
The standard actions (e.g. hiring or DP transfer) take such dependencies into
account.
Further
Notes
1. If you are
going to hire a person in a productive HR system in the future, the
Hiring action for this person will start on the date of hiring.
Human Resource Management wishes to know the length of service of an employee
for internal or even external reasons.
HR standard evaluations calculate the length of service as follows:
The calculation starts from the start date of the first action stored in the
Actions (0000) infotype, which you set up to have a hiring
characteristic. The calculation ends on the stipulated key day.
If you also wish to use this functionality for your evaluations (as is
recommended by SAP), the personnel action you use to transfer employee data
from a legacy system to the HR System should start on the date of the actual,
earlier entry.
Example
As part of the HR Project, an employe record is to be transferred for an
employee who was originally hired into an (old) HR system on 1.10.1974.
Start of action Data transfer: 1.10.1974 .
This start date is suggested as a default for all subsequent infotypes after
the Actions (0000) infotype. Overwrite this date in all
infotype records other than the Organizational Assignment
(0001) infotype with the date on which you wish to carry out a transfer of the
payroll account (e.g. for the average value calculation bases). If you do not
wish to carry out a payroll account transfer, you can set the start date for
these infotypes to the start date set for the HR System.
Regardless of this example, you can of course transfer historical data for all
infotypes. SAP recommends that these be transferred in chronological
order.
Note the following special situation:
You wish to use the automatic pay scale reclassification once your HR
application has become productive (Report:RPITUM00 .
Your collective agreement may have a provision that once a person has belonged
to one pay scale group/level for two years, he/she then be transferred up to
the next pay scale group/level.
In order for the above-mentioned report to be able to recognize that two years
in a particular pay scale group/level have indeed elapsed, you either have to
let the Basic Pay infotype start on the date of last
reclassification or maintain the field Date of next
increase in the same infotype.
The infotype Organizational Assignment (0001) represents an
exception in this respect: this infotype must start on 1.10.1974 because its
information is used for system control and authorization.
Note that a cost center that has been entered is validated for this start date
if you have decided to validate cost centers. SAP recommends that you create a
"data transfer" cost center and assign it to all employee records that are to
be transferrd. The other fields of the Organizational
Assignment (0001) infotype do not need to be filled (Exception:
Required fields).
On the chosen, actual tranfer date, the employee record must of course have a
further record of infotype 0001 with the actual information (cost center
etc.)
2. On the basis
of the facts described in the previous paragraph, there are consequences for
the work with the control record in the productive system:
For a hiring on 1.10.1974 not to result in retroactive accounting, you must
create the control record/s that is/are valid for the employee record you wish
to transfer in such a way that the period to be accounted is 01
1900.
After successful data transfer, you must delete the control record/s and
recreate them with the accounting period HR Start period -
1.
Example: You wish to use HR Payroll Accounting productively
from 1.1.1997. Enter 12 1996 as the accounting period in the
control record!
3. In the daily
work of personnel administration, the situation often arises when an employee
record has to be controlled whose position is unclear.
Military service or parental leave are possible examples. They are represented
by entering absences. But this doesn't yet make control of whether or not such
employee records are included in evaluations. (e.g. employee lists)
In many cases HR assumes that after the end of such an absence, the employment
continues, so that the actions "termination" or "leaving" are undesirable or
even wrong as control possibilities.
In practice such situations are often describedas inactive work
relationship.
Internal and external personnel evaluation requirements necessitate differing
treatments. Example: an evaluation for internal purposes
should exclude an inactive work relationship because the employee will not be
available to work for a longer period of time. An evaluation for an authority
however should include this employee record because subsidies or tax levies on
the employer might depend on the number of active employees.
How do you represent such cases in the HR System HR?
SAP recommends a special cost center or employee subgroup or organizational
unit be set up where the employee record can be stored for the duration of the
inactive work relationship.
In order to retain the correct evaluation, this special organizational
assignnment must be included or excluded at the start of the
evaluation.
4. You have two
possible methods of assigning personnel nos.to choose from:
a) The employee
records to be transferred are given sequential numbering in accordance with
the settings you made in the step Define number range intervals for
personnel numbers . This is called internal number
assignment.
SAP recommends internal number assignment.
This procedure of internal number assignment has the disadvantage that the
employee records to be transferred lose their previous peronnel no.
If you want to avoid this, use the second method.
b) You
determine the external number assignment in the step
Define number range intervals for personnel nos.. This allows you to
transfer the old pers. no. into the new employee record.
Note that after successful transfer of legacy data, you must once again edit
the step define number range intervals for personnel numbers
in order to reset the counter to the highest old pers.no.
Carry out all the activities named in the productive system.