Storage Within Personnel Administration (PA-PA) 

Use

Within Personnel Administration (PA-PA), the storage functions provided by SAP ArchiveLink facilitate the use of content servers to store copies of incoming documents, such as employment contracts, appraisals, and employee photos. This enables the Human Resources department to save time and money by managing the personnel file centrally as it increases in size and detail.

If an employee at your enterprise receives a personnel appraisal, for example, the written incoming document can be scanned and then stored. If this employee receives more than one personnel appraisal over time, your ability to access them makes it much easier for you to track his or her development. There is no need to waste time searching through different files stored at various locations.

This improves access to employee data while saving time, money, and storage space.

Prerequisites

Technical Implementation (PA-PA)

An external scanner is used to import written incoming documents into the system. The scanner communicates with SAP ArchiveLink. Individual documents are linked directly to an infotype and employee using the personnel number, or they are assigned generally to an employee using the personnel number. The link is created using the document type.

The standard system includes the following document types for Personnel Administration:

Name of document type

Document type

Object type

Document class

Infotype

Subtype**

Retirement pension plan

HRIBENEFIT

PREL

FAX

0053

-

Certificate for child

HRIBESCHKI

PREL

FAX

0021

2

Qualifications

HRICERTIFI

PREL

FAX

0024

-

Color photos

HRICOLFOTO

PREL

FAX

0002

-

Employment contract

HRICONTRAC

PREL

FAX

0016

-

Supplements to employment contract

HRICONTRAD

PREL

FAX

0016

-

Obligation to observe data secrecy

HRIDATASEC

PREL

FAX

0002

-

Appraisal

HRIDATES

PREL

FAX

0019

10

Final certificate for education

HRIDIPLOMA

PREL

FAX

0022

+

Photo of employee

HRIEMPFOTO

PREL

FAX

0002

-

Appraisal

HRIEVALUAT

PREL

FAX

0025

-

Health insurance certificate

HRIHEALTHI

PREL

FAX

0013

-

Personnel master data sheet

HRIMASTERD

PREL

FAX

0002

-

Appraisal

HRIPERAPPR

PREL

FAX

0019

10

Reference

HRIREFEREN

PREL

FAX

0023

-

Resume

HRIRESUME

PREL

FAX

*

-

Social security card

HRISOCIALS

PREL

FAX

0013

-

Registration certificate

HRISTUDID

PREL

FAX

0013

-

Wage tax card

HRITAXCARD

PREL

FAX

0012

-

Certificate of contributions to savings scheme

HRIVL

PREL

FAX

0010

+

Work permit

HRIWORKPER

PREL

FAX

0016

-

 

In the standard system, these document types are assigned to technical document class FAX (format for scanned incoming documents).

If you do not want to use the SAP standard setting, you can determine the infotypes to which individual document types are assigned. The exact assignment depends on the specific infotypes for which specific document types are stored. In principle, a connection to SAP ArchiveLink is available for all Personnel Administration infotypes.

Key to Table:

* The "resume" document type is not set up for specific infotypes because it can be linked to a variety of infotypes.

** When an incoming document is assigned, you can enter the following when specifying the subtype:

+ The subtype must be entered when the incoming document is assigned.

- The subtype must not be specified.

Specific value: a default subtype appears when the incoming document is assigned. It cannot be overwritten.

Preparation and Customizing (PA-PA)

Customizing for SAP ArchiveLink is divided into general, cross-application Customizing, and application-specific Customizing for individual SAP ArchiveLink scenarios.

General Customizing for SAP ArchiveLink

See: Customizing

Application-Specific Customizing

To make application-specific settings for SAP ArchiveLink, call up the Implementation Guide (IMG) for Personnel Administration:

Personnel Administration ® Tools ® Optical Archiving ® Set up Document Types for HR

To set up document types for HR, you assign an infotype, subtype, and object ID to the various document types, as necessary. If you want the Date field to be a required entry field, flag it with the + sign. The Authorization field controls the authorization check that is performed when the document is entered at the scan work center, and when the document is assigned to a document type. To check that the employee has authorization for the infotype linked to the document type in question, select the Authorization checkbox.

Personnel Administration recommends that you start the ten-character, alphanumeric, document type ID with HRIxxxxxxx (x = characters that you can define as required).

Features

The following application scenarios are supported by SAP ArchiveLink within Personnel Administration:

Store for subsequent entry (PA-PA)

Assign then store with bar code (PA-PA)

Store and enter (PA-PA)

SAP recommends that you store employee documents with a bar code. For this reason, the following example illustrates how to assign then store with bar code. However, it is also technically possible to store without a bar code (that is, you can use the "assign then store" scenario).

Activities

Storage

Please see "Features".

Display

You can display documents stored for an employee as follows: