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 Editing of Employee Data

Use

You can use this function to access the employee data directly in the portal and to create, edit, and display this data using the infotypes . You can also change employee data without using the Process and Form Framework and maintain employee data that is not (yet) included for processing in a form-based process.

You call the Edit Employee Data function directly from the Work Center for HR Administrator.

Features

This function is based on the HR master data maintenance . In contrast to the Display HR Master Data (PA20) and Maintain HR Master Data (PA30) functions, the Edit Employee Data function enables you to switch directly between the individual infotypes of Personnel Administration and International Payroll . The infotype entry screen is suppressed.

The user interface for editing employee data comprises the following areas:

  • Data selection area

  • Infotype browser

  • Data maintenance area

    This area also includes the infotype text area.

User Interface for Editing Employee Data

Data selection area
  • Employee

    In the data selection area, you can select an employee by entering the personnel number or the name of the employee. If you search for the employee by name and choose Start , the personnel number is displayed in the input field. The name of the employee and the employee's data are displayed in the data maintenance area. The infotype browser is opened.

  • Advanced Search

    You can use Advanced Search to access other search functions.

    If several personnel numbers were selected, for example, because you performed a search using value ranges, a dialog box is opened with the hit list from which you can select the required personnel number.

  • Period

    If you leave both fields for the data selection period empty, all available data for an employee is selected. If you only enter the start date, all data that is valid on this date is selected.

  • Browser Off/Browser On

    You can use Browser Off and Browser On to show and hide the infotype browser.

Infotype browser

The infotype browser is a tree structure that contains several nodes from which you can select an infotype or an action for processing. You define which nodes are displayed in the tree structure and their sequential order in Customizing for HR Administrative Services under Start of the navigation path HR Administrator Next navigation step Employee Data Maintenance Next navigation step Specify Structure of Infotype Browser End of the navigation path .

If no personnel number is selected in the data selection area, the infotype browser is empty. Once a personnel number is selected, the tree structure is displayed.

The following folders are available:

  • Favorites

    You can define a list of infotypes and actions that you frequently use as favorites. The following options are available:

    • Create New Folder

      You can create a folder to structure the entries in your Favorites.

    • Create New Entry

      You can include an infotype or an action as an entry within a folder in Favorites.

    • Include in Favorites

      You can include an infotype or an action in Favorites.

    • Delete from Favorites

      You can delete an infotype or an action from Favorites.

    • Move Up/Move Down

      You can use these options to change the order of the entries in your Favorites.

  • Infotypes of Employee

    In this folder, all infotypes are displayed for which data already exists for the employee currently selected.

  • All Infotypes

    In this folder, all infotypes are displayed that are available for processing.

    If a personnel number is already selected or a parameter is set for a country modifier, the list of infotypes is restricted to all infotypes for a country version.

  • Infotype menus

    This folder contains the infotype menus for Personnel Administration in which the infotypes are grouped together according to logical criteria.

  • Actions

    This folder contains all available personnel actions.

    Note Note

    The personnel actions relating to hiring are an exception. These are all actions that are identified with function character 1or 7in Customizing for Personnel Administration under Start of the navigation path Customizing Procedures Next navigation step Actions Next navigation step Set Up Personnel Action Types. End of the navigation path

    End of the note.

    If you click an action in the Favorites folder or in the Actions folder, it is started in the data maintenance area.

    If you click an infotype in Favorites or in the infotype folders, the single screen of this infotype is opened in the data maintenance area.

Data maintenance area

In the data maintenance area, you can display, create or edit employee data. The system uses this data to create a history of all the changes and developments pertaining to an employee during the period that the employee works at the company.

To be able to store several infotype data records simultaneously, you must define time relationships between the data records. This is accomplished by the system using time constraints. For more information, see Time Constraints in HR Master Data .

If you start an infotype through the data selection area, you can specify in Customizing for HR Administrative Services whether the single screen or the list screen of the infotype is called. You make this setting under Start of the navigation path HR Administrator Next navigation step Employee Data Maintenance Next navigation step Specify Default Setting for Display of Records for Infotype End of the navigation path .

You can also use the infotype browser to navigate within the data maintenance area.

The following operations on infotypes are supported:

  • Display Data Records

    You can switch from change mode to display mode using the Display function.

  • Change Data Records

    The Change function enables you to edit an existing infotype data record without creating a new data record. This means that you overwrite an existing data record. When an infotype data record is changed, its history is not updated.

  • Create Data Records

    The Create function allows you to enter new data. You create a new infotype data record and the old data record is retained in the system. The infotype history is generated by defining the validity periods.

  • Copy Data Records

    The Copy function also enables you to create new infotype data records, and as a result, the infotype history is updated. Unlike the Create function, you do not enter data on an empty screen, but on a screen containing the current data. You can then overwrite these values.

    Note Note

    You must overwrite the default value for the validity period. Otherwise, the original data record is deleted when the data is saved (applies only for time constraint 1 and 2).

    End of the note.
  • Delete Data Records

    The Delete function allows you to delete existing infotype data records from the database. If you delete a data record with time constraint 1, the system automatically extends the previous record. An infotype history is created using the definition of the validity period.

  • Lock/Unlock Data Records

    The Lock/Unlock function enables you to use the second-set-of-eyes principle when editing infotype data records: Once the infotype data record is locked, it exists but is not yet actively created. It is not created in the database until a second employee has checked and unlocked the infotype data record.

  • Open/Close Infotype Text Area

    You have the option of entering a free text as a comment for a data record in all infotypes in which this is permitted. (You set the Text Allowed indicator in Customizing for Personnel Administration under Start of the navigation path Customizing Procedures Next navigation step Infotypes Next navigation step Infotypes End of the navigation path .)

    To open the text editor, choose Maintain Text .In some infotypes, such as the Monitoring of Tasks infotype (0019), the first three lines of the comment can be created and displayed directly on the single screen. To set the text lines to Not Ready for Input in the single screen for customer-specific infotypes, you perform the Name Infotype Text Fields IMG activity in Customizing for HR Administrative Services under Start of the navigation path HR Administrator Next navigation step Employee Data Maintenance End of the navigation path .

In the Last Changes area of the data maintenance area, all edited infotype data records are usually displayed for the personnel number that you selected in the data selection area. This includes all data records that were newly created, deleted, copied, changed, or locked.

To restrict the volume of history data saved, a report exists in Customizing for HR Administrative Services (under Start of the navigation path HR Administrator Next navigation step Employee Data Maintenance Next navigation step Delete Obsolete History Data for Master Data Maintenance End of the navigation path ), with which you can delete all data records that are older than a specified date or period.

Additional Functions

If you choose Start of the navigation path Goto Next navigation step Overview End of the navigation path , the system displays the list screen of the current infotype in the data maintenance area and you obtain an overview of all existing infotype data records in the validity period.

Both of the following functions are activated only if actual documents exist for the employee:

  • Display Specific Facsimiles

    If you choose Start of the navigation path Extras Next navigation step Display Specific Facsimiles End of the navigation path , all documents are displayed that were optically archived for the currently selected infotype of an employee in the data maintenance area.

  • Display All Facsimiles

    If you choose Start of the navigation path Extras Next navigation step Display All Facsimiles End of the navigation path , all documents are displayed for an employee that were archived independent of the infotype currently selected in the data maintenance area