Management of Individual Numbers

You run the Individual Number Management (RPUINMJ0) report to check the status of employees’ and their dependents’ individual numbers. Based on your defined status criteria, the report updates the Individual Numbers JP (3386) infotype records. If the individual numbers are missing or usage requires update, the report can send notification e-mails to employees themselves or the responsible administrators.

To access this report, on the SAP Easy Access screen, choose Start of the navigation path Human Resources Next navigation step Personnel Management Info System Reports Employee Administration Japan Personnel Administration Individual Number Management End of the navigation path .

Prerequisites

Make sure you have defined the following settings:

Specify the responsible administrator group for individual numbers in Customizing for Personnel Management under Personnel Administration Personal Data Individual Number (Japan) Individual Number Management Determine Administrator Groups for Individual Numbers . The report reads the return value of the Admin Group for Individual Number (22INA) feature and sends the check results to the relevant administrators.
Assign transaction code of this report, PC00_M22_UINM, to the usage details in Customizing for Personnel Management under Personnel Administration Personal Data Individual Number (Japan) Assign Transactions to Usage Details .
Enter the email addresses in your employee’s E-mail (0010) subtype of the Communication (0105) infotype. This is to make sure that the notification can be e-mailed to the employees and administrators.
Define e-mail templates in Customizing for Personnel Management under Personnel Administration Personal Data Individual Number (Japan) Individual Number Management Define E-mail Templates for Individual Number Check .
Define default usage for employees and dependents in Customizing for Personnel Management under Personnel Administration Personal Data Individual Number (Japan) Individual Number Management Define Default Usages .

Features

Selection

Selection Criteria

Select the status check you are going to run to the individual numbers of employees and their dependents:

Individual Number Not Confirmed
The system looks for employees and dependents whose individual numbers or identity information are not confirmed. The system selects the relevant infotype 3386 record by reading the status of the Confirmed checkbox in the infotype.
Missing Individual Number
The system looks for the employees and dependents whose individual number information has not been maintained properly. For example, the individual number is mandatory for an employee, but he or she does not have an infotype 3386 record. Or, the individual number of the employee is recorded under a different corporate number modifier. See the Provided to field in the infotype 3386 record.

The system can send e-mails to the employee or the administrators to remind them to maintain the number.

For the missing individual number check, you can enter a logical form layout in the Number Declaration field. The system uses this form layout to create a form to apply for the individual numbers. Note that the Number Declaration field is visible only when you select the Missing Individual Number status check.
Change Usage of Individual Number
The system looks for the employees whose usage of their individual numbers requires updates due to changes in their social insurance or labor insurance status. The system also looks for dependents whose usage of their individual numbers requires updates due to changes in their dependent status.

The system updates the usage information in their 3386 records and sends e-mail notification to the employees or administrators.
Delimit Individual Number
The system delimits the 3386 records for the employees who are leaving the company or dependents who has lost their dependent status.
Delete Individual Number if Retention Period Ends
The system checks the retention period of individual numbers and deletes the individual number (the 3386 infotype records) if the retention period is over.
Duplicate Individual Number Check
The system checks the same individual number assigned to different employees or dependents, and list the employees and dependents whose individual number in the 3386 infotype records are identical.

You may add your custom status check in Customizing for Personnel Management under Start of the navigation path Personnel Administration Next navigation step Personal Data Individual Number (Japan) Status Check BAdI: Custom Action and Check for Individual Numbers End of the navigation path .

Notification Option

Specify if the system notifies the employees themselves or the responsible administrators. If so, select the relevant e-mail templates.

Output Option

Display List
The system displays the check results in an SAP List Viewer (ALV). From the list, you can select further operations, such as updating the relevant 3386 records and downloading the list as a CSV file.

You can also enter an ALV variant for the display, and define if the employee’s identity information is displayed in the results and if the individual numbers are displayed without data masking. If you do not enter a variant, the system uses the default variant.
Skip List (Direct Update if Necessary)
After you execute the report, the system directly performs the update of infotype 3366 records and sends e-mail notifications if necessary.

Update Option

If you select the Test Run check box, the system lists the check results but you cannot update the individual number records.

Output

If you have selected the Display List output option, the system displays the results in an SAP List Viewer (ALV). The information includes employees’ and their dependents’ personal information, employee organizational details, and individual numbers.

Based on the status check you have selected when you run this report, the following pushbuttons are available in the menu of the results screen:

Download
You can download the list in a CSV file and use the Mass Update Individual Number Data (Japan) (RPUPINJ0) report to upload it to the system to mass update the employees and the dependents individual number records.
Update
This pushbutton is only available on the results screen of the following checks:
- Individual Number Not Confirmed
- Change Usage of Individual Number
- Delimit Individual Number
- Delete Individual Number if Retention Period Ends
  When you choose the pushbutton, the system performs the required updates, confirming the individual numbers, changing the usages of the individual numbers, delimiting, or deleting the individual number records.
Evidences
This pushbutton is only available on the results screen of the Individual Number Not Confirmed check. You can choose the pushbutton to display the image of the scanned evidence document. Then, in the Display evidence pop-up window, you can confirm the individual number, or reject the individual number or evidence.
Send Mails
The system sends e-mail notifications to the employees or their administrators based on your selection. This pushbutton is available on the results screen of the following checks:
- Missing Individual Number
- Change Usage of Individual Number
- Custom checks
Print Form
This pushbutton is available on the results screen of the Missing Individual Number check. The system creates a form and you can use it to apply for individual numbers for these employees or their dependents.
Custom Action
This pushbutton is available on the results screen of your custom checks.

The system also tracks the errors or warnings that occur during the checks or infotype updating. To view the error or warning messages, choose the Log pushbutton.