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
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.