Process documentationArchiving Process Flow (PT/PY/FI-TV)

 

This process controls the archiving of payroll data from the components Payroll, Time Management, and Travel Management.

Note Note

You can use the Information Lifecycle Management (ILM) functions for archiving and the destruction of data for the archiving objects PA_CALC and PA_TIME. For more information, see Archiving Payroll Results Using PA_CALC (PY) and Archiving Time Evaluation Results Using PA_TIME (PT).

Therefore, when archiving is mentioned in the following, this can refer to data archiving or the destruction of data, depending on which of these options you choose for these archiving objects.

End of the note.

Prerequisites

  • You have chosen the time of archiving based on the following criteria:

    • Country-specific regulations affect the archiving date.

      For more information, see Country-Specific Information (PY).

    • Neither Payroll nor follow-up programs may run at the same time.

    • Only a small range of master data may be changed during archiving.

    • The system load should be as low as possible, particularly during the archiving session.

  • You have the necessary authorizations.

    For more information, see Authorizations (PT/PY/FI-TV).

Process

Archiving comprises the following phases:

Note Note

You can have all steps performed at separate times and by different persons.

End of the note.

  1. Create an archiving group

    You define the properties of the archiving group such as archiving date, assigned archiving objects, and so on.

    The following steps are possible for the archiving group:

  2. Assign personnel numbers to the archiving group

    To archive the payroll data of multiple personnel numbers together, assign the personnel numbers to an archiving group. You thus specify that the archiving date and the retroactive accounting limit of this archiving group are to apply to the assigned personnel numbers. For each assigned personnel number, the system creates a subtype record per archiving object in the infotype Archived Objects (0283).

    The following steps are possible for the personnel numbers:

  3. HR preparation for archiving

    When archiving payroll data, there are various dependencies between the components Payroll, Time Management, and Travel Management, from which payroll data can be archived. To ensure that the payroll data to be archived from all components is complete and aligned, the necessary preparations are made during this phase of the archiving process.

    In the steps Test HR Preparation for Archiving and Perform HR Preparation for Archiving, each personnel number that is assigned to the current archiving group is checked against the following criteria for the period before the archiving date:

    Component

    Criteria Checked

    Payroll

    Are there any master data changes relevant to payroll?

    Are there any country-specific regulations that mean that HR preparation for archiving should not be performed?

    Time Management

    Are there any master data changes relevant to Time Management?

    Are there any unprocessed time events?

    Travel Management

    Are there any trips that have not been settled?

    Is there any trip data that has not been forwarded?

    Do any trips to be archived not have the forwarding status that you specified for the archiving group in question?

    Do any trips to be archived have trip planning data?

    Is the status of a posting run incorrect?

    The payroll data is organized such that programs that change this data (for example, the payroll driver or the trip entry) can no longer access this data.

    Recommendation Recommendation

    We recommend that you perform HR preparation for archiving at a time when the system is not heavily loaded.

    End of the recommendation.

    The payroll data that you archive is only removed from the database after this preparation.

    The following steps are possible for the HR preparation for archiving:

  4. Archiving

    The system now writes the payroll data that was prepared for archiving in the previous phase to an archive file in multiple substeps, stores the data using a suitable storage medium (for example, magnetic tape), and deletes it from the database.

    Recommendation Recommendation

    In this phase of the archiving process, large volumes of data are moved; it is therefore time-consuming. We recommend that you perform this phase at a time when the system is not heavily loaded.

    End of the recommendation.

    The following steps are possible for archiving: