This component provides central storage for all documents that affect the employees of your company. You can store documents relating to the work relationship, remuneration, life events, for example, or certificates and other legal documents. You can design the structure of the Digital Personnel File (DPF) to suit your own requirements.
The DPF can be filled with documents manually by an HR administrator or by the system using processes within the framework of HCM Processes and Forms . In the latter case, the system automatically creates the DPF for the employee concerned once a process has been completed. In the DPF, an administrator with the relevant authorization can search for, display, add, and delete documents and also display process forms and steps.
The DPF provides you with central access to all employee documents. In this way, you can simplify and optimize the tasks of your HR administrators and structure your document storage more effectively.
For more information about the DPF, see the Implementation Guide (IMG) for
HR Administrative Services
under
Digital Personnel File (DPF)
.
The DPF is part of the
HR Administrative Services (PA-AS)
component and is optimized for use within this component. To be able to use all functions of the DPF, you should also use the subcomponent
HCM Processes and Forms
from
HR Administrative Services
. Nevertheless, it is possible to use the DPF independently.
The DPF is based on SAP Records Management . The DPF is based on the record modelthat structures the various folders of the DPF and decides which documents are stored in which folders by the system.
There are two types of documents in the DPF:
Process documents: These result from a process within HCM Processes and Forms that an HR administrator executes for an employee. The documents consist of various attachments or forms. The system adds the process documents in the DPF.
Example
If an administrator executes the process for maternity leave for an employee, the system generates a maternity leave form and the
Doctor’s Certificate
attachment. The system stores these documents in the DPF.
Archived documents: Archived documents are documents that are already stored. The system does not add these documents to the DPF; instead, it displays the documents using the personnel file.
In Customizing, you set up
SAP Records Management
to use the DPF.
For more information, see SAP Library under
The DPF is based on one single record model that is obligatory for all employees. It is not possible to use different record models for different employee groups.