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End User Manual - HCM

End User Manual

Human Capital Management

Prepared for

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DOCUMENT MANAGEMENT

Revision History

Version Date Author Revision Description

V3.0 21/07/2022

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Table of Contents
INTRODUCTION ............................................................................................................................................................ 5
SAP HCM OVERVIEW ........................................................................................................................................................... 5
NAVIGATION ........................................................................................................................................................................ 5
ICON LIST / LEGENDS ............................................................................................................................................................. 6
TERMINOLOGY ...................................................................................................................................................................... 8
ORGANIZATIONAL MANAGEMENT DATA .................................................................................................................... 10
DATA EXTRACTION .............................................................................................................................................................. 10
RESERVATION ROSTER .......................................................................................................................................................... 20
ORGANIZATIONAL PLAN........................................................................................................................................................ 33
MAINTAIN JOBS .................................................................................................................................................................. 64
REPORTS ........................................................................................................................................................................... 76
PERSONNEL ADMINISTRATION ................................................................................................................................... 81
HIRING .............................................................................................................................................................................. 81
RECRUITMENT .................................................................................................................................................................. 107
PROMOTION .................................................................................................................................................................... 144
EMPLOYEE SELF-SERVICE (ESS) ........................................................................................................................................... 153
MANAGER SELF SERVICES (MSS) ......................................................................................................................................... 166
MY SERVICES.................................................................................................................................................................... 169
LAPTOP SCHEMES .............................................................................................................................................................. 172
CLAIMS ........................................................................................................................................................................... 192
MEDICAL CLAIM................................................................................................................................................................ 219
TIME MANAGEMENT ................................................................................................................................................ 234
POSITIVE TIME MANAGEMENT............................................................................................................................................. 234
ATTENDANCE RECORDING PROCESSES ................................................................................................................................... 243
TIME EVALUATION............................................................................................................................................................. 262
PLANNED WORK TIMES ...................................................................................................................................................... 269
ATTENDANCE.................................................................................................................................................................... 274
ATTENDANCE APPROVAL .................................................................................................................................................... 285
BULK ATTENDANCE THROUGH CATS UPLOAD......................................................................................................................... 288
LEAVE REQUESTS............................................................................................................................................................... 299
NON-EXECUTIVE LEAVE ENTRY ............................................................................................................................................ 304
LEAVE ENCASHMENT .......................................................................................................................................................... 309
STANDARD REPORTS .......................................................................................................................................................... 316
PAYROLL ................................................................................................................................................................... 325
CREATING /CHANGING BASIC PAY (IT 0008) ......................................................................................................................... 325
CREATING /CHANGING RECURRING PAYMENTS/DEDUCTIONS (IT 0014) ..................................................................................... 329
CREATING ADDITIONAL PAYMENTS (IT 0015) ........................................................................................................................ 333
CREATING MEMBERSHIP DETAILS PAYMENTS (IT 0057) ........................................................................................................... 337
CREATING LEAVE ENCASHMENT (IT 0416 ) ............................................................................................................................ 339
CREATING EMPLOYEE REMUNERATION INFO PAYMENTS (IT 2010) ............................................................................................. 341
FAST ENTRY ..................................................................................................................................................................... 344
PAYROLL CONTROL RECORD ................................................................................................................................................ 346
PAYROLL SIMULATION ........................................................................................................................................................ 347
PAYROLL RELEASE.............................................................................................................................................................. 349

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RUNNING PAYROLL ............................................................................................................................................................ 350

RELEASE FOR CORRECTIONS PAYROLL .................................................................................................................................... 352
EXITING PAYROLL .............................................................................................................................................................. 354
SIMULATING A POSTING RUN .............................................................................................................................................. 354
PAYROLL RESULT POSTING TO FI .......................................................................................................................................... 356
CREATING LOAN DETAILS (IT 0045) ..................................................................................................................................... 360
QUARTERLY BONUS IN REGULAR PAYROLL.............................................................................................................................. 363
OFF CYCLE PROCESS .......................................................................................................................................................... 368
FINANCE POSTING ............................................................................................................................................................. 373
TERMINAL BENEFITS FOR RETIRED EMPLOYEES ........................................................................................................................ 377
MANDATORY INFOTYPES FOR PROCESSING OFF CYCLE WORKBENCH ........................................................................................... 384
MAINTAIN THE DATA FOR TERMINAL BENEFITS ....................................................................................................................... 385
GUIDELINES FOR PRE-PAYROLL PROCESS FOR TERMINAL BENEFITS .............................................................................................. 386
OFF-CYCLE WORKBENCH .................................................................................................................................................... 386
DIFFERENT TYPES OF REPORTS AND THEIR TRANSACTION CODE.................................................................................................. 389
E-SEPARATION .......................................................................................................................................................... 396
EMPLOYEE E-SEPARATION PROCESS ...................................................................................................................................... 400
TRIGGER NEXT PHASE - SEPARATION PHASE: .......................................................................................................................... 413
REPORTS & TABLES: .......................................................................................................................................................... 417
TRAINING MANAGEMENT ........................................................................................................................................ 430
PARAMETER SETTING ......................................................................................................................................................... 432
SAP LEARNING SOLUTIONS ................................................................................................................................................. 432
COURSE PREPARATION ....................................................................................................................................................... 434
COURSE GROUP ................................................................................................................................................................ 452
COURSE TYPE ................................................................................................................................................................... 455
COURSE CATALOGUE.......................................................................................................................................................... 462
DAY TO DAY ACTIVITIES ...................................................................................................................................................... 475
PARTICIPATION BOOKING.................................................................................................................................................... 477
COURSE PARTICIPATION CANCELLATION ................................................................................................................................. 484
RECURRING ACTIVITIES ....................................................................................................................................................... 487
CORRESPONDENCE ............................................................................................................................................................ 492
ESS-MSS PORTAL ............................................................................................................................................................ 501
CERTIFICATES GENERATION ................................................................................................................................................. 506
PARTICIPATION ATTENDANCE ...................................................................................................................................... 510
COURSE FEEDBACK ............................................................................................................................................................ 512
COURSE FEEDBACK THROUGH ESS PORTAL ............................................................................................................................. 521
REPORTS ......................................................................................................................................................................... 524
REPORT: PARTICIPANT LIST .................................................................................................................................................. 524
REPORT: TRAINING CALENDAR ............................................................................................................................................. 525
TRANSFER (WRICEF ID HCM_PA_W_181) .................................................................................................................. 526
TRANSFER RELEASE & JOINING PROCESS .................................................................................................................. 541

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Introduction
SAP HCM Overview
SAP ERP (Enterprise Resource Planning) system consists of several modules. Each module focuses on
a different aspect of an SAP-enabled business. Financial Accounting, Controlling, Production Planning,
Materials Management, Business Intelligence, Human Capital Management, Sales and Distribution
and other modules are among them.

SAP HCM (Human Capital Management) module is one of the most important modules of all. It
consists of a comprehensive set of techniques and instruments that are essential and effective for
employee recruiting, development, and management. It also aids in the creation and maintenance of
an organization's structure and hierarchy process.

Navigation
Enter your credentials to log in.

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Icon List / Legends

Icons Description
Continue / Enter
Save
Back
Exit
Cancel
Date and preview period
Go to
Create
Copy
Change
Display
Delimit infotype
Delete
Maintain overview
In descending order
In ascending order
One level up
Expand node
Collapse node
Display evaluation path
Column configurator
Display periods
Display <-> Change
Refresh
Unrelated objects
Icon list/Legend
Insert line
Delete line
Replace
Move
Change sequence

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Terminology
The following terms have been used in the compilation of this document:

Term / Abbreviation Legacy Term Description

SAP ECC, EHP8 Nil Refer to the SAP core system with slight variances in
definition
EHP8 Nil Enhancement Packs. SAP releases enhancement
packs aimed at including extra functionality. Often in
HR, the added functionalities of these enhancement
packs are country-specific. At the time of writing the
current SAP, the EHP version was EHP8.
Finance (FI) Accounting The financial accounting module in SAP.
Controlling (CO) Accounting The management accounting module in SAP.
Material Purchasing and The purchasing and inventory management module
Management (MM) inventory in SAP.
Production Planning Production The Production Planning module in SAP.
Planning
Personnel Master data HR Submodule in which employee master data is
Administration (PA) maintained.
Organizational Org Structure HR Submodule in which organizational structure
Management (OM) and reporting hierarchy is maintained.
Time Management Time HR Submodule in which employee time management
(TM) Management is done.
Payroll (PY) Payroll HR Submodule in which employee payroll calculation
is done.
Recruitment (Rec) Recruitment HR Submodule in which recruitment activity is done.
E-Separation (e-Sep) Resignation/ HR Submodule in which employee final exit process-
Exit process related solution is given.
Employee Self Employee self- HR Submodule where employee self-service activity
Service/Manager Self service of Coal is done.
Service (ESS/MSS) Net
Personnel Training & HR Submodule where Learning service Organization,
Development (PD) Development Training and event management activity is done.
Learning Service Training & LSO stands for a Learning service organization, it’s
Organization (LSO) Development the higher version of the Training and event module.
BPC NA Business Planning and consolidation software for
manpower planning and budgeting.
CL-IN NA HR Submodule of Payroll for Claims India Solution.
BBP NA Business Blueprint.

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Term / Abbreviation Legacy Term Description

BPML NA Business Process Master List.
FI-TV NA Finance Module: Travel & Expense Management.
EIS EIS Coal India Executive Information System.
HRMS HRIS/HRMS Coal India Human Resource Management System.
VC/DC/SC VC/DC/SC Vigilance Clearance/ Departmental Clearance/
Safety Clearance.
EP NA Enterprise Portal SAP.
SPR SPR Special Performance Report.
BADI NA ‘Business Add-ins’ used for enhancement via ABAP.
LSMW NA SAP Legacy System Migration workbench – A
solution for bulk upload of data in SAP.

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Organizational Management Data

This section will provide a brief insight into how organization management data is maintained
in SAP.

Data Extraction
This document deals with creating, changing and displaying OM structure in SAP.

Displays OM Table Structure

I. Enter the transaction code PPOSE.
II. Click the continue/enter button.

III. Click Search Term.

The Find Organizational unit dialogue box will be displayed.
IV. Enter with an Area Name (MCL/CIL HQ or any subsidiary or any area).
V. Click on the Find.

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VI. Copy the ID from the right side.

VII. Click ID.

VIII. Click the Basic data tab.
IX. Select the Subtype from the dropdown list.

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X. Click again on the Search Term.

The Find Organizational unit dialogue box will be displayed.
XI. Enter With a name (put the copied Org ID).
XII. Click Find.

XIII. Click Existence Name Chief.

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XIV. Click Details for Organizational unit MCL.

The following screen will be displayed.

XV. Click on the expand option > to get the Hierarchical org structure like the below-referred image.

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Standard Reports
Navigate to SAP Easy Access and use a tree structure to generate standard reports, for example:
• Existing organizational units
• Existing jobs
• Existing positions
• Staff assignments
• Vacant positions
• Obsolete positions
The same can also be accessed through the respective transaction codes.

Transaction code S_AHR_61016491

Menu path Human Resources→Organizational Management→Info
System→Organizational Unit→S_AHR_61016491 - Existing Organizational
Units

Transaction code S_AHR_61016497

Menu path Human Resources→Organizational Management→Info
System→Organizational Unit→Job→S_AHR_61016497 - Existing Jobs

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Transaction code S_AHR_61016502

Menu path Human Resources→Organizational Management→Info
System→Organizational Unit→Position→ S_AHR_61016502-Existing
Positions

Transaction code S_AHR_61016503

Menu path Human Resources→Organizational Management→Info
System→Organizational Unit→Position→ S_AHR_61016503-Staff
Assignments

Transaction code S_AHR_61016509

Menu path Human Resources→Organizational Management→Info
System→Organizational Unit→Position→ S_AHR_61016509-Correct
Vacancies

Transaction code S_AHR_61016510

Menu path Human Resources→Organizational Management→Info
System→Organizational Unit→Position→S_AHR_61016510-Obsolete
Positions

Transaction code S_AHR_61016528

Menu path Human Resources→Organizational Management→Info
System→Organizational Unit→Position→S_AHR_61016528-Structure
Display/Maintenance

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Existing organizational units:

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Existing jobs:

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Existing positions:

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Reservation Roster
The purpose of this document is to provide a brief on how the Reservation roster process is
performed in SAP.
Tag Department for Roster
I. Execute transaction code HRPBSIN_ROS_CRT.
II. Enter Valid from.
III. Click the continue/enter button.

IV. Click the Organizational unit option on the left pane. Find Organizational unit window is displayed.
V. Enter With a name.
VI. Click the Find button.

VII. Double-click the required department from the hit list on the left pane. Department will display
under Roster-Framework.

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Create Roster ID under Department

I. Select Department Id.
II. Click create button.

III. Click Pers. Dplmt. Plan.

IV. Click the continue/enter button.

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Roster Id will be created under Department Id.

Rename Roster Id and Assign Model Roster

I. Click roster id to rename roster id.
II. Click the OBJ_DEF button.

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III. Enter the following details:

• Object Abbr.
• Name

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IV. Click ROS_ATTR to assign the model roster.

V. Click the create button.

VI. Select the Model Roster ID from the dropdown list.

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Note: The reservation category will be selected automatically.

VII. Click the save button.

Create Roster Point

I. Execute transaction code HRPBSIN_RSTRPT_CRT.
II. Enter the following details:
• Roster ID
• Begin Date
• No. of Roster Points
III. Click the execute button.

Roster points will create automatically under roster Id.

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Assign Employee Under Roster Point

I. Enter transaction code HRPBSIN_ROS_MNT.
II. Click on the expand option and expand the organizational unit.
III. Click on the Search Term and search by Subsidiary /Area name
IV. Select the Roster point under which the employee needs to assign.
V. Click the assign button.

VI. Select the required Relationship.

VII. Click the continue/enter button.

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Object of Pers. Dplmt. A plan window will appear.

VIII. Click the Search Term tab.

IX. Enter Search Term (EIS Number of that employee whom you want to assign).
X. Click the continue/enter button.

XI. Click the checkbox.

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XII. Enter Valid from date.

XIII. Click the continue/enter button.

XIV. Click the Save button.

Roster Report Generation

Pre-requisite: To generate a roster report first need to extract the roster framework in excel.
I. Click the print button.

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II. Click System→List→Save→Local File from the top menu bar.

III. Select the Text with Tabs radio button.

IV. Click the continue/enter button.

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V. Enter the Directory path.

VI. Enter the File Name. Click the copy button next to the field.

VII. Change Save as type as Excel.Files (*xls).

VIII. Click Save.

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IX. Click Generate.

Maintain Roster Report

I. Enter the transaction code SM30.
II. Enter Table/View.
III. Click Maintain.

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IV. Click New Entries.

V. Copy roster id, Roster Points and Description from excel sheet -> Enter -> Save.

VI. Enter Employee Id -> Save.

Reservation Roster
I. Execute transaction code ZHCM_ROSTER_REP.
II. Select Roster Id from Dropdown.
III. Enter the following details:
• Name of the Post
• Method of Recruitment

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• Percentage of Reservations prescribed

IV. Click the execute button.

The following screen will be displayed.

Organizational Plan
An organizational plan is necessary for any organization where employees need to carry out
numerous business and human resource processes. The SAP HCM Organizational management
(OM) component provides a clear picture of an organization in the past, present and future. This
information enables a company to prepare for and react to future human resource requirements
and changes. Some aspects of OM need to be managed on a centralized level as OM defines both
the organization and reporting structures. Other aspects may be managed on a decentralized level.

The following functionalities processes are supported by the OM module:

• Building the organizational chart of the company
• Plan, register and Maintenance of employee positions in the organization
• Define and maintain supervisor positions

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• Define and Maintenance of designated positions

• Administration of cost assignments
• Implementation of SAP workflow linked with the ESS and MSS functionality
• Workforce planning and reporting (as would be required through functional reporting
lines)

OM Master Data
Organizational (O) President offices and all Groups, Divisions, Departments, Sections and
Unit their hierarchical components are to be mapped as the organizational
units.
Position (S) All the CIL approved posts along with their multiplicity will be mapped as
Positions in Organizational Management.
Cost Centre (K) Cost centers will be used for the allocation of CIL Payroll costs among
different departments or any other Organizational unit level. Cost
centers will be created in the SAP Controlling module and will set the
integration between HR and FI modules.
Job (C) Job is an SAP OM object that supplements the information related to
Positions, Organizational units or other objects. Usually, qualifications
are assigned to a Job as general requirements of a category of positions.
The Job is assigned to Positions. All the CIL specific Jobs can be created
like Officer, Unit Head etc. A Job is not a mandatory object for the
development of the Organizational Chart of CIL but can facilitate the
process. For, the Job level requirement profiles can be automatically
transferred to the Positions created using this job.

Relevant Organization Management Infotypes.

Object Type Code Text Description
O/S/C 1000 Object Determines the existence of an organizational object.
Stores the data that determines an organizational
object's short and long name.
O/S/C 1001 Relationships Defines the Relationships between different objects.
For example, Org Unit to Org Unit, Position to Org
Unit, etc.
S/C 1002 Description Contains descriptions of organizational objects.
O 1003 Department/Staff Solely for organizational units and positions, this
infotype indicates whether an Org unit or position is
identified as a staff or department. A staff flag
indicates that an Org unit or position is not part of the
normal reporting structure at your company but

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Object Type Code Text Description

rather reports directly to a high-level position or Org
unit.
S/C 1005 Planned Stores data that uses the salary and pay scale
Compensation structures to create planned compensation data the
at Job and position level. The system uses the
information stored in this info type to suggest default
values for the Basic Pay info type (0008).
S 1007 Vacancy Marks positions that are currently vacant or will be
vacant in the future.
O/S 1008 Acct. Assignment Stores data with which you can define account
Features assignment features for Org units and positions. It
plays a role in the assignment of cost centers to
objects. Data stored includes company code,
personnel area, and personnel subarea.
O 1009 Health Health information is categorized into 2 subtypes:
Health exclusion subtype when employees are
restricted from work center if they have or have had a
certain ailment. E.g. Employees who have had TB
might be restricted from work centres where food is
handled.
Health examination subtype when a particular health
examination must be performed regularly, e.g., when
regular eye tests or hearing tests are required.
O/S 1011 Full-Time Defines work schedules for organizational units, and
Equivalent positions.
S 1013 Employee Assigns the employee group and subgroup to a
Group/Subgroup position.
O/S/C 1015 Cost Planning Allows you to develop various scenarios for personnel
cost targets and projections. This is only relevant if
you use the Personnel Cost Planning component of
Human Resources.
Three methods to develop different costing scenarios:
• Projected pay
• Payroll results
• Basic pay
This infotype is used to create cost planning using
Projected Pay.
The different types of costs are called wage elements.
You can enter a maximum of seven wage elements for
each cost planning infotype record you create.

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Object Type Code Text Description

O/S/C 1016 Standard Profiles Authorization profiles control the functions/activities
that the user can carry out in the system. An
authorization profile is a list of authorizations that
control access to different areas of the system.
Authorities can also dictate the types of infotypes that
users work within the system.
O 1017 PD Profiles Infotype with which structural authorizations can be
created and edited.
Structural authorizations control:
• which objects in the organizational plan a user is
permitted to display, for example, Organizational
units, Qualifications and Requirements, Business
events
• which activities in the organizational plan a user is
permitted to execute, for example, create,
change, display
1018 Cost Distribution Determines how costs are to be distributed between
several cost centers.
S 1028 Address (Main, Store these addresses for Org units:
Mailing, and • Main
Courier) • Mailing
• Courier

Note: In addition to the above Infotypes, there are several info types related to OM which start with
the 1XXX series.

Time Constraints Definition

Time constraints guarantee that exactly the data the system needs to be able to correctly process the
employee data, handle personnel administration processes and run payroll for an employee is
available in the system. Time constraints keep you from storing mutually incompatible data and
prevent gaps from occurring in the data history.

Use
Time constraints can be used to define the following:
• Whether an info type record must exist for an employee in the system
• Whether further records of the same info types may exist
• Whether these records can overlap in the validity period.
You can also assign different time constraints about the info types subtype for certain info types.
When you enter info types, the system automatically checks if your input satisfies the time
constraints’ conditions, and reacts by automatically delimiting data records or issuing error messages.

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Name Description
Time Constraint 1 It is mandatory for a record to exist in the HR system and can exist at any
point in time. For the entire time that the employee works at the
enterprise, exactly one valid info type record must exist. The validity
periods of the individual records must not overlap. When you create a
new record, the system automatically uses the start date of the new
record as the delimitation date of the old record. Gaps are only allowed
between the employee’s entry date and the start date of the first record.
Time constraint 1 must be used for all of the info types containing
information that must be available at all times. This is particularly true of
personal and organizational assignment data.
Ex: An Organizational Assignment info type record (0001) must exist for all
active or inactive employees in the SAP System. The system needs the
data stored in this info type for all business processes.
Time Constraint 2 It is not mandatory for a record but only one exists at any point in time.
Records with constraint 2 must not overlap. Their existence is not
obligatory. When you create a new record, the system delimits the
previous record, if one exists. If the system delimits a record because of
time constraint 2, it issues an appropriate message.
Time Constraint 3 It is not mandatory for a record and can have many at any point in time.
The individual records do not conflict with each other.
Ex: Any number of valid records can exist at any one time. The individual
records do not conflict with each other.
Time Constraint A s with time constraints A must have no more than one record. The system
automatically assigns the record a validity period from January 01, 1800,
through December 31, 9999. This validity period cannot be subdivided.
Infotype records with time constraint A cannot be deleted.
Time Constraint B Infotypes with time constraint B must have no more than one record. The
system automatically assigns the record a validity period from January 01,
1800, through December 31, 9999. This validity period cannot be
subdivided.
Infotype records with time constraint B can be deleted.
Time Constraint T Infotype records with time constraint T depend on the subtype.

Maintain Organizational Structure

You can maintain your Organization plan in Organization Management using a number of different
interfaces:
• Organization plan: Only to create an organizational unit.
• Organization & Staffing: Provides an intuitive interface for creating and editing organizational
plans.

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• General Structure: This allows you to edit organizational plans with any structure including object
types which you have defined yourself.
• Matrix Structure: For creating and editing matrix structure. Based on positions reporting to more
than one superior organizational object
• Info type Maintenance: This allows you to edit the characteristics of various objects and their
relationships info types.
• Expert Mode: Has separate transaction codes for basic organization objects.
• Simple Maintenance: Used only to create organization units.
• Structural Graphics: Enable you to view objects and structures, and person a variety of
maintenance activities for the objects in graphical format.
• Simple Maintenance

Process Organization Structure Create

Human resources→Organizational Management→Expert Mode→Simple
Menu Path
Maintenance
Transaction Code PPOC_OLD

Procedure
I. Execute the transaction code PPOC_OLD.
II. Enter the following details:
• Organization Unit Abbr.
• Name
• Validity Period
III. Click the Create button.

IV. Select the root Organizational Unit (MCL).

V. Click the create button.

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VI. Enter the details of Departments under MCL(Abbr & Name).

VII. Click the save button.

VIII. Select Human Resource Dept.

IX. Click the create button.

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X. Enter the following details:

• Payroll
• Time
• Recruitment Departments
XI. Click the save button.

If you want to change the start date of the departments, you can select and change from Periods.

XII. Click the Structural Graphics button.

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The following screen will be displayed.

Maintain Positions for Organizational Units

Human resources→Organizational Management→Expert Mode→Simple
Menu Path
Maintenance→Change
Transaction Code PPOM_OLD

I. Execute the transaction code PPOM_OLD.

II. Select the Organizational Unit from the list.
III. Click Staff assignments.

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IV. Click Positions.

V. Enter the following details:

• Abbr.
• Name
• Number of requested positions
• Validity of positions
VI. Click the save button.

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VII. Click the continue/enter button.

VIII. Click the Structural Graphics button.

The following screen will be displayed.

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Evaluation Path
The logic is that the objects are in the sequence that they are related. Thus, a position is related to an
org object and a person is related to a position. The relationships are therefore O to S and S to P or O-
S-P. A person is not related to an Org object except through another object.
The evaluation path describes the chains of relationships that exist between certain object types to
directly know to what organizational unit belongs an employee.

The evaluation path can be configured the table T778A or created through transaction OOAW.

A|002 Reports (line) to Org Unit – Org Unit

A|003 Belongs to Org Unit - Org Unit
A|011 Cost center assignment Org Unit/Position - Cost Center
B|012 Is managed by Org Unit – Position

Assigning Job and Cost Centre to Position

I. Execute transaction code PPOME in the SAP command field.

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II. Go to the Basic data tab.

III. Enter the Position (to assign a Job).

IV. Click the Search Term tab.

V. Enter the Search Term.

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VI. Click the Start search button.

VII. Select the desired Job from the search results.

VIII. Click the save button.

IX. Click the Account assignment tab.

X. Enter the Master cost center.
XI. Click the save button.

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Maintaining a Reporting Structure

Human resources→Organizational Management→Simple
Menu Path
Maintenance→Change→Reporting Structure
Transaction Code PPOM_OLD

I. Execute the transaction code PPOM_OLD.

Mostly used relationships in OM:

A|002 Reports (line) to Position - Position
A|003 Belongs to Position - Org Unit
B|002 Is line supervisor of Position - Position
B|007 Is described by Position - Job
A|011 Cost center assignment Position - Cost Center
B|012 Is managed by Org Unit – Position

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S Short Description
A Bottom-Up
B Top Down

General Structures
Allows you to create all organization objects.

Creating an Organization Object (Job)

Human resources→Organizational Management→Organizational
Menu Path
Plan→General Structures→Create

I. Navigate to the path as shown below.

II. Enter the following details:

• Object type
• Abbreviation
• Name

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• Evaluation Path
• Validity period
III. Click the create button.

The created object is displayed.

IV. Select an object.
V. Click the create button.

VI. Select the relationship between parent and child object.

VII. Click the continue/enter button.

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VIII. Enter details of the child object.

IX. Click the save button.

Change an Organization Object (Job)

Human Resources→Organizational Management→Organizational
Menu Path
Plan→General Structures→Change

I. Navigate to the path as shown below.

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II. Enter Object type. Alternately, select it from the list by clicking the copy button next to it.

Display an Organization Object (Job)

Human Resources→Organizational Management→Organizational
Menu Path
Plan→General Structures→ Display

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I. Navigate to the path as shown on the screen below.

II. Enter Object type. Alternately, select it from the list by clicking the copy button next to it.

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The following screen will be displayed.

Matrix Structure
The matrix organization represents a two-dimensional hierarchy. This is based on positions
reporting to more than one superior organizational object.

Matrix Structure for functional areas: COLUMN01, COLUMN02 and COLUMN03 with the
organization for the org units ROW01, ROW02, ROW03 and ROW04.

Matrix Structure is set up by using the concepts of objects, relationships and Evaluation path.

Objects: O (Organizational Unit), S (Position), P (Person), R Resource type, T Task.

Relationships such as A: bottom-up or B: top-down

Evaluation Paths such as O-O, ORGEH, O-S-P.

Transaction Path
Human Resources→Organizational Management→Organizational
Menu Path
Plan→Matrix→Change
Transaction Code PPOCE

Procedure
I. Create the Organization units.
II. Under the individual organization unit, create four departments ROW01, ROW02, ROW03 and
ROW04.
III. In the ID of the related object give the respective departments (ROW01, ROW02, ROW03 and
ROW04).
IV. Click Matrix Organization.
V. Define Matrix Types.

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• Matrix Type: This field is used to denote a name for the matrix.
• The Matrix structure consists of two dimensions 1 and 2.
• Dimension 1 forms the rows in the output of the matrix structure.
• Dimension 2 forms the columns in the output of the matrix structure.

Matrix Structure Creation

If you create both structures independently and then create a relationship between two objects of
dimension 1 and objects of dimension 2.

Transaction codes
• To create/change matrix structure - PPME
• To view the matrix structure - PPMS

I. Execute the transaction code PPME.

Or
Navigate to the path as shown on the screen below.

II. Click the Matrix type radio button.

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Note: Optionally, enter the matrix type in the field or select it from the existing list by clicking the
search icon.
III. Click the search button.

The matrix Type dialogue box will be displayed.

IV. Double-click the required Matrix Type. It will be copied to the main field.

V. Click the continue/enter button.

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Here you can specify the matrix type. If you specify the matrix type, the system takes the details of
the 2 dimensions from the view T779M. however, it is not mandatory.
If you don’t define the matrix structure here, you can directly input the parameters in the standard
selection.
If you saved a variant while using this program earlier, you can specify that variant. In the selection
screen, the system gives you a choice of three views.

VI. Double-click the single value from the list.

VII. Click the Structure dimension 1 radio button.

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Structure dimension 1 view

In the structure dimension 1 vithe structure dimension 1 is displayed. Dimension 2 objects are
shown linked to dimension 1 structure. Dimension 2 structure is not shown.

Structure dimension 2 view

In the structure dimension 2 view the structure dimension 2 is displayed. Dimension 1 objects are
shown linked to dimension 2 structure. Dimension 1 structure is not shown.

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Matrix view
In the matrix view dimension, 1 is shown as rows and dimension 2 as columns.
Dark squares show the relationship between the rows and columns.

You can invert dimensions by clicking icon.

You can switch on Abbreviation (View -> Abbreviation on) to see the compact view of the matrix.

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You can hide additional object information such as the ID, the abbreviation or the validity period.
You can create relationships by clicking on the hollow squares.
VIII. Enter Validity.
IX. Click the relationship button.

You can create relationships by clicking on the dark square.

X. Enter Validity.
XI. Click the relationship button.

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You can delimit a relationship by selecting a cell in the matrix by clicking button.
XII. Enter the Delimit date.
XIII. Click the continue/enter button.

Expert Mode
Human Resources→Organizational Management→Organizational
Menu Path
Plan→Expert Mode→General

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Transaction Code PP01/PO10

I. Execute the transaction code PP01.

Or
Navigate to the path as shown below.

II. Select the required Info type Name.

III. Click the create button.

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IV. Enter the following details:

• Object abbr.
• Object name
V. Click the save button.

You can relate the created object to any other object in the organization structure by specifying
the ID of the related object.
VI. Enter the following details:
• Valid from
• Organizational Unit
• Relationship type
• ID of related object
VII. Click the save button.

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Maintain Jobs
Create Jobs
Jobs are general classifications of functions in an enterprise (for example, Maintenance,
Administration, and Finance) which are defined by the assignment of characteristics.

Human Resources→Organizational Management→Organizational

Menu Path
Plan→Expert Mode→Job
Transaction Code PP01/PO03

Data and Information

Data Information Description Guide
Plan Version Contains a one or two alphanumeric 1. Click the dropdown to select the
key which differentiates between relevant version from the list.
scenarios in your organizational plan. 2. Select “01 Current Plan”.
Object Type Contains a one- or two-character code 1. Click dropdown and find the
(required only if that represents different types of relevant object type.
pp01 is used) objects, for example, 'S' for the 2. Select “C Job”.
position, 'Q' for qualification and 'E'
for a business event.
Time Period Start date and end date of the object 1. press “Enter”.
that will be created.
Info type Name 1. Select “Object”.
2. Click create to go to Create
Object screen.
Object Abbreviation (or code) for the job.
Abbreviation
Object Name Contains a brief description of the job. 1. Press “Enter” to continue.
2. Save the job.
3. Click Back for going back to home
screen.

I. Navigate to the selected path as shown below.

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II. Click the create button.

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III. Enter the following details:

• Object abbr.
• Object name

Create Job Family

Job Family describes general classifications of job in an enterprise (e.g. staff, manager, supervisor,
etc.).
Human Resources→Organizational Management→Organizational
Menu Path
Plan→Expert Mode→Job
Transaction Code PP01

Data and Information

Data Information Description Guide
Plan Version Contains a one or two alphanumeric 1. Click dropdown to select
key which differentiates between relevant version from the list.
scenarios in your organizational plan. 2. Select “01 Current Plan”.
Object Type Contains a one- or two-character code 1. Click dropdown and find
(required only if that represents different types of relevant object type.
pp01 is used) objects, for example, 'S' for position, 'Q' 2. Select “JF Job Family”.
for qualification ‘JF’ for Job Family.
Time Period Start date and end date of object that 1. Press “Enter”.
will be created.
Info type Name 1. Select “Object”.
2. Click create to go to Create
Object screen.

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Object Abbreviation (or code) for job family.

Abbreviation
Object Name Contains a brief description of the job 1. Press “Enter” to continue.
family. 2. Save the job family.
3. Click Back for going back to
home screen.

I. Execute the transaction code PP01.

II. Select the Object type as Job Family from the dropdown list.
III. Click the create button.

IV. Enter the following details:

• Object abbr.
• Object name

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Create Tasks
Task describes general responsibilities of job or position in an enterprise (e.g. staff, manager,
supervisor, manager admin, senior executive, etc.).

Human resources→Organizational Management→Organizational

Menu Path
Plan→Expert Mode→Task Catalogue
Transaction Code PP01

Data and Information

Data Information Description Guide
Plan Version Contains a one or two alphanumeric 1. Click dropdown to select
key which differentiates between relevant version from the list.
scenarios in your organizational plan. 2. Select “01 Current Plan”.
Object Type Contains a one- or two-character code 1. Click dropdown and find
(required only if that represents different types of relevant object type.
pp01 is used) objects, for example, 'S' for position, 'Q' 2. Select “T Task”.
for qualification ‘T’ for task.
Time Period Start date and end date of object that 1. Press “Enter”.
will be created.
Info type Name Select “Object”. 1. Click create to go to Create
Object screen.
Object Abbreviation (or code) for task.
Abbreviation
Object Name Contains a brief description of the task. 1. Press “Enter” to continue.
2. Save the task.
3. Click Back for going back to
home screen.

I. Navigate to the selected path as shown below.

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II. Select the Object type as Task from the dropdown list.
III. Click the create button.

IV. Enter the following details:

• Object abbr.
• Object name

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Create Positions
Human Resources→Organizational Management→Organizational
Menu Path
Plan→Expert Mode→Position
Transaction Code PP01/PO13

I. Navigate to the selected path as shown below.

II. Select the Infotype Name.

III. Click the create button.

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IV. Enter the following details:

• Object abbr.
• Object name
V. Click the save button.

You can relate the created object to any other object in the organization structure by specifying
the id of the related object.
VI. Click the save button.

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Dual Assignment
Dual Assignment means when a single person has to handle more than one department at a time for
a limited time period. The department for which the person is the head is his Primary responsibility
and the limited period handling is his Secondary responsibility.

Human Resources→Organizational Management→Organizational

Menu Path
Plan→Expert Mode→General
Transaction Code PP01/PO13

Prerequisite
A person should be assigned to a position which is the head of its respective organization unit (i.e. cap
position).
Procedure
I. Execute the transaction code PP01.
II. Select the Plan version from the dropdown list.
III. Enter the Object type from the dropdown list.
IV. Enter the Object ID.
V. Select the Infotype name as Relationships.
VI. Click the Period radio button.
VII. Enter From date.
VIII. Click the create button.

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IX. Select the relationship type from the relationship dialogue box.
X. Select the Type of related object from the drop-down list.
XI. Enter the ID of related object.
XII. Click the save button.

Delimit Vacancy pop-up appear.

XIII. Enter the Delimit on date.
XIV. Click Yes.

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Note: Another Vacancy creation pop up will come with the end date of assignment as you are
assigning this new position to the person for limited period.
After the assignment date is over, position will be vacant again, click Yes.

Display Dual Assignment

Human Resources→Organizational Management→Organizational
Menu Path
Plan→Organization and Staffing→Display
Transaction Code PPOSE

Procedure
I. Execute the transaction code PPOSE.
II. Click on the Search Term and fill with a name.
III. Expand the Subsidiary Name
IV. In the Organization Staffing screen, the employees’ name will be displayed under the column
chief for two organizational units for which he/she is made the head.

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Reports
Vacant Positions
This report lists positions flagged as vacant or obsolete, according to the selection criteria. A vacant
position is a position that has no holder in given period.
Prerequisites
To evaluate vacancies, you must maintain Infotype 1007 (Vacancy) for positions.
Procedure
SAP ECC Menu Human Resources →Organizational Management→Info
System→Position→Vacant Positions
Transaction code S_AHR_61016509

I. Execute transaction cod S_AHR_61016509 in the SAP command field.

II. Enter the following details:
• Object type
• Object ID
III. Click the execute button.
Note: If the system displays a warning about specifying an object ID, press Enter.

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Result
The report displays the following:
• the period in which the position is vacant
• the date to which the position is still filled
• the date from which the position has been vacant

Staff Assignments
This report enables you to display the staff and chief assignments (positions and persons) for one or
more organizational units.
Procedure
SAP ECC Menu Human Resources→Organizational Management→Info
System→Position→Staff Assignments
Transaction code S_AHR_61016503

I. Execute transaction code S_AHR_61016503.

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II. Enter the following details:

• Organizational unit
• Key date
III. Click the Standard selection screen checkbox.
IV. Click the execute button.
Note: If the system displays a warning about specifying an object ID, press Enter.
The system displays the message – ‘Caution: All Objects of the object type will be edited. Press
Enter.’

Result
The list contains all positions by organizational unit, with information on:
• the persons assigned to the positions
• chief positions
• staffing status
• actual working times
• planned working times
• staffing percentages
• assignment to employee groups
• assignment to employee subgroups

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Other Reports
Human Resources→Organizational Management→Info System
SAP ECC Menu
(OR use transaction code directly)

Transaction Code:
Organizational Unit
S_AHR_61016491 Existing Organizational Units
S_AHR_61016493 Organizational Structure
S_AHR_61016494 Organizational Structure with Positions
S_AHR_61016495 Organizational Structure with Persons
POSITIONS
S_AHR_61018869 Periods When Positions Are Unoccupied per Organizational Unit
S_AHR_61016502 Existing Positions
S_AHR_61016503 Staff Assignments
S_AHR_61016504 Position Description
S_AHR_61016509 Vacant Positions
S_AHR_61018831 Obsolete Positions
S_AHR_61016511 Complete Position Description

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Personnel Administration
Hiring
The hiring process is the procedure for locating, choosing, and hiring new personnel for a business.
Planning, recruitment, and staff selection are the three main stages of this procedure.

*The new hire process contains a group of Infotypes.

I. Execute transaction code PA40.

The following screen will be displayed.

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II. Click New Hire.

III. Enter From date: Hiring date.
IV. Click the execute button.

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V. Enter Reason for Action from the dialogue box.

VI. Click the continue/enter button.
VII. Enter the following details:
• Position
• Personnel area
VIII. Enter the employee group from the dialogue box.

IX. Select the required subgroup.

X. Click the continue/enter button.

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XI. Enter the Pers.No.

XII. Click the save button.

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Maintaining Organizational Assignment (Infotype 0001)

I. Start and End timeline always will appear automatically.
II. Enter the Subarea.
III. Click the Save button.

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Maintaining Personal Data (Infotype 0002)

I. Enter the Subarea.
II. Enter the following details in the Additional data:
• Birthdate
• Gender
III. Click the Enter button.
IV. The Start Date will be set to the same date as the birthdate by default.
V. Click the Save button.

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Maintaining Address (Infotype 0006)

I. Select the address type from the drop-down box.
II. Click the continue/enter button.

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The following screen will be displayed.

Note- Fill this page as per the requirement (City name is mandatory) and then click on the Save
button.

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Maintaining Planned Work Time (Infotype 0007)

I. Enter the Work schedule rule.
II. Click enter.
III. Click the save button.

Maintaining Basic Pay (Infotype 0008)

I. Enter the Reason. (Only Z2 is used for the entire CIL).

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II. Enter the Next increase.

(For executives it will be the 1st April of the next year of joining & for non-executive it will be the
date after the date of one year of joining).
III. Enter Type (from the search list).

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IV. Enter the Area.

V. Enter Group.
Always choose the pay scale group by the previous selected executive group with 1000 WT
(wage Type as 1000 is the Wage Type for Basic Pay)
For example,
If you select Executive group E2 then Group will be:

VI. Click Enter. Various wage types will appear automatically on the Wage Type table.
VII. Enter the Basic Pay amount (Choose between the Basic pay minimum and maximum amount).

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VIII. If need to add any other wage type, then click on the Wage Type and add the required one from
the search list.

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Maintenance of Bank Details (Infotype 0009)

I. Enter the following details:
• Bank Key (IFSC Code and other bank details)
• Bank Account (Account Number)
II. Click the search button against the Payment Method.
Note-Choose the Payment Method (PM) T-Bank Transfer for the entire CIL.

III. Click the continue/Enter button

IV. Click the Save button.

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Maintenance of Contract Elements (Infotype 0016)

I. Enter the Contract Type.

II. Select the Contract Type from the dropdown list.

III. Click the save button.

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Family Member Details (Infotype 0021)

I. Select the required family member from the list.
II. Click the continue/enter button.

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The following screen will be displayed.

III. Enter the following details:
• Last name
• First name
• Date of Birth
• Gender
IV. Enter the other details as per the requirement.
V. If an employee's family members (Father, Mother in the case of unmarried employees, and
Husband/Wife, Father, Mother & children in the case of married employees) require medical
insurance, choose yes option from the drop-down next to the Medical dependent option.
VI. After entering all the required details need to click on the Enter key.
VII. A comment will be appeared to save all data then click on the Save button.
VIII. After saving the information for one family member, a new window for another family member
will appear automatically.
IX. Carry out the same procedure for each member of the family.
X. There will be four possibilities for entering family member information in this infotype (for four
family members)

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Education (Infotype 0022)

I. Select the appropriate Education type from the pop-up list.
II. Click the continue/enter button.

III. Enter the required fields:

• Start date and End date
• Education/Training
• Institute/Location
• Certificate Submitted or not
• Duration of course and unit of duration
• Final Grade
• Branch of Study
• Education Name

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• Institute Location
• Category
• Board/University
• Certificate Number
• Certificated issued on
• Certificated issued by
• Certificated Valid From
• Year of Passing
• Certificate submitted on
• Certificate valid till

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IV. Click the Save button.

Change Date Specifications (Infotype 0041)

I. Important Required fields are:
• Start date & End date
• Training closure date
• Date of joining
The data will automatically appear on the above-mentioned fields.
II. Click on the save option.

Create Communication (Infotype 0105)

There will be three pages against this infotype.
Page 1 - System User Name
I. Enter the User Name.
II. Click on the save button.

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Page 2 - Official mail ID

III. Enter Official Mail ID.
IV. Click on the Save option.

Page 3 - Contact Number

V. Enter the Contact Number.
VI. Click the save button.

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Change Personal IDs (Infotype 0185)

This infotype contains two pages.

Pan ID
I. Enter the Pan Card number
II. Click the Save option.

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Aadhaar Card Number

III. Enter the Aadhaar Card number.
IV. Click the Save option.

Create Provident Fund Contribution (Infotype 0587)

I. Select CMPF (for entire CIL) option in the Provident Fund Trust ID from the dropdown list.
II. Enter Provident Fund Number
III. If want to add the VPF facility, then enter the VPF percentage.
IV. Click on the Save option.

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Create Recurring Payments/Deductions (Infotype 0014)

I. Enter Wage type 3310 (it will automatically appear)
II. Enter 7 on the Number field and Percent on the Unit field.
III. Click on the Save option.

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Create Other Statutory Deductions (Infotype 0588)

I. Enter the Taxation option from the drop-down list.
II. Click on the Save option.

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III. Check if eligible for P-Tax checkbox is ticked.

IV. Click on the Save option.

Create Nomination (Infotype 0591)

If nomination details to be added, enter details for the nominee (as per the requirement):
I. Enter the other required details:
• Nominee Name
• Address
• Relation
• Birth Date
• Share
• Guardian’s Address

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II. Click on the Save option.

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Recruitment
Bifurcation of Vacancy Based on SC/ST/OBC (NCL)/EWS
I. Execute transaction code SM30.
II. Enter Table/View.
III. Click the No Restrictions radio button.
IV. Click Maintain.

V. Click New Entries.

VI. Enter Position number under Position.

VII. Specify for which caste category.
VIII. Select the Year option and enter the recruitment year.
IX. Enter the total number.
X. Press enter.

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XI. Click on the back button.

Publish Advertisement
I. Execute the transaction code PBAW.
II. Click the execute button.

The following screen will be displayed.

III. Click Advert.

IV. Enter the following details:

• Advertisement
• Instrument
• Publication date
• Advertisement end
• Publication costs
• Text name

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V. Fill the details in the below-provided format:

• Advertisement: 11
• Instrument: Select instrument from Drop Down
• Publication date: 01.03.2021
• Advertisement end: 30.03.2021
• Publication Costs: 10000
• Text name: OPEN RECRUITMENT 2021

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VI. Click Add, to the add vacant position.

VII. Select the required Vacancy positions from the below list.
VIII. Click the continue/enter button.

The following screen will be displayed.

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IX. Click the save button.

Automatically maintained advertisement’s page will be appeared with recently saved
advertisement.
Note: Same advertisement can be published for single and multiple vacant positions.

Vacant Position Report

I. Execute transaction code S_AHR_61016509 to get the vacant position report.
Through this report, the vacant position list can be fetched.
II. Enter the inputs as per the requirements
• Plan Version -Current Plan
• Object type- Choose from search list
• Object Id - Choose from search list
• Evaluation path- Choose from the search list (As per the requirement)
III. Click the Executive option.

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Note: Only advertisement text can be incorporated, do not insert the picture or logo. Same
advertisement can be published for single and multiple vacant positions.

Applicant Action
I. Execute the transaction code PB40.

II. Enter the following details:

• From-Creation Date
• Initial entry of basic data
III. Select the Initial Entry of Basic Data.
IV. Click the execute button.

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V. Enter the following details:

• Reason: Enter applicant creation reason. Currently, one reason has incorporated “New
Application”
• Pers. no.: Enter Employee Id. (Use only for the internal applicant).
VI. Enter Organizational Assignment data:
• Per. area: Mention applicant is creating for, which area. The area list be found through t
dropdown button.
• Subarea: Mention applicant is creating under, which Subarea area. A subarea is a specific
area, which can be found through the dropdown button.
• Ap. group: Applicant group need to specify the recruitment type. Every different type of
Applicant group execute a different set of infotypes.
• Appl. range: Applicant range needs to specify applicant category.
• Pers.off: Personnel Officer is the recruitment administrator.
VII. Enter applicant’s personal Data/Address data:
• Title
• Name
• Birth Dt.
• Nationality
• Language
• Address
VIII. Enter application data details:
• Advert: Specify the Advertisement number.
• Unsol.AG: An unsolicited applicant is one who does not refer to a job or a job advertisement
in his/her application.

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IX. Click the Save button.

X. Click the Create button.
Refer to the below-provided images for better understanding.

XI. Click the save button.

It will divert to the next infotype (4002- Vacancy Assignment) screen.

Vacancy Assignment
The following screen will be displayed

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I. Enter the below details:

• Vacancy: Mention the position, for which application will be created.
(Choose from the search list or can put any previous selected position ID)

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• Vac. Assign. Stst. (Vacancy assignment status): Need to mention vacancy status. List will
appear through search button.
• Choose the required status and then click on the Enter/Continue button

Below-Infotypes will execute for different types of recruitment:

Applicant G Infotype Sub Type Infotype text
Campus Recruitment 4000 Applicant Actions
Campus Recruitment 0001 Organizational Assignment
Campus Recruitment 4001 Applications
Campus Recruitment 4002 Vacancy Assignment
Campus Recruitment 0016 Contract Elements
Campus Recruitment 0105 30 Communication
Campus Recruitment 0105 CEL2 Communication
Campus Recruitment 0002 Personal Data
Campus Recruitment 0023 Other/Previous Employers
Campus Recruitment 0022 1 Education
Campus Recruitment 0006 1 Addresses
Campus Recruitment 9019 4 Interview Status
Campus Recruitment 9012 1 Medical Test/IME/Sick Fit Status
Campus Recruitment 9017 Document Scrutiny Status
Campus Recruitment 9014 1 VTC/ITI Status
Campus Recruitment 9014 2 VTC/ITI Status
Campus Recruitment 0004 Challenge
Dependent Employment 4000 Applicant Actions
Dependent Employment 0001 Organizational Assignment
Dependent Employment 4001 Applications
Dependent Employment 4002 Vacancy Assignment
Dependent Employment 0016 Contract Elements
Dependent Employment 0105 30 Communication
Dependent Employment 0105 CEL2 Communication
Dependent Employment 0002 Personal Data
Dependent Employment 0023 Other/Previous Employers

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Applicant G Infotype Sub Type Infotype text

Dependent Employment 0022 1 Education
Dependent Employment 0006 1 Addresses
Dependent Employment 9012 1 Medical Test/IME/Sick Fit Status
Dependent Employment 9017 Document Scrutiny Status
Dependent Employment 9014 1 VTC/ITI Status
Dependent Employment 9014 2 VTC/ITI Status
Dependent Employment 0004 Challenge
Dependent Employment 9032 Ex-Employee Record
Dependent Employment 9033 Ex-Employee Details
Departmental Promotion 4000 Applicant Actions
Departmental Promotion 0001 Organizational Assignment
Departmental Promotion 4001 Applications
Departmental Promotion 4002 Vacancy Assignment
Departmental Promotion 0016 Contract Elements
Departmental Promotion 0105 30 Communication
Departmental Promotion 0105 CEL2 Communication
Departmental Promotion 0002 Personal Data
Departmental Promotion 0023 Other/Previous Employers
Departmental Promotion 0022 1 Education
Departmental Promotion 0006 1 Addresses
Departmental Promotion 9012 1 Medical Test/IME/Sick Fit Status
Departmental Promotion 9017 Document Scrutiny Status
Departmental Promotion 9014 1 VTC/ITI Status
Departmental Promotion 9014 2 VTC/ITI Status
Departmental Promotion 0004 Challenge
Land Oustee 4000 Applicant Actions
Land Oustee 0001 Organizational Assignment
Land Oustee 4001 Applications
Land Oustee 4002 Vacancy Assignment
Land Oustee 0016 Contract Elements
Land Oustee 0105 30 Communication
Land Oustee 0105 CEL2 Communication
Land Oustee 0002 Personal Data
Land Oustee 0023 Other/Previous Employers
Land Oustee 0022 1 Education
Land Oustee 0006 1 Addresses
Land Oustee 9012 1 Medical Test/IME/Sick Fit Status
Land Oustee 9017 Document Scrutiny Status
Land Oustee 9014 1 VTC/ITI Status

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Applicant G Infotype Sub Type Infotype text

Land Oustee 9014 2 VTC/ITI Status
Land Oustee 0004 Challenge
Land Oustee 9034 Land Details
Lateral recruitment 4000 Applicant Actions
Lateral recruitment 0001 Organizational Assignment
Lateral recruitment 4001 Applications
Lateral recruitment 4002 Vacancy Assignment
Lateral recruitment 0016 Contract Elements
Lateral recruitment 0105 30 Communication
Lateral recruitment 0105 CEL2 Communication
Lateral recruitment 0002 Personal Data
Lateral recruitment 0023 Other/Previous Employers
Lateral recruitment 0022 1 Education
Lateral recruitment 0006 1 Addresses
Lateral recruitment 9012 1 Medical Test/IME/Sick Fit Status
Lateral recruitment 9017 Document Scrutiny Status
Lateral recruitment 9014 1 VTC/ITI Status
Lateral recruitment 9014 2 VTC/ITI Status
Lateral recruitment 0004 Challenge
Medical Unfit 4000 Applicant Actions
Medical Unfit 0001 Organizational Assignment
Medical Unfit 4001 Applications
Medical Unfit 4002 Vacancy Assignment
Medical Unfit 0016 Contract Elements
Medical Unfit 0105 30 Communication
Medical Unfit 0105 CEL2 Communication
Medical Unfit 0002 Personal Data
Medical Unfit 0023 Other/Previous Employers
Medical Unfit 0022 1 Education
Medical Unfit 0006 1 Addresses
Medical Unfit 9012 1 Medical Test/IME/Sick Fit Status
Medical Unfit 9017 Document Scrutiny Status
Medical Unfit 9014 1 VTC/ITI Status
Medical Unfit 9014 2 VTC/ITI Status
Medical Unfit 0004 Challenge
Medical Unfit 9032 Ex-Employee Record
Medical Unfit 9033 Ex-Employee Details
Open Recruitment 4000 Applicant Actions
Open Recruitment 0001 Organizational Assignment

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Applicant G Infotype Sub Type Infotype text

Open Recruitment 4001 Applications
Open Recruitment 4002 Vacancy Assignment
Open Recruitment 0016 Contract Elements
Open Recruitment 0105 30 Communication
Open Recruitment 0105 CEL2 Communication
Open Recruitment 0002 Personal Data
Open Recruitment 0023 Other/Previous Employers
Open Recruitment 0022 1 Education
Open Recruitment 0006 1 Addresses
Open Recruitment 9019 3 Interview Status
Open Recruitment 9012 1 Medical Test/IME/Sick Fit Status
Open Recruitment 9017 Document Scrutiny Status
Open Recruitment 9014 1 VTC/ITI Status
Open Recruitment 9014 2 VTC/ITI Status
Open Recruitment 0004 Challenge
Note: The sequence of infotype is shown in the above table, however if end users do not have data
for a particular infotype at the time of applicant creation, they can skip and maintain it later on
through the transaction code PB30.

Maintain Applicant Master Data

I. Execute the transaction code PB30.
II. Enter the following details:
• Applicant no.
• Infotype
• Sty(Subtype)
III. Click the Period radio button.
IV. Enter the following details:
• Frm
• To
V. Click the create button. The below-referred screen will appear.

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VI. A new page will appear on the basis of last provided infotype.
VII. Enter the required data.
VIII. Click the Save button on that infotype to save all the data.

**Below list of infotypes will actively use.

Infotype Infotype text Subtype Subtype Text
4002 Vacancy
0016 Contract Elements
0105 Communication 0030 Private Email address
CELL Mobile No
CELL2 Alternate no
0002 Personal Data
0023 Other/Previous Employers
0081 Military Service 01 Military Service
0022 Education 01 Academic
02 Certification
03 Professional
04 Statutory
05 Technical
07 Medical
0006 Address 1 Permanent Address
3 Present/Current Address
4 Emergency Address
7 Dependant’s Address
8 Address of Spouse

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Infotype Infotype text Subtype Subtype Text

9019 Interview Status 0001 Departmental Promotion
0002 Lateral Recruitment
0003 Open Recruitment
0004 Campus Recruitment
9012 Medical Test/IME/Sick Fit 0001 IME (Initial medical
Status Examination)
0002 PME (Periodic Medical
Examination)
0003 Sick/Fit Status
0004 IOD Status
9017 Document Scrutiny Status
9014 VTC/ITI Status 0001 VTC
0002 ITI
0004 Challenge

Note: It’s recommended that Start date of any infotype to be maintain as applicant creation date
and End Date should be 31.12.9999.

Planning of Applicant Activities & Tracking Completion

I. Execute the transaction code PB60. The following screen will be displayed.

II. Enter Applicant no.

III. Click the execute button.
IV. Click Edit option from the menu bar.
V. Click on the Create planned activity.
The following screen will be displayed

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VI. Enter the following details:

• Activity Type: An applicant activity type is a subdivision of applicant activities according to
their content.
Under Activity type dropdown, you can find below activity list.

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• Perform: Date of the activity.

• Responsible: This is the personnel number of the person responsible for the activity. Make
sure that the activity in question is performed on the date specified.
VII. Click the Continue/Enter button.

The following screen will be displayed with the new added Plnned. Activities.

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VIII. Click the save button.

Applicant Completed Activity

I. Execute the transaction code PB60.
II. The following screen will be displayed.
III. Enter Applicant no.
IV. Click the execute button.

The following screen will be displayed.

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V. Click Edit option from the menu bar.

VI. Click on the Create completed activity option.

VII. Enter the following details:

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• Activity Type: Select Activity type from dropdown which has completed.
• Perform: Date of completion
• Responsible: Recruitment Admin Id
Under Activity type dropdown, you can find below activity list.

VIII. Click the Continue/Enter button.

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The newly added completed activities will be displayed under the Compl. Activities.
IX. Click the save button.

Below activity list will actively utilized by Coal India.

Activity Type Activity Short Text Activity Long Text
001 Receipt Mail confirmation of receipt
002 Transfer file Transfer applicant file
003 File returned File returned
004 Interview inv. Mail invitation to interview
005 Interview appt Appointment for interview
006 Tel.invitation Telephone invitation
007 Test invitation Mail invitation to test
008 Test date Date of applicant test
009 Appraisal Hand in appraisal
010 Mail contract Mail contract
011 Rejection Mail rejection letter
012 Travel expenses Travel expense accounting
013 Approve hiring Approve hiring
014 Hiring date Hiring date

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Activity Type Activity Short Text Activity Long Text

015 Transfer data Transfer applicant data
016 Interim reply Mail interim reply
017 Hire applicant Hire applicant
018 Medical exam. Medical examination
019 Contr.returned Contract returned by applicant
020 Reject appl. Reject applicant
021 Offer contract Mail offer of contract
022 On hold Put applicant on hold
023 Work contract Send work contract
024 Written Test Appointment for Written Test
025 Document Scruti Document Scrutiny
026 VC/DC/SC Status VC/DC/SC Status for Internal A
027 Document Upload Applicant Document Upload
028 Offer Accept Offer Accept by Applicant
029 Offer Reject Offer Reject by Applicant

Generate Offer of Appointment

Prerequisite: Offer Contract activity type should be completed.

I. Execute transaction code ZHCM_OFFER_LETTER.

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Note: Offer letter will print from SAP system and duly signed by administrator. Then hard copy
will provide to the applicant.
The following screen will be displayed.

II. Enter all the required information as referred in the below-provided image:

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III. Click on the execute option. The following screen will be generated for print.
IV. Enter the name of the output device and click on the Print option.

The below-referred document will be generated.

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Transfer Applicant Data to PA

Prerequisite: Applicant action “Prepare for hiring” should perform for the applicant from the T-
code PB40.
I. Enter Applicant no.
II. Choose the Prepare for hiring option.
III. Click on the execute button.

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IV. Click on the save option.

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V. Click on the continue/enter button.

The below-provided screen will appear.

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Procedures for transfer Applicant’s Data to PA

I. Execute the transaction code PBA7.
II. Enter Applicant number- enter the Applicant id number.
III. Click the execute button.

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The following screen will be displayed.

IV. Click on the Action Choose option search box.

The below provided Action Type list will be appeared on the screen.

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V. Choose the required option from the Action Type list.

Note: Under the Action screen, the Action Type should be “01” and then click on the
enter/continue button.
VI. Click on the enter/continue key for go to next page.
It will automatically execute PA40 transaction to Hire the applicant and automatically display
the PA40 Create Action screen.

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VII. Enter the following details:

• Reason for action- 02(choose Open recruitment from the search box)
• Employee group- Choose from the search box (as per the requirement)
• Employee subgroup- Choose from the search box (as per the requirement)

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VIII. Click on the enter/continue button.

Then the Pers. No. will be generated automatically.
IX. Click on the Save option.

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The next screen will be displayed for the Create Organizational Assignment.

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X. Please check from the Hiring Process for the further procedures:
• Create Organizational Assignment
• Create Personal Data
• Create Addresses
• Change Planned Working Time
• Change Basic pay
• Create Bank Details
• Create Contract Elements
• Create Family Member details
• Change Education
• Change Date Specifications
• Create Communication
• Change Personal IDs
• Create provident Fund Contribution
• Create Recurring Payments/Deductions
• Create Other Statutory Deductions
• Create Nominations

Recruitment Reports
Applicant Activity Statistic:

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I. Run the transaction code S_AHR_61015513.

II. In this report applicant activity statistic can be check date wise.
III. Enter the required date in the Date Selection Period (choose from the search option).
IV. Enter the Applicant Number.
V. Click on the Execute option.

The following screen will be displayed.

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If you press enter any current date in the field of the Date Selection Period, then the current
applicant statistics will be appeared in the status table.

The below standard reports can be used for specific purpose.

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Promotion
Generate Seniority List
An employee was hired for the position of Deputy Manager. Promotion can be on the basis of
seniority. The seniority of the employees can be checked from the following TCODE.
I. Execute transaction code ZHCM_SENIORITY_LIST.

II. Enter the following details:

• Personnel area.
• Personnel subarea

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Promotion Procedure
I. Enter transaction code PA40.
II. Click the continue/enter button.

The following screen will be displayed.

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III. Enter Personnel no.

IV. Click Promotion.

The following screen will be displayed.

V. Enter the date on which promotion will take place.
VI. Click the copy button against Reason for Action.

VII. Select the appropriate Reason for Action from the dialogue box.

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VIII. Click the continue/enter button.

IX. Enter Position ID (for which he has been promoted).

X. Click the save button.
Here, the person has been promoted from deputy manager to senior deputy manager.

The Create Vacancy dialogue box will be displayed.

XI. Enter the date of Deputy manager post, has been vacated.
XII. Click YES.

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Delimit Vacancy dialogue box will be displayed. Date of Deputy manager post is filled.
XIII. Enter Delimit date.
XIV. Click YES.
XV. Click the save button.

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Promotion from Non-Executive to Executive

The Non- Executive has to appear for the CIL exam for eligibility of promotion. After qualifying the
exam, he will be eligible for the promotion.
I. Execute the transaction code PA40.
The Process will be same as Procedure for running Promotion.
Here we need to change the reason for action as shown below and the position.

There can be a scenario that a person been promoted to different area, then at that time just
change the personnel subarea or area as the case may be Planned working time.

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Basic Pay Infotype 0008

II. Enter the following details in Pay scale data:

• Type
• Group
III. Click the continue/enter button.

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Employee Self-Service (ESS)

Transaction Path
http://sapecd.coalindia.in:8002/sap/bc/ui5_ui5/sap/arsrvc_suite_pb/main.html?page=HR_SELFSER
VICES

Procedure
I. Enter the ESS Portal.
II. Enter the User ID.
III. Enter the Password.

IV. In case you are logging in for first time, set the new password.

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Employee Home Page

I. In case, you are logging in for the first time, the Home Page needs to be personalized.
II. Click the checkboxes on the page.

III. Click the refresh button.

IV. ESS consists of below services:

• My Info
• My Learnings
• My Services
• My Timesheet
• Workfeeds

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My Info: This service consists of Employee Information such as Personal data, Organization Data and
Time Data of an employee.

My Learnings: This Service consists of Applications such as Working Time, Payments & Benefits, Personal
Information, Career and Development, Learning, Purchasing and Procurement, Work Events and Travel &
Expenses.

My Services
Menu path Home Page→My Services

I. You can select the Services from the menu options.

Or

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You can select the Services from the header.

II. Click Working Time tab.

III. Go to the Benefits and Payments tab.

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You can search for the application or process from Search Bar.

You can make Favourites which can be displayed in Home Page or Overview Screen.
IV. Click the Star button.

The Favourites/Frequently Used Applications will be displayed in Homepage.

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About Leave Encashment Application

• The employee should have at least 7 EL balance to apply for leave encashment.
• The employee can avail 75% of EL balance or 60 Days whichever is minimum for leave
encashment

Leave Encashment Application Process

Employee Leave encashment application

Path My Services→Working Time→Leave Encashment Application

I. Navigate to the selected path as shown in the screen below.

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II. Click New Request.

III. Select the Leave Type from the dropdown list.

IV. Select the Leave Encashment Method from the dropdown list.
V. Enter the Days To Be Encashed.
VI. Enter Note for Approver (if required).

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VII. Review the details.

VIII. Click the Next button.

The following message will be displayed.

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To check the status of leave encashment application:

I. Go to the Leave Encashment Overview screen.
II. Click the Leave Compensation.

III. Click View.

The following screen will be displayed.

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Approval Process
Approval Flow
• Employee Initiates Leave
• Approval moves to HOD
• HOD Approves the Application
• Post Approval Infotype is updated

I. Open the approval screen after login under Approvals section.

II. Click Approve Leave encashment request for Earned Leave.

The following screen will be displayed.

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III. Select the Approver Action from the dropdown list.

Note: Select Approve or Reject.
IV. Click the Confirm button.

The Confirm Action dialogue box will be displayed.

V. Click OK.
Note: After approval, it will be forwarded next level Approvers maintained in Approver List
Table, else it will be finally approved.

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The following message will be displayed.

Now Employee can view the status of the leave encashment application as Partially Approved.
VI. Click View.

Employee can check the status of the Leave Encashment Application.

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Once approved from all Levels, the status will change to Approved.

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Manager Self Services (MSS)

Transaction Path
http://sapecd.coalindia.in:8002/sap/bc/ui5_ui5/sap/arsrvc_suite_pb/main.html?page=HR_SELFSER
VICES

Procedure
I. Enter the ESS Portal.
II. Enter the User ID.
III. Enter the Password.

IV. In case you are logging in for first time, set the new password.

Manager Home Page

I. In case, you are logging in for the first time, the Home Page needs to be personalized.
II. Click the checkboxes on the page.

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III. Click the refresh button.

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IV. ESS consists of below services:

• My Info
• My Learnings
• My Services
• My Timesheet
• Workfeeds

My Info: This service consists of Employee Information such as Personal data, Organization Data and
Time Data of an employee.

My Learnings: This Service consists of Applications such as Working Time, Payments & Benefits, Personal
Information, Career and Development, Learning, Purchasing and Procurement, Work Events and Travel &
Expenses.

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My Services
Menu Path Home Page→ My Services

I. You can select the Services from the menu options.

Or
You can select the Services from the header.

II. Click Working Time tab.

III. Go to the Benefits and Payments tab.

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IV. You can search for the application or process from Search Bar.

You can make Favorites which can be displayed in HomePage or Overview Screen.
V. Click the Star button.

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The Favorites/Frequently Used Applications will be displayed in Homepage.

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Laptop Schemes
The following laptop schemes are available:
• Advance – Advance Request Application for getting Advance Amount (CIL Provided Priforma Details to
be taken Mandatorily before Submitting Advance)
• Claim against Advance – Submission of Claim against which the Advance taken before (Actual Bills
Submission within 30days of Advance)
• Advance Repayment – In Case of failure to buy the Laptop within 30days of getting Advance, Advance
amount to be Repay back to the company and submit the application to get eligibility for new advance
application. (DD/Bank Transfer/ Cheque to be drawn beforehand with Company Instructions)

Introduction

Create To Create a New record

Display To Display a Single Record
Edit To Edit the New Record (before any Approvals done)*
Delete To delete the New Record (before any Approvals done)*
Print Request To print the Single Record
Export To Export all the Records in OverView screen into Excel Sheet
Refresh Refresh to get new Records

Reimbursement Type Type of the Reimbursement (Ex: Medical Claim, Laptop Adv etc.,)
Reference Number System assigned number for a record for Tracking
Creation Date From Date of the Record Created
Requested Value Amount Requested
Approved Value Amount Approved by Approvers
Employee Name Name of the Employee (Applicant)

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Request Phase Current Phase of the Record (Ex: New, In-Process, Completed
etc.,)
Request Status Current Status of the Record (Ex: New, Approved, partial
Approved)
Approver Approver Group detail
Currency Currency Info of the Amount (By Default it is INR)

Laptop Advance Application

I. Navigate to My Services > Claims & Reimbursement – India.

OR, in Case the path is not found, Enter CLAIMS in SEARCH BAR and select SUBMISSION Link.

II. Click on Create.

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III. Select the Reimbursement Type as LAPTOP REIMBURSEMENT and select Request Type as
ADVANCE.

IV. Fill the Required Details with CIL provided Priforma Details.

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V. Read the Terms & conditions and Undertake the Annexure Y as per CIL Policy And Click on
Check Boxes

VI. Enter Remarks at ENTER REMARKS tab.

VII. Click OK to save it.

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VIII. To attach the Priforma Documents and other required documents click on UPLOAD in
Attachments.

IX. Select the Files from Computer.

X. Click OK to link it with the Record.

XI. Click on NEXT at top of the Application Window.

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XII. Review the data entered by you before submitting in this Step. If any details to be added later,
then Save the Record by clicking on SAVE DRAFT.

XIII. Click on NEXT again to submit the Advance Application and the data will be submitted and a
Reference Number will be Auto Generated by ESS.

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XIV. Close Window and go to OverView Screen and Refresh, The current record will be displayed
with Status.

Claim Against Advance

I. Navigate to My Services > Claims & Reimbursement – India.

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Alternately, enter CLAIMS in SEARCH BAR and select SUBMISSION Link.

II. Click on Create.

III. Select the following parameters:

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• Reimbursement Type – Laptop reimbursement

• Request Type - Claim Against Advance
• Associated Reference - Reference Number of the Advance Application from Drop-Down
Menu

IV. Fill the Required Details in the Blank Fields.

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V. Accept the Acknowledgement by clicking on Check Box and Enter Remarks and click OK to save
the comment.

VI. Upload the Related Bills and Documents (Example: Laptop Invoice).

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VII. Click on NEXT and Review the Details.

VIII. If any details are pending, can submit it later then click on SAVE DRAFT, else click on NEXT to
submit the Claim.

IX. Once the form Submitted successfully, the System generated Reference Number will be
displayed.

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X. Once the Claim Record is submitted Successfully, close the Window and go to OverView Screen
and Refresh the Screen to see the Record.

Advance Repayment
I. Navigate to My Services > Claims & Reimbursement – India.

In Case the path is not found, Enter CLAIMS in SEARCH BAR and select SUBMISSION Link

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II. Click on Create.

III. Enter the following parameters:

• Reimbursement Type – Laptop reimbursement
• Request Type - Advance Repayment
• Associated Reference - Reference Number of the Advance Application from Drop-
Down Menu

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IV. Fill out the Required Details in Respective Fields.

Advance Taken Amount will be displayed in Associated Reference Field, can raise the Advance
repayment for the same amount or as applicable.

Select Mode of Refund as Bank Transfer/DD/Bank Cheque which should be done before hand as per
Confirming with CIL Finance Team and Submitting the Original to them by Hand.

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V. Acknowledge the Terms & Conditions and click on OK and then select the Check Box.

VI. Enter the Reason for Repayment or the remarks for the information to CIL Management.
VII. Click on OK to save the details.

VIII. Upload the Attachments as Required (Example: Photocopy of Bank DD/Cheque/Transaction).

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IX. Click on Next at the top of Application Screen to go to Next Screen.

X. Click on Next again to Submit the form after Review or Save Draft if any pending details to be
updated later.

A System generated Reference Number will be displayed.

XI. Close the Window and go back to Overview Screen to check in the Overview List.

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Laptop Advance Approval

I. Navigate to My Team Services > Claims & Reimbursement – India > Claims – Approval India.

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Alternately, enter CLAIMS in SEARCH BAR and select Approval Link

II. Click on Record which is to be approved/rejected.

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III. Select the Display Request to only View the Record or Edit Request for giving
remarks/Comments and Downloading Attachments.

IV. In case to change the Approved Value for Laptop Advance, go back to OverView Screen and
Enter the New Amount in Approved Value column.
V. Press Enter to set the new Amount.

VI. Approver can set the Decision in 2 Ways:

• By selecting Approve/Reject from Drop-Down Menu in Approver Decision column
• By Selecting Set Approve Status/Set Reject Status Directly

Or

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NOTE: Multiple Records can be set to Approve/Reject and can process at a time. After setting
status for multiple records. Select all the Records by using Crtl+Mouse Left click

VII. After Setting the Approve/Reject Status click on Next on top of Application Window.

VIII. Review the Records in Approved/Rejected Tabs basing on the Decision Given.
Approved Records will be displayed in Approved List on Top of Screen.
Rejected Records will be displayed in Rejected List at Bottom of Screen.

IX. Click on Next again to complete the changes.

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After Success, a Message from system will be displayed stating that changes are saved successfully.

The Same Process to be done for other Laptop Request Type Applications (Claim against Advance &
Advance Repayment)

Claims
Claims Menu Overview

Create To Create a New Request

Display To Display the Request
Edit To Edit the New Request
Delete To Delete the New Request
Reimbursement Eligibility To check the eligibility of the claim
Print Request To print the Page
Export To Export to Microsoft Excel
Refresh To Refresh the requests

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Claims Submission/Reimbursement - India

Home Page→My Services→Benefits and Payments→Claims Submission/
Menu Path
Reimbursement - India
http://sapecd.coalindia.in:8002/sap/bc/webdynpro/sap/HRESS_CLMS_EE_IN?sap-
Link client=105&RQCAN=00001&IS_APPR=%27%20%27&COUNTRYGROUPING=40&sap-
language=en&sap-wd-configId=HRESS_CLMS_AC_EE_IN#

I. Click the Benefits and Payments tab.

The following screen will be displayed.

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Create a New Request - Advance (AD)

Process Create
Path Home Page→My Services→Benefits and Payments→Claims Submission/
Reimbursement - India→Create

I. Click Create button.

II. Select the Reimbursement Type from the dropdown list.

III. Select the Request Type from the dropdown.

IV. Fill the Required Information.

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V. Click the Acknowledgement & Accept checkbox.

VI. Click Enter Remarks button.

VII. Enter Remarks if necessary.

VIII. Click OK.

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IX. Select Attachment at from the dropdown list.

X. Click Upload button.

XI. Browse the File name.

XII. Click Next button.

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XIII. Review the data, which you entered.

XIV. Go back to the Details, if any changes to be done.
XV. Click the Save Draft button.

XVI. Click Next button.

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Advance application will be submitted and a Reference Number will be displayed.

XVII. Click Close Window.

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Create a New Request – Claim Against Advance (CA)

Process Create
Path Home Page→My Services→Benefits and Payments→Claims Submission/
Reimbursement – India→Create

I. Select Reimbursement Type from the dropdown list.

II. Select Request Type from the dropdown list.

III. Select the Associated Reference Number from the dropdown list.

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IV. Fill the Required details in the mandatory fields.

V. Submit the application.

VI. Enter the Invoice Amount.

VII. Click Calculate button.
Note: The entered amount will be finalized and will be shown in Requested Amount.
VIII. Click the I Acknowledge & Accept checkbox.
IX. Click the submit button.

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After successful submission, you will get the below screen.

Create a New Request – Advance Repayment (AR)

Process Create
Path Home Page→My Services→Benefits and Payments→Claims Submission/
Reimbursement – India→Create

I. Select Reimbursement Type from the dropdown list.

II. Select Request Type from the dropdown list.
III. Select the Associated Reference from the dropdown list.

IV. Enter the required data in mandatory fields.

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V. Enter the Invoice Amount.

VI. Click Calculate.
Note: The entered amount will be finalized and will be shown in requested amount.
VII. Click I Acknowledge & Accept checkbox.

After successful submission, you will get the below screen.

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Create a New Claim Request – Medical Reimbursement

Process Create
Path Home Page→My Services→Benefits and Payments→Claims Submission/
Reimbursement – India→Create

I. Select Reimbursement Type as “Medical Reimbursement”.

II. Select Request Type as Claim.

III. Enter the Required Fields.

IV. Click Calculate.
Note: Final Amount will be displayed in Requested Amount.
V. Click I Acknowledge & Accept checkbox.

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VI. Click Next.

VII. Review the data.

VIII. Click Next.

IX. Click the Save Draft button.

X. Click Next.

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After Submission of the application, below screen appears.

The Employee can Close Window or can Create New Request by clicking the links below the
screen.

Claims Approval - India

Execute screen via:
Menu path Home Page→My Services→Benefits and Payments→Claims Approval- India
sapecd.coalindia.in:8002/sap/bc/webdynpro/sap/HRESS_CLMS_AP_IN?sap-
Link client=105&RQCAN=00001&IS_APPR=%27X%27&COUNTRYGROUPING=40&sap-
language=en&sap-wd-configId=HRESS_CLMS_AC_AP_IN#

I. Go to the Benefits and Payments tab.

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The following screen will be displayed.

Approve/Reject a Request
Process Approve/Reject
Path Home Page→My Services→Benefits and Payments→Claims Approval-India→Set
Approve Status/Reject Status

I. Enter the following details:

• Employee Number
• Reference number (if known)

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In Case of all the Records of same type to be displayed, then

II. Select the following details from the dropdown list:
• Reimursement Type
• Request Type
III. Click the Display Records.

IV. Approver can aslo filter the Requests based on Creation Date.
For Example:
V. Select the Reimbursement Type as Medical Reimbursement.
VI. Select the Request Type as Claim.

VII. Click the Record for getting a Detailed information.

VIII. Click Display Request.

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IX. Approver can Approve or Reject the single Application.

X. Click Set Status Approve.

The Request will be Successfully approved and the message will be shown as Request Validation is
Successful.

In – Case of Multiple Records:

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XI. Click Select All.

XII. Click Set Approve Status.

You can see the status.

In case of few Rejections, use CTRL and select the request that to be Rejected.
XIII. Click Set Reject Status.

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XIV. Click Next button.

The Approved List and Reject List will be segregated as shown below.
XV. Click the Next button.

The following message will be displayed.

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Claims Processing
Processing of Claim in SAP
Once the Employee Submits the Claims and Final Approver approves the Request, the Authorized
person will go through SAP Screen for the processing of Amount
I. Execute the transaction code SE38.
II. Enter Program.
III. Click the execute button.

IV. Click the Other Keydate radio button.

V. Enter the Key Date.
VI. Enter the Country Grouping.
VII. Enter the Solution Type.
VIII. Click the Infotype - Update Mode (User Interaction) radio button.
IX. Click the execute button.

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The following screen will be displayed.

X. Check the details.
XI. Click Update Infotype.

The System will display a Successful Notification (In case of no errors) as “Infotype Updated
Successfully”.
Status – Green represents Its Processed Successfully.

Note: This Program “HINUINFU” has to be Run only when the Control Period (PA03) of payroll is in
“EXIT MODE”

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After the HINUINFU program executed, the system updates the Infotype 0045 and Infotype 0078 (Loan type
9010, 01 Payment Type: 100: Loan Payment (external) and IT0267, it gets paid via Off Cycle WT 7010)

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Run Off-cylce Payroll for this claim and then execute HINUINFU.
Once the advance has been approved and HINUINFU (Infotype update report for Advanced Claim)
has been executed, employee can create ‘Claim Against Advance’ request.
Once this new request is created, approved and run HINUINFU, it updates an entry in IT0078 with
200: Special Repayment (external) for the amount (If Advance > Claim against advance Amount
then (Claim against advance Amount) else (Advance Amount).
It creates and entry in IT0015 - WT 7010 for the Claim against advance amount requested.
After the regular payroll run for the employee, the claim status is updated from In Process: Sent to
Accounts (To be processed) to Completed: D (Processing complete).

Once Claim Against Advance is applied by Employee, the Approver level-1 gets the Record for
Claim against Advance in his requests.

After Final Approval, the Program HINUINFU has to be run by the authorized person for the claim.

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XII. Click Update Infotype.

Depending on whether Advance Amount was greater or Claim against advance amount was
greater two cases arise.
When Advance > Claim Against Advance:
In this case the remaining balance can be claimed again, and the Advance remains in Open Status.
But since the person for whom the advance was taken can be claimed once in any block system,
should show error message to employee, if he tries to create a Claim against advance request for
second time.
In this case employee should be shown error/Information that employee has to settle the
advance using Advance Repayment request.

When Advance < Claim Against Advance:

In this case the status of the Advance is updated automatically to Completed after raising Claim
Against Advance request and running HINUINFU.
The employee will have to be paid the remaining amount via normal payroll as Per CIL Policy.
For Example:
Employee got 60000 advance, approved (max was 70,000) and he raises CA for >60000 i.e. 70000;
Then employee may get paid remaining 10,000 from normal Payroll if he is eligible.
In case the CA is raised for 80,000 then also the employee may get paid 10,000 only (as 70,000
max) if he is eligible.

For Advance Repayment:

If the claim against advance request is not created for the complete amount or greater than that
(in case bills are more than the advance taken) then the employee has option to create a Advance
Repayment Request, after approval HINUINFU updates the earlier IT0078 (one tab in IT0045)
with payment type as ‘200: Special Repayment (external)

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Processing of Additional Amount through SAP

For Additional Payments Authorized Supervisor have to enter SAP and go to Infotype 0015 of that
Particular Employee and can pay or deduct the amount.

If the employee has to pay INR 10,000 to Organization (i.e., Deduction) through regular payroll for
Advance Repayment, Amount Value is be 10,000 in the Field which indicated as “ ” (blank)

In Case, the Employee has to be paid INR 10,000 (suppose Advance requested is 50,000 and Claim
against Advance is 60,000; Organization decided to pay it through regular run) then the amount
Field should be 10,000 and indicated with A.
The Blank Indicator indicates that the amount is Payment type.

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Medical Claim
Introduction
In CIL, when an Employee Claims a Medical Reimbursement, a standard procedure to be followed
for approvals and for Submitting the Invoice.

Introduction

Create To Create a New record

Display To Display a Single Record
Edit To Edit the New Record (before any Approvals done)*
Delete To delete the New Record (before any Approvals done)*
Print Request To print the Single Record
Export To Export all the Records in OverView screen into Excel Sheet
Refresh Refresh to get new Records

Reimbursement Type Type of the Reimbursement (Ex: Medical Claim, Laptop Adv etc.,)
Reference Number System assigned number for a record for Tracking
Creation Date From Date of the Record Created
Requested Value Amount Requested
Approved Value Amount Approved by Approvers
Employee Name Name of the Employee (Applicant)
Request Phase Current Phase of the Record (Ex: New, In-Process, Completed etc.,)
Request Status Current Status of the Record (Ex: New, Approved, partial Approved)
Approver Approver Group detail
Currency Currency Info of the Amount (By Default it is INR)

Medical Claim Application

I. Navigate to My Services -> Claims & Reimbursement –> India.

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Alternately, you can enter CLAIMS in SEARCH BAR and select SUBMISSION Link.

II. Click on Create.

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III. Select the Reimbursement Type as MEDICAL REIMBURSEMENT.

IV. Select Request Type as CLAIM and Enter the Required Information to Proceed.

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V. In Line No. 0001, select the Family Member to whom the medical claim is applying.

VI. Fill the Required details such as Bill Date, Doctor Name, Doctor Registration Number, Place of
Treatment, No. of Days for Treatment, Remarks (purpose of claim) and Amount occurred.

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VII. If there is a claim for other Family Member, you can create a complete New record or can fill
on this same record itself by entering in line no. 0002.
VIII. Select ADD LINE.

Repeat Adding Lines in case of many claims else can Create a New Record.

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IX. Go through the Terms & Conditions of Medical Claim and Click on the Acknowledgement Check
Box to go to next step.

X. To Enter any remarks or any explanation for medical claim, go to Enter Remarks button.
XI. Enter the details in the column and click OK to save the remarks.

XII. Attach the required documents related to medical claim (Example: Medical reports, Drugs
Invoice, Prescriptions etc.)

XIII. Click on Choose File and select the documents.

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XIV. After filling the required details, click on NEXT on top of the window

XV. Review the Data entered for Medical claim in this 2nd Step (Review Step).

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XVI. Click on NEXT again (3rd step) to Submit the Record or can save the record if any changes to be
done before submitting.

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A message is displayed - the validation is successful. Request number will be created.

You can check the record in Overview Screen by Refreshing the overview screen.

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Medical Claim Approval

Create To Create a New record

Display To Display a Single Record
Edit To Edit the New Record (before any Approvals done)*
Delete To delete the New Record (before any Approvals done)*
Print Request To print the Single Record
Export To Export all the Records in OverView screen into Excel Sheet
Refresh Refresh to get new Records

Employee Name Name of the Employee (Applicant)

Employee Number EIS Number of the Employee (Applicant)
Reimbursement Type Type of the Reimbursement (Ex: Medical Claim, Laptop Adv etc.,)
Reference Number System assigned number for a record for Tracking
Creation Date From Date of the Record Created
Requested Value Amount Requested
Approved Value Amount Approved by Approvers
Currency/Unit Text Currency Info of the Amount (By Default it is INR)
Approver Decision Decision of the Approver (Approved/Rejected/None)
Multiple Line* Indicates if there are many sub records in a Record (Applicable for
Medical Claim*)

Medical Claim Approvals

I. Navigate to My Team Services > Claims & Reimbursement – India > Claims – Approval India

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Alternately, enter CLAIMS in SEARCH BAR and select Approval Link.

II. Click on Record which is to be approved/rejected.

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III. Select the Display Request to only View the Record or Edit Request for editing the Approved
Amount, Taxable & Non-Taxable Amounts, giving Remarks/Comments and Downloading
Attachments.

IV. In Edit Request, in case to change the Approved Value or Maintain Taxable & Non-Taxable
Amounts, Enter the New Amount in Approved Value column and Taxable Amounts in respective
columns and Press Enter to set the new Amount.

V. Approver can set the Decision in three Ways:

• By Selecting Set Status Approve / Set Status Reject on Edit Request Screen
• By selecting Approve/Reject from Drop-Down Menu in Approver Decision column in Claims
Overview Screen
• By Selecting Set Approve Status/Set Reject Status Directly

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Or

NOTE: Multiple Records can be set to Approve/Reject and can process at a time. After setting status
for multiple records. Select all the Records by using Crtl+Mouse Left click

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VI. After Setting the Approve/Reject Status click on Next on top of Application Window.

VII. Review the Records in Approved/Rejected Tabs basing on the Decision Given. Approved Records
will be displayed in Approved List on Top of Screen. Rejected Records will be displayed in
Rejected List at Bottom of Screen.

VIII. Click on Next again to complete the changes.

After Success, a Message from system will be displayed stating that changes are saved successfully.

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Time Management
Positive Time Management
Checklist for Positive time management:
• Get the active employees count for specific payroll area using the reports- S_PH0_48000513 -
Ad Hoc Query and S_PH0_48000510 - Ad Hoc Query
• Ensure the attendance is fully marked for all employees of the specific payroll area. Please verify
the attendance data using the reports-T-code-PT91 or check the report- CATS_APPR_LITE for
approving the attendance incase if the attendance is not approved
• Please run the report-T-code-CAT6 for specific payroll area to check if the attendance records
are not transferred to attendances (IT2002) infotype upon approval of attendance
• Run absent program-T-code-ZHCM_ABSENCE-UPD for marking absent for days neither
attendance nor leave is marked.
• In case of new joiners or transferred employee cases: - Please ensure personnel subarea specific
work schedule rule is maintained in Planned working time (IT0007) infotype. Please ensure
employee’s Superannuation Date(N0) and Date of Joining in Service (06) is maintained Date
specifications (IT0041) infotype
The Time Management component offers you support in performing all human resources processes
involving the planning, recording, and valuation of employees’ work performed and absence times.
Time Management encompasses:
• Simple administration of leave
• Planning of workforce requirements.
• Valuation of attendance and absence times for the management of time accounts and
determination of overtime and bonus wage types.
• Time Management supports online data entry, time recording systems, and other self-service
applications.
• All data is processed in the same way, regardless of the data entry method.
• Time Management supports centralized data entry by time data administrators, decentralized
data entry by production supervisors, for example, or by employees themselves.
The Work Schedule is an essential element of Human Resources. The work schedule is the
information medium for all employees who work on time-based schedules.

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Infotypes-Time management
The data of the employees related to time management is maintained in the infotypes as shown in
the table below.
Infotypes Infotypes Text
0007 Planed Working Time
0050 Time Rec Info
2001 Absences
2002 Attendance
2003 Substitution
2006 Absences Quota
2011 Time Events
2013 Quota Corrections

In the live system all these infotypes are maintained, but in case there is a change then you should
know how to change the data. For new employees joining their master data needs to be entered by
creating these infotypes. You must know how to maintain these infotypes.
You can create, change, display and copy the infotypes during maintenance, choose the appropriate
button as applicable while maintaining the data of the employee.
Data of the employees can be maintained through transaction code PA30.

Process
I. Enter transaction code PA30 as shown below.
II. Click the continue/enter button.

The below screen will be displayed.

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III. Enter the following details:

• Personnel no.
• Infotype
IV. Click the continue/enter button.
Note: After clicking the continue/enter button the 0007 infotype name will appear.

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V. Click create button.

The following screen will be displayed.

VI. Enter Start date.

VII. Select the appropriate Work schedule rule from the dropdown list as shown below.
VIII. Click the continue/enter button.

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IX. Select the required Time Mgmt status from the dropdown list.
In WCL generally, you will select Time Management status 1-Time evaluation of actual times or
9 or 0 as applicable.
X. The following are possible values:
• 0 No time evaluation
• 1 Time evaluation - actual times
• 2 Time evaluation - PDC
• 7 Time evaluation without payroll integration
• 8 External services
• 9 Time evaluation - planned times
XI. Click the continue/enter button.

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The fields under Working time tab will get populated (filled) automatically.
XII. Click the save button.

The following screen will appear automatically. You need to fill the details of the bio metric card ID
of the employee in—‘Infotype 0050-Time recording info’.

This infotype links the bio –metric card with the personnel number.

XIII. Enter Time rec.ID no.: 00000101

XIV. Click the save button.

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For Entering the Attendance in the Non-biometric system, we have developed one custom program
as ZHCM_ATTENDANCE.
By using that in one go timekeeper can update the attendance of all the employees.
The timekeeper can select all the employees list by filtering their Personnel Area, Personnel Sub Area
Employee Group and Employee Sub-Group.

For entering the attendance data following steps need to be followed.

I. Log on to SAP and you will get this SAP Easy Access screen as shown below.

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II. Enter the transaction code ZHCM_ATTENDANCE as shown below.

III. Click the change icon, if you want to change already assigned employee’s work schedule.
IV. Click the continue/enter button.

V. Click the Non-biometric Data radio button.

VI. Click the execute button.

VII. Select the below details to see the list of all employees whose attendance need to be
maintain in the system:
• Key Date: Click the Today radio button.
• Personnel area
• Personnel subarea
• Organizational unit (Respective Department Code)
VIII. Click the execute button.

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The respective department employee list will be shown in the screen below.
IX. Click the employee records checkboxes.
X. Click the execute button.

The attendance will get marked for those employees.

All the successfully updated employee shown in GREEN.
If Unsuccessful to Update will be shown in RED and the reason shown as a message.

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Attendance Recording Processes

Bio-Metric Attendance
Human Resources→Time Management→Administration interface
Menu path
Program
Interface Program RPTEUP10

Human Resources→Time Management→Administration→Information

Menu path
System→Report Selection→
Transaction code PT62

I. Execute the transaction code PT62.

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Biometric Attendance Process

This section will provide a brief insight into how the Biometric Attendance data is
maintained in SAP.

Biometric Attendance Upload Program

I. Put the transaction code ZHR_BIOMETRIC_FILE in the command bar.
(This T-code is used to upload an employee’s Biometric attendance file)
II. Click on the continue/enter button.

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III. The following screen will appear.

IV. To upload a file, go to the search option and type in the file name.
V. A pop-up window will appear, allowing you to select the required file.
VI. After selecting the file, select the option to open that.

VII. After uploading the required day-wise biometric file, click on the execute option.
VIII. After finishing the upload procedure, another new pop-up window will appear with the
message “File uploaded successfully”.

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IX. Click on the Green tick to continue.

Note-
File Format- The Biometric attendance data upload file should be in the below-provided
format:

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Regularization of Employee’s Biometric Attendance

I. Put the transaction code ZHR_BIOMETRIC_REP in the command bar.
(This T-code is used to save employee’s Biometric attendance)
II. Click on the continue/enter button.

III. The following screen will appear.

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IV. Enter the following details:

• Key Date- Choose the date from the search option (as per the requirement)
• Personnel number- Enter the EIS/PIS number
a. For a single employee’s attendance -Enter the employee’s EIS/PIS id on the personnel
number field as refer in the below-provided image:

b. For multiple employees- Click and fill up the Multiple Personnel Number Selection
option as shown in the below-provided image.

• Personnel Area- Enter the personnel area as per the requirement /Choose from the search
list
• Personnel Subarea- Enter the personnel sub-area as per the requirement /Choose from the
search list
• Organizational Unit- Enter the organizational unit.
a. For a single organizational unit -Enter the organizational unit on the organizational field
b. For multiple organizational units- Click and fill up the Multiple Organizational Unit
Selection options.

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Note-
1. For the Org. Unit wise checking- Check by using the Organizational unit, Personnel
sub-area & Key date
2. For Personnel Number wise Checking- Check by using Key Date, Personnel Number, &
Personnel Sub-area

V. Click on the Execute option.

VI. The below-provided screen will appear with the required Org. unit’s/ Personnel number’s
biometric attendance data.

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VII. To store an employee's biometric attendance, Select the required line and then click the
Save option.
As referred, to in the below-provided image:

Note-
For changing an employee’s attendance status - Choose the required attendance type from the
Reg. Attend Type dropdown and put a Regularization Reason.
Then Select the required line and then click on the Save option.
VIII. After saving an attendance it will disappear from the Regularization of the Employee’s
Biometric Screen and it will be immediately posted in the PT91 and biometric PDF report
(ZHR_BIOMETRICREP_PDF).

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Employee’s Biometric Status Change

I. Click on the drop-down button for the Reg. Attend Type.
II. Select the Reg. Attend Type option, as per the requirement.
III. Enter a regularization reason for changing the Reg. Attend Type.
IV. Select the modified Reg. Attend Type and click on the Save.

Note-
• If one maintains proper office hours, biometric attendance data will be reflected as
“Present”. In this case, don’t need for any change.
• But if someone forgets to punch both in time and out time in biometric punctuation or if
anyone does not maintain proper office hours, then the biometric status of that employee
needs to be changed.

Reg. Attend Types-

• Options available for Executives during regular days (As referred to in the below-
provided image)
a. P-Present
b. A-Absent
c. L-Late
d. WH-Work from home
e. T- Travel (OD)
f. H-Half Day

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• Options available for Non-Executives during regular days (As referred to in the below-
provided image)
a. P-Present
b. A-Absent
c. L-Late
d. WH-Work from home
e. T- Travel (OD)
f. R-Rest Day

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• Options available for Executives during Weekend (Saturday)

As referred to in the below-provided image
a. A-Absent
b. HS-Holiday Attendance (S)

• Options available for Executives during Weekend (Sunday)

As referred to in the below-provided image
c. A-Absent
d. WA-Weekly Off Attendance

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• Options available for Non-Executives during Weekend( Saturday)

As referred to in the below-provided image
a. A-Absent
b. T- Travel (OD)
c. HD-Holiday Attendance(D)
d. HS- Holiday Attendance(S)

• Options available for Non-Executives during Weekend( Sunday)

As referred to in the below-provided image
e. A-Absent
f. T- Travel (OD)
g. WS-Weekly Off Single
h. WD-Weekly Off Double

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Uses of the above-mentioned Reg Attend Types

a. Absent- This type indicates complete absence and is considered a LOP.

b. Travel (OD)- Business purpose travel or tour. It is considered as same as the Present.

c. Late- It happens due to improper Biometric punch record or, if one forgets to punch in
/punch out or, one punches in after the scheduled office entry time or, punches out
before the scheduled office exit time.

d. WH- It indicates working from home.

e. Present- Physically present in the office.

f. Half Day- It indicates half day attendance, and it is only applicable for Executives.

g. Rest Day- It indicates rest day for an employee, and it is only applicable to non-
executives.

h. Holiday Attendance(S)- This indicates one week off for Saturday (including single pay).

i. Holiday Attendance(D)- This indicates one week off for Saturday (including double pay).

j. WS-Weekly Off Single- This indicates one week off for Sunday (including single pay).

k. WD-Weekly Off Double- This indicates one week off for Sunday (including double pay).

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Employee’s Biometric Attendance Report Post Regularization

I. Put the transaction code ZHR_BIOMETRICREP_PDF in the command bar.

(After an employee's biometric attendance record has been saved, this T-code is used to check
the report.)
II. Click on the continue/enter button.

III. The following screen will appear.

IV. Enter the following details:

• Key Date- Choose the date from the search option (as per the requirement)
• Personnel number- Enter the EIS/PIS number

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a. For a single employee’s attendance -Enter the employee’s EIS/PIS id on the personnel
number field as refer in the below-provided image:

b. For multiple employees- Click and fill up the Multiple Personnel Number Selection
option as shown in the below-provided image.

• Personnel Area- Enter the personnel area as per the requirement /Choose from the search
list
• Personnel Subarea- Enter the personnel sub-area as per the requirement /Choose from the
search list
• Organizational Unit- Enter the organizational unit.

Note-
1. For the Org. Unit wise checking- Check by using the Organizational unit, Personnel sub-area & Key
date
2. For Personnel Number wise Checking- Check by using Key Date, Personnel Number, & Personnel
Sub-area

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V. Click on the Execute option.

VI. The below-provided screen will appear with the required Org. unit’s/ Personnel number’s
biometric attendance report.

Note-
Biometric attendance data for all employees should be saved every day, including all holidays and
weekends (Saturday and Sunday).

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Non-Biometric Attendance
Transaction code CAT2
Human Resources→Time Management→Administration→Information
Menu path
System→Report Selection→

I. Execute the transaction code CAT2.

II. Enter the Data Entry Profile.
III. Click the settings button.

IV. Go to the Persons tab.

V. Click the Administrator group radio button.
VI. Enter Administrator group.
VII. Click the continue/enter button.

VIII. Review the list of employees.

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IX. Select the relevant employees.

The saved attendance goes to the manager approval.

Transaction code PT91_ATT

Human Resources→Time Management→Administration→Information
Menu path
System→Report Selection→Attendance Data: Multiple Employee View

X. Execute the transaction code PT91_ATT.

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Time Evaluation
Time Evaluation is the final process of time management. This can be used to generate Annual leave
absence quota as well. The time evaluation driver RPTIME00 evaluates employee time data.

Generate Absence Quota PT60/RPTIME00

Use the below process to generate absence quota for annual leave or to just do a time evaluation.
I. Execute the transaction code PT60.
II. Click the continue/enter button.

III. Enter the following details:

• Personnel Number
• Parameters for time evaluation data
o Evaluation schema
o Evaluation up to
IV. Click the Further selections button.

The following screen will be displayed.

V. Paste the employee number you copied from yours excel using this button.

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Forced Recalculation as of:

The date you enter in this field determines the minimum period for recalculation.
Note: If you do not make an entry in this field, the first day of the recalculation is determined
automatically according to the data saved for every personnel number.
Evaluation up to:
Always enter the end date of the month for which you want annual leave to accrue.

For Test run

I. Click the Test run (no update) checkbox.

II. Click the execute button.

III. Selected Personnel numbers and Success full runs should be same in the log.
IV. If there are no errors, you can continue for Live run.

For Live run

I. Clear the Test run (no update) checkbox.

II. Fill the required fields and execute.

Note:

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• All the changes in Attendance and absence should made before the Time Evaluation
Process.
• If any changes made after Time Evaluation do the Time Evaluation again.

Quota Overview: PT50

Use the quota overview to check all quotas and its related accrual information.
I. Go to the Selection dates tab.

II. Go to the Absence quotas tab.

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III. Go to the Accrual information tab (to check the quota accrual that has happened in the past).

Time Manager’s Work Bench: PTMW

I. Execute transaction code PTMW.

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I. Enter Personnel Number. If you want to run time evaluation for one or more employees, then
you can input employee numbers (EIS) manually.
II. Enter Payroll area. If you want to run time evaluation for all employees under the payroll area,
you can input specific payroll area/s.
III. Evaluation schema: Please choose the schema-YT00.
IV. Time statement variant: SAP&TEDT: By default, time statement variant is shown as SAP&TEDT.
V. Forced recalculation as of: For example, if you want to run time evaluation for May salary paid
in June then manually input the date as 30.04.2022
VI. Evaluation up to: As you need to run time evaluation for May salary paid in June, please input
the date as 31.05.2022.
VII. Please do not select the checkbox ( ) for “Display log”.
Note: If you wish to view the time evaluation process for each day then select the checkbox.
VIII. Please do not select the checkbox ( ) for “Test run (no update)”.
Note: If you select the checkbox then time evaluation will be run in test mode. In this case, you
will not be able to view the generated allowances using the report-PT_BAL00.If you run time
evaluation in live mode, i. e., do not select checkbox then you will be able to view the generated
allowances using the report- PT_BAL00.

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Please refer the below snapshot regarding how the selection parameters are filled for running time
evaluation.

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IX. Click the execute button.

Use T-code-PT_ERL00, for checking time evaluation error messages.
Use T-code-PT_BAL00 for checking generated allowance/attendance days for attendance days,
weekly off, public holiday and Transport subsidy.

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Planned Work Times

Each employee in the company must be assigned to a shift. This assignment is happening as a
procedure during executing hiring action in personnel administration or during shift planning. The
following activity will show us how to check the IT0007 of the employee.

Check Planned Working Times

This process is to check the default shift assigned to an employee as a planned working time.
Transaction code PA20
Human Resources→Human Management→Administration→HR Master
Menu path
Data→Display

I. Execute the transaction code PA20.

II. Enter the following details.
• Personnel no.
• Infotype
• Period
III. Click the display button.

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Field Name Field Description R/O/C User Action / Values Comments

R Press F4 to search for
Personnel no. Employee SAP Number
employee
Infotype Type of information R Enter 0007
R Select the date period for
Period Period
which you want to
R = Required, O = Optional, C = Conditional
IV. Enter Work schedule rule (shift code assigned as a default to this employee/This was
assigned during Hiring process).

Change Planned Working Time

This process is to change the default shift assigned to an employee as a planned working time.
Transaction code PA30
Human Resources→Human Management→Administration→HR Master
Menu path
Data→Maintain

I. Click the create button, to create or to assign shift to an employee.

II. Click the change button if you want to edit the old record and if you want to have a new shift
assigned to the employee from any new date.
Note: Do not edit old record for which the payroll has been already run.

III. Select create

IV. Provide Start date.

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V. Go to Work Schedule Rule.

VI. Save the data.

VII. To view the assigned of Work schedule select Planned working Time.

VIII. Select and go to Icon.

I. Enter the following details:
• Personnel no.
• Infotype

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Field Name Field Description R/O/C User Action / Values Comments

R Press F4 to search for
Personnel no. Employee SAP Number
employee
Infotype Type of information R Enter 0007
R Select the date period
Period Period
for which you want to
R = Required, O = Optional, C = Conditional

Work Schedule Rule:

Change the General shift to Second Shift using the below steps:
I. Create a new infotype 0007 record from 15th Jan 2018 until 31.12.9999.
II. Press enter.
III. Click the save button.

Steps to change planned working time

I. Enter Start date.
II. Enter Work schedule rule.

III. Change the following details:

• Start date
• Work schedule rule

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Display All IT0007 record.

IV. Go to the Time Data tab.

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V. Click the Planned Working Time.

The following screen will be displayed.

Attendance
Introduction
Time management is used by employees for time tracking and management across departments.
Time management in is one of the main components any organization as it is necessary to maintain
time along with the work performed. This helps an organization to calculate profit and loss, human
costs, track time booking in a project, etc.
Employee’s attendance data received by the Time Keepers or the designated person in the
department. The same attendance data required for the payroll and other records. This document
explains how to enter the attendance data into SAP system.

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CATS (Cross Application Time Sheets) application is being used for processing the attendance.
Attendance data is entering into CATS by the time keepers and designated for the attendance entry,
the attendance data goes to Manager’s approval and after approval, the attendance data will move
to HR table for Payroll and other purposes.

Attendance Recording Process

Non-Biometric Attendance:
I. Enter transaction code ZHCM_ATTENDANCE.
II. Click the continue/enter button.

III. Click Non-biometric Data radio button.

IV. Click the execute button.

V. Click Today radio button (for current day attendance).

VI. Click Other key date (for other dates).
VII. Enter the Organizational unit.
VIII. Click the execute button.

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Here you can find the list of Employees under the specific department.
IX. Click the Select all button to select all the employees.
Note: If any employee is ABSENT for that day UNCHECK the employee manually.
X. Click the execute button.

You can see the data, updated successfully in the screen below.
After the successful update the data will be transferred to Manager’s approval.

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Overtime (OT)
Over Time for Multiple Employees
Note: In according to MCL Policy the overtime is recorded only for Non-Executives.

Transaction code CAT2

Human Resources→Time Management→Administration→Information
Path
System→Report Selection

I. Enter the transaction code CAT2.

II. Click the continue/enter button.
III. Select Data Entry Profile.
IV. Click the settings button.

V. Enter the Key date.

VI. Click the settings button.

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VII. Go to the Persons tab.

VIII. Click the Organizational unit radio button.
IX. Enter the Organizational unit.
X. Click the continue/enter button.

Now you can find the list of employees under the specific Organization Unit (department) as
shown in the screen below.
XI. Click the select all button.

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XII. Click the enter times button.

Note: You can find the CAT2 screen and list of employees under the specific Organization Unit.
XIII. Click the target hours button (to find the exact working time for an employee).
XIV. Click the calendar button (for displaying dates).

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XV. Select the specific Employee for entering over time (OT).
XVI. Click the insert button.

The Att./Absence type (1) dialogue box will be displayed.

XVII. Select A/A type from the list.
XVIII. Click the continue/enter button.
XIX. Click the save button.
Note: we can enter other attendance type as shown in the screen below.

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Over Time for Single Employee

For maintaining over time for Single employee:
I. Enter transaction code CAT2.
II. Select Data Entry Profile.
III. Enter Personnel Number.
IV. Click enter times button.

Note: Follow the same process given for Multiple employees for Over time.

Managers Approval for Attendance

Note: The manager needs to approve the attendance after it has been entered by the Time
administrator.
I. Enter the transaction code CATS_APPR_LITE.
II. Click the continue/enter button.

III. Click the filter button.

IV. Select organizational unit.
V. Click right arrow.

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VI. Click the continue/enter button.
VII. Click the Immediate transfer to HR checkbox to transfer the data to HR immediately.

VIII. Enter Organizational unit.

IX. Click the execute button.

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Manager can Approve the data by selecting the employee.

X. Click the approve button.
Note: After Manager’s approval, the data will transfer for payroll process.

Reports
I. Enter the transaction code PT91_ATT.
II. Click Further selections.

III. Select Organization Unit as shown in the screen below.

IV. Click the continue/enter button.

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V. Click the Today radio button.

VI. Enter Key Date.
VII. Enter Organizational unit.
VIII. Click Evaluate attendances and absences.
IX. Click the execute button.

The following report will be generated as shown in the screen below.

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Attendance Approval
Attendance Recording (Non-Biometric Attendance)
I. Execute transaction code CAT2.
II. Enter Data Entry Profile.
III. Click the settings button.

IV. Go to the Persons tab.

V. Select the Organizational unit radio button.
VI. Enter Organizational unit.
VII. Click the continue/enter button.

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The following screen will be displayed.

VIII. Click the select all button.

IX. Click enter Times button. It can be seen on 24th attendance of the concerned department been
provided.
X. Click the Release view. After clicking on release view, it will go for managers approval.
XI. Click on data entry view, if you want to do any changes.

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Approval of Attendance
I. Execute transaction code CATS_APPR_LITE.
II. Click the arrow button against Personnel Number, to upload the multiple employee ID.
III. Click the execute button.

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IV. Click the button, for attendance approval.

Bulk Attendance through CATS Upload

I. Login to SAP ECP Server by entering the User Id and Password.
SAP Essay Access Screen will appear as shown below.

II. Enter the transaction code ZHCM_ATTENDANCE.

III. Click the continue/enter button.

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IV. Click CATS Upload radio button.

V. Click the execute button.

In this screen you can update the attendance by area, subarea and in HQ department wise
using Organizational Unit field.
VI. Enter Organizational Unit.
VII. Enter the month.
VIII. You can upload the XLSX file (EXCEL File).
Note: Create one XLSX file for upload which may have area/sub-area or department wise
attendance.

IX. Maintain the Type of Attendance for month, please refer below code for maintain the
attendance XL file.
Cat's Upload Code Attendance type Description

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P 1 Regular Attendance
W 3 Work From Home
O 4 Travel (OD)
T 4 Tour
U 5 Under Ground Duty
S 6 Weekly Off Single (N-Ex)
D 7 Weekly Off-Double(N-Ex)
H 8 Holiday Attendance
R 9 Rest Day (N-Ex)
HD 10 Half Day Attendance (Exe)
R 11 Weekly Off Attendance (Exe)
G 12 Training/Seminar/Conf Attendance

Here, the XLSX file is maintained using above attendance code for month of March (for Example), you
can maintain it for respective month, if required.
Note: In case of absence/Leave for an employee, keep the respective place empty, which can be
updated later using absence Entry screen.

X. Click Drop-down button, to upload the created file in CATS Upload Program.

The File select dialogue box will be displayed.

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XI. Browse the file from the respective folder.

XII. Click the execute button.

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The SAP GUI Security dialogue box will be displayed.

XIII. Click Allow.

Now the CATS Upload process is completed, In the below screen you can see the updated attendance
for the month of March.
You can check the status of attendance with the below symbols, and it will give the reason is in
message column.
: Attendance is updated successfully.
: Attendance not updated successfully

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Time Sheet Modification / Correction

Note: CAT2 is a standard SAP Program, it is the Main Attendance Entry Screen, but we cannot upload
Bulk attendance hence we are using Customized CATS Upload Program.
Use CAT2 for Attendance Corrections or Modifications.
I. Go to the SAP Easy Access Screen
II. Enter transaction code CAT2.
III. Click the continue/enter button.

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The following screen will be displayed.

The Data Entry Profile dialogue box will be displayed.

IV. Select the Data Entry Profile from the dialogue box.
V. Click the continue/enter button.

VI. Enter Key date.

VII. Click the settings button.

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VIII. Click the setting button. A new popup window will be displayed.
IX. Click the Persons tab.

X. Click the Organizational unit radio button.

XI. Enter the Organizational unit.

XII. Click the dropdown button.

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The following screen will be displayed.

XIII. Click the arrow to expand COAL INDIA LIMITED.

XIV. Select the required subsidiary-Area-Subarea by expanding the arrow.

XV. Select the required Subarea/Department.

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XVI. Click the continue/enter button.

XVII. Click the select all button, to select all employees.

XVIII. Click the entry times button.

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In the below screen, Correction/Modification can be done by moving No. of Hours from One
Attendance type to other attendance type or One day to other day.
In case of Absence, delete the No. of Hours (for example: 7) present in the respective cell of CAT2 and
make entry in Absence Entry Screen.
In case of late Entry/correction of attendance: Correct/delete the absence in Absence entry screen
and then enter no. of hours in respective cell of CAT2.

XIX. Click the save button.

XX. Click the Release view button.

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After clicking the Release View button, the cells will change color to Grey, indicating the cells has
been Frozen.
Now the Approver can Approve the Attendance from CATS_APPR_LITE Screen.

Leave Requests
This process is to show the necessary steps to perform a leave request from R/3 system by HR
administrator. Few perquisites are needed to be checked.

Check Absence Quota

Transaction code PA30
Human Resources→Human Management→Administration→HR Master
Menu path
Data→Maintain

I. Execute the transaction code PA30.

II. Enter the following details:
• Personnel no.
• Infotype
III. Click the display button.

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Field Name Field Description R/O/C User Action / Values Comments

R Click the copy button search
Personnel no. Employee SAP Number
for employee
Infotype Type of information R Enter 2006

R = Required, O = Optional, C = Conditional

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IV. Click overview button.

*This employee is hired on 01.04.2020 and this is the annual leave quota available for them in 2020.
All uploaded/created quota record for the period will be shown at once.

Leave of Absence
This process is to check leave records for an employee, and also to create an absence record.

Transaction code PA30

Human Resources→Human Management→Administration→HR Master
Menu path
Data→Maintain

I. Execute transaction code PA30.

II. Enter the following details:
• Personnel no.
• Infotype

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Field Name Field Description R/O/C User Action / Values Comments

R Click the copy button to
Personnel no. Employee SAP Number
search for employee
Infotype Type of information R Enter 2001
The period in which to O Enter From and End Date
Period
display or create absence
R = Required, O = Optional, C = Conditional

III. Double-click the required type of absence from the below list.

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IV. Go to the Time Data tab.

V. Select Infotype Text as Absences.
VI. Click the period radio button.
VII. Enter the following details:
• From
• To
VIII. Click the create button.

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IX. Enter the following details:

• Start
• To
• Absence data
o Absence days
o Calendar days
o Quota used
X. Click the save button.

Non-Executive Leave Entry

Non – Exe Leave Application Dashboard
Process:

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A Non-Executive employee will apply leave as per the manual process and submit it to the concern
person like Personnel Manager/Person related with leaves, he will be the Admin for Non-Executives
regarding Leaves, the Admin will apply leave in SAP on behalf of Non-Ex Staff.
I. Enter the transaction code ZHCM_NEX_DASHBOARD.
II. Click the continue/enter button.

III. Click Leave Application.

IV. Enter the Personnel no.

V. Click the Get Details button.
In this screen the leave history of the employee is shown.

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Details of Leave Status:

• Posted to Infotype 2001: The leave data has been sent to Payroll.
• Approved: The leave data has been approved by the HOD.
• Pending for approval: The leave request has been submitted but the HOD is yet to approve it.
• Cancelled: The leave request has been cancelled by the employee.
• Rejected: The leave request has been rejected by the HOD.

In the top half of this screen, the quota (Leave Balance) and the type of leave for the employee is
shown.
In the bottom half of the screen the current leave application details need to be provided.

For Example:
• Leave type: Here the type of leave which is being taken is to be filled (Casual Leave, sick leave etc.)
• Start Date: From which date the leave is being taken.
• End Date: Till which date the leave is being taken.
• Approver: Here the ID of the approver (HOD/Next level of authority) is to be provided.
• Comment: The appropriate comment justifying the leave application is to be provided.
• Note: leaves will not be submitted without a comment.

VI. Click the submit button.

The following screen will be displayed.

Note: The Leaves can be Corrected/Modified in same Process and again they are sent to approval.

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After the Leave is submitted, it will go for the approval of respective Supervisor of the
Non-Executive Employee and the Approvals will take place through MSS Portal of Approver.

Leave Entry– Already Approved Leaves

This process is to check leave records for an employee and also to create an absence record in SAP
directly after getting manual approvals of Employees.

I. Enter the transaction code PA61.

II. Click the continue/enter button.

VII. Enter the Personnel no. (EMP ID).

VIII. Go to the Absences & Leave tab.
IX. Click Absences (Leaves).
X. Click Period radio button.
Or
Click All radio button.
XI. Click create button.

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The following screen will be displayed which will indicate the leave types.
XII. Select the required leave type from the dialogue box.
XIII. Click the continue/enter button.

The following screen will be displayed.

XIV. Click the save button.

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The record is created. A message will be displayed at the bottom of the screen.
Note: The Leave also can be Modified here directly if they are already approved.

Leave Encashment
Pre-requisites
• The employee should have at least 7 EL balance to apply for leave encashment.
• The employee can avail 75% of EL balance or 60 Days whichever is minimum for leave
encashment

Employee Leave Encashment Application

I. Navigate to My Services -> Working Time -> Leave Encashment Application.

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II. Click on New Request.

III. Please fill the required details.

IV. Click the Next button.

V. See the review details.

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VI. Click on submit/next to submit the application and following screen will appear.

VII. To check the status of leave encashment application, go to Leave Encashment Overview.

VIII. Click on the Leave Compensation.

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IX. Click on the ‘view’ under Remarks column for more details.

Approval Process
Approval Flow
• Employee Initiates Leave
• Approval moves to HOD
• HOD Approves the Application
• Post Approval Infotype is updated.

I. Open the approval screen after login under Approvals section.

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II. Click on a request to approve, the below page will appear.

III. Select the applicable Approver Action.

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IV. Select Approve or Reject then click on Confirm (after approval it will be forwarded next level
Approvers if maintained in Approver List Table, else it will be finally approved). A Confirm
Action popup will appear to reconfirm.

V. Click OK. It will be approved from HOD end.

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Employee can view the status of the leave encashment application as “Partially Approved”.
Employee Screen:

Employee can check the status of the Leave Encashment Application from Remarks section:

Once approved from all Levels, Employee can view the status as “Approved”.

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Standard Reports
Personnel Work Schedule
Transaction code PT63
Human Resources→Time Management→Administration →Information
Menu path
System→Report Selection→Work Schedule→Personal Work Schedule

I. Execute the transaction code PT63.

On the Personal Work Schedule selection screen, make the following entries:

Period Section
Select one of the date period that applicable from the list.
Field Name Description R/O/ User Action and Comment
C Values s
Today Employee’s data as of today’s date O

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Current Employee’s data as of current O Select the default
Month month value as Period
selection
Current Year Employee’s data as of current year O
Up to Today Employee’s data starting from the O
hire date up to today’s date
From Today Employee’s data starting from O
today’s date up to any future
transaction date.
Other Period Employee’s data on a certain period O
or date range. For example, January
30 of the current year to January 30
of the current year or February 01
of the current year to February 28
of the current year.

Selection Section:
Enter the following details:
Field Name Description R/O/C User Action and Values Comments
Personnel Employee number or • Click Multiple Selection
Number ID button
• Click Select Ranges tab,
• Enter 31000000 on the
lower limit entry field, and
31001000 for UAE on the
upper limit entry field.
• Click Copy button.
Time Recording Time recording
Administrator administrator code
Further Provides list of • Select the fields on Selection
Selections employee master data Options area by highlighting
button criteria that can be the rows
included as part of • Click the Select or Right
Selection Section in arrow button to move the
addition to Personnel selected rows to Selection
Number and Fields area.
Employment Status • Click the Enter button to
entry fields complete the selection
• The additional selected
employee master data
criteria are displayed on the
Selection section.

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• Provide the necessary values

that relevant to the
additional master data field
entries to meet the expected
data output.

Work Schedule Section:

Enter the following details:
Field Name Description R/O/ User Action Comment
C and Values s
Checkbox – Read If selected, the cluster data is taken as a Leave blank
from cluster basis for reading the daily work schedule.
This means that the results of time
evaluation are considered for the relevant
employee. A daily work schedule can be
determined by time evaluation.
Display Periods Section:
Enter the following details:
Field Name Description R/O/C User Action and Comments
Values
Radio button - Selection to limit the report output Select according
Pens. and Active only for the days on which the to business
employee was on pension or active needs
Radio button - Selection to limit the report output Select according
Inact, Pens. and only for the days on which the to business
Active employee was on in-active, pension or needs
active
Radio button - Selection to limit the report output Select according
Left, Inact, Pens. only for the days on which the to business
and Active employee left, in-active, pension, or needs
active

II. Click the execute button.

Result
You can see the detailed information on the daily work schedule or planned working time (infotype
0007) of an employee.
You can display the list of all errors (such as those occurring in Customizing).

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This list contains the type of error message, the personnel number for which the error occurred, and
the description.

Display Absence Quota Information for Group of Employees

Transaction code PT_QTA10
Human Resources→Time Management→Administration→Information
Menu path System→Report Selection→Time Accounts→Display Absence Quota
Information

I. Execute the transaction code PT_QTA10.

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On the Display Absence Quota Information selection screen, make the following entries:

Period Section
Select one of the dates in period selections from the list.
Field Field Description R/C/O User Action and Values Comments
Name
Today Employee’s data as of today’s date O Select this default value as
Period selection
Current Employee’s data as of current O
Month month
Current Employee’s data as of current year O
Year
Up to Employee’s data starting from the O
Today hire date up to today’s date
From Employee’s data starting from O
Today today’s date up to any future
transaction date.
Other Employee’s data on a certain O
Period period or date range. January 30 of
the current year to January 30 of
the current year or February 01 of
the current year to February 28 of
the current year.
Payroll Alternative period selection based O • Select the appropriate
Period on Payroll Period date criteria period selection
button • For Payroll Period
selection, select
Payroll area and Pay
Period run that meet
business needs

Selection Section
Enter the following details:

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Field Name Description R/O/C User Action and Values Comments

Personnel Employee number or ID O • Click Multiple Selection
Number button.
• Click Select Ranges tab.
• Enter 31000000 on the
lower limit entry field,
and 31001000 on the
upper limit entry field
• Click the Copy button.
Employment Employee status as of active, O
Status in-active, retired, or
withdrawn
Personnel Organization entity O
Area represents an area within
enterprise structure
Personnel Organization entity O
Subarea represents part of Personnel
Area within enterprise
structure
Employee Employee group within O
Group personnel structure
Employee Employee sub-group within O
Subgroup personnel structure
Payroll Area Payroll accounting areas for O For UAE Provide AE
employees with same payroll
run time.
Further Provides list of employee O • Select the fields on
Selections master data criteria that can Selection Options area
button be included as part of by highlighting the
Selection Section in addition rows
to Personnel Number and • Click the Select or Right
Employment Status entry arrow button to move
fields the selected rows to
Selection Fields area
• Click the Enter button
to complete the
selection
• The additional selected
employee master data
criteria are displayed
on the Selection
section

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Field Name Description R/O/C User Action and Values Comments

• Provide the necessary
values that relevant to
the additional master
data field entries to
meet the expected data
output.

Quota Selection Section

Enter the following details:
Field Name Description R/O/C User Action Comments
and Values
Quota Type Absence Quota Type O
Time Unit Option to display quota based on O
time unit days or hours
Deduction Period Employee can deduct a time quota O Select default
period value
Key date for The point of time when the O Select default
deduction deduction status should be entered value
Key date for The point of time when the O Select default
entitlement entitlement status should be value
entered
Checkbox - If turn on, to trigger employee’s O
Projecting quota time accounting up to the key date.
status If turn off, to read absence quota
infotype (2006)

Display Section
Enter the following details:
Field Name Description R/O/ User Action Comment
C and Values s
Only EEs with Report output only employees with O
selected quotas selected absence quota records
button
All selected EEs Report output includes all employees O
button without selected absence quota
records
Only EEs with Report output further selection based O
entitlement button on employees whose total entitlement
is not equal to zero or is within the
specified interval are selected.

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Only EEs with Report output further selection based O
rem.ent. only on employees whose remaining
button entitlement is not equal to zero or is
within the interval period are selected.
Only EEs w/ Report output further selection based O
compensation on employees whose compensation is
button not equal to zero or is within the
specified interval are selected.
Only EEs w/qta used Report output further selection based O
only button on employees whose quota
consumption is not equal to zero or is
within the specified interval are
selected.

Data Format Section

Enter the following details:
Field Name Field Description R/O/C User Action and Values Comments
Layout Specific report output format

II. Click the execute button.

Result
The list contains the following data:
• Personnel number
• Name
• Quota
• Unit
• Entitlement (total entitlement)
• Quota used up to key date for deduction
• Quota compensated until key date for deduction
• Total quota remaining (= remainder on the key date for deduction minus the quota requested as
of the key date for deduction minus the quota compensated as of the key date for deduction).
• You can modify the list through online to suit your requirements.
• You can save the modified list as a layout and then call it up again by selecting the Layout field
in the selection screen.
• If there are transfer pools (for example, absence quota records that have not yet been transferred
to the Absence Quotas infotype (2006)) for the selected employees and quota types on the key
date for entitlement.
• you can choose the Transfer pools button to display a list showing the transfer pool for each
employee and quota type up to the key date for entitlement.

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Payroll
Introduction
Infotypes are the units of specific information stored in HR Master Data for an employee. In SAP, we
can maintain Standard and Custom Infotypes. IT0001- Organizational Assignment, 0002 – Personnel
data and 0008 – Basic Pay, etc. are considered standard Infotypes. The Custom Increment Program
will fetch the list of employees for whom the increment has to run in that particular month.
Once the list is displayed, it will be validated by the Payroll administrator and then the update Basic
Program will be executed to update the new basic.
Audience
• The intended audiences of this section are:
• HR & Payroll Administration core team members
• HR Admins
• Key/process users of PA

Creating /Changing Basic Pay (IT 0008)

Transaction code PA30
Human resources→Personnel Management→Administration→HR Master
Menu path
Data→PA30-Maintain

I. Execute the transaction code PA30, or navigate to the transaction path as shown on the screen
below.

The following screen will be displayed.

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II. Enter the following details.

• Personnel no.
• Infotype-0008(Basic Pay) or choose manually by click on the Payroll Data tab and then Basic
Pay info text.
III. Click on the Create/Change/Copy option as per the requirement

Field Name Field Description R/O/C User Action / Values Comments

Employee no for whom R Select personnel number of
Personnel No you want to enter the employee.
salary data
Enter Infotype 0008 (Basic Pay)
Infotype Infotype No R or select “Basic Pay” infotype
under “Gross/net Payroll” tab.

The following screen will be displayed.

IV. Enter the Reason. (Only Z2 is used for the entire CIL)
V. Enter the Next increase. (For executives it will be the 1st April of the next year of joining & for
non-executive it will be the date after the date of one year of joining)
VI. Enter Type (from the search list)
VII. Enter the Area
VIII. Enter Group

Note: Always choose the pay scale group by the previous selected executive group with 1000 WT
(wage Type as 1000 is the Wage Type for Basic Pay)
For example,

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If you select Executive group E2 then Group will be

IX. Click Enter.

Various wage types will appear automatically on the Wage Type table.
Note- Non-executives need to enter the 9050 Wage Type manually for calculating other
derived basic wage types.
X. Enter the Basic Pay amount (Choose between the Basic pay minimum and maximum amount).

XI. On the provided screen, PS type (Pay Scale Type), PS Area (Pay scale Area) will default as per
employee organizational assignments.

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Field Name Field Description R/O/C User Action / Values Comments

R Date from which salary
Start Start Date going to be entered will
be valid
Pay scale group with Pay Scale level will be
PS Group Pay scale Group R which employee belongs automatically
populated from Group
R Enter amount for Basic
Basic Salary Wage type
salary only in “Amount”
Amount Amount
column.
Enter amount for Overwrite amount if
HRA allowance Wage type
R Housing Allowance only fixed percentage of
Amount Amount
in “Amount” column. basic is not needed
Enter amount for DA Overwrite amount if
DA allowance Wage type
R allowance only in fixed percentage of
amount Amount
“Amount” column. basic is not needed

The following screen will be displayed.

XII. Click the save button.

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Creating /Changing Recurring Payments/Deductions (IT

0014)

Transaction code PA30

Human resources→Personnel Management→Administration→HR Master
Menu path
Data →Maintain

I. Execute the transaction code PA30, or navigate to the transaction path as shown on the screen
below.
II. The following screen will be displayed.

Field Name Field Description R/O/C User Action / Values Comments

Select PA30
Click on the execute button

R = Required, O = Optional, C = Conditional

III. Enter the following details:

• Personnel no.
• Infotype-0014 (Recurring Payments/Deductions)
• STy (Choose as per the requirement)

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Field Name Field Description R/O/C User Action / Values Comments

R Select the personnel number of the
Personnel No
employee
Select / enter Infotype 0014
Infotype R
(Recurring Payments/Deductions)
Select the subtype from the down
STy Subtype O
list

IV. Click on the Create/Change option as per the requirement

The following screen will be displayed.

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V. Click the search button against the Wage Type.

VI. The following dialogue box will be displayed.
VII. Select the required Wage Type from the dialogue box.
VIII. Click on the Continue/Enter button.

Field Name Field Description R/O/C User Action / Values Comments

Start date from which recurring
Start Start Date R payment/deduction will be
applicable.

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End Date up to which recurring
payment/deduction will be
applicable. if the exact end date is
To End Date R not known, enter ’31.12.9999’. Later
the record can be delimited
whenever the end date becomes
known.
Wage type Select the wage type from the list as
Wage Type R
number shown in the above screenshot.
Amount Amount R Amount of wage type
Similarly, deductions can also be
entered, an indicator for deductions
is that ‘A’ will be displayed in the
field next to the amount.
Click the save button.

The recurring payment/deductions wage type has been created. After the entry screen will look like
the below.

IX. Enter the following details:

• Start Date (for new creation)
• Amount
• Number (percentage number)
• Unit (per cent)
X. Click on the Save option.

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Creating Additional Payments (IT 0015)

Transaction code PA30
Human resources→Personnel Management→Administration→HR Master
Menu path
Data →PA30-Maintain

I. Execute the transaction code PA30, or navigate to the transaction path as shown on the screen
below.

Field Name Field Description R/O/C User Action / Values Comments

Select PA30
Click on the execute button
R = Required, O = Optional, C = Conditional

The following screen will appear:

II. Enter the following details.
• Personnel no.-Employee personnel number
• Infotype- Enter 0015 in the infotype or, go to the Payroll Data tab and then Additional
Payments info text.

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III. Click on the Create/ Copy button (As per the requirement).
Field Name Field Description R/O/C User Action / Values Comments
R Select the personnel number of the
Personnel no.
employee
Select / enter Infotype 0015
Infotype R
(Additional Payments)

The following screen will be displayed.

IV. Enter the following details:

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• Wage type (Choose from the Wage Type list as per the requirement)
For selecting wage type,
I. Click on the search option against the wage type.

Below-mentioned list will be displayed with all the additional payment and deduction wage types.
II. Select the required Wage Type Long Text.
III. Click on the Continue/Enter button.

• Amount or, Number/Unit (Enter as per the requirement)

• Date of origin

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IV. Click on the Save option. A comment will appear on the bottom of the screen that the Record
created.

Field Name Field Description R/O/C User Action / Values Comments

Click the copy button to get the list
of wage types as shown on the
Wage type Wage type Number R
above screen. Select the required
wage type
Amount of Wage The amount of wage type needs to
Amount R
type be entered.
Date of Additional payment
Date of “Additional deduction. The amount will be
Date R
Payment/Deduction” included in the payroll period in
which enter date will come.
Similarly, deductions can also be
entered, an indicator for
deductions is that ‘A’ will be
displayed in the field next to the
amount.
Click the save button.

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Creating Membership Details payments (IT 0057)

Transaction code PA30
Human resources→Personnel Management→Administration→HR Master
Menu path
Data →PA30-Maintain

I. Execute the transaction code PA30, or navigate to the transaction path as shown on the screen
below.
Field Name Field Description R/O/C User Action / Values Comments
Select PA30
Click the execute button

R = Required, O = Optional, C = Conditional

The following screen will be displayed.

II. Enter the following details:

• Personnel no.
• Infotype - Enter 0057 for Crete Membership details
• STy- Choose any number from the search list as per the requirement.

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Field Name Field Description R/O/C User Action / Values Comments

R Select the personnel number of the
employee
Select / enter Infotype 0057
R
(Additional Payments)

III. Click on the create button.

IV. The following screen will be displayed.

V. Enter the following details.
• Start Date
• End Date
• Member type - Choose from the search list as per the requirement
• Wage Type - Choose from the search list as per the requirement
• Membership fees
• Payee Key- Choose from the search list as per the requirement

VI. Click on the Save option.

VII. A comment will be appeared on the bottom left side of the screen “Record created”.

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Field Description R/O/C User Action / Values Comments

Click the copy button to get the list
of wage types as shown on the
Wage type Wage type Number R
above screen. Select the required
wage type
Amount of Wage The amount of wage type needs to
Amount R
type be entered.
Date of Additional payment
Date of
deduction. The amount will be
Date “Membership R
included in the payroll period in
type”
which enter date will come.
Click the save button.

Creating Leave Encashment (IT 0416 )

Transaction code PA30
Human resources→Personnel Management→Administration→HR Master
Menu path
Data →PA30-Maintain

I. Execute transaction code PA30.

Field Name Field Description R/O/C User Action / Values Comments
Select PA30
Click on the execute button.
Input 0416 in Infotype and select EL
Leave encashment STy
R = Required, O = Optional, C = Conditional

The following screen will be displayed.

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II. Enter the following details:

• Personnel no.
• Infotype- Enter the infotype 0416.
• STy- Choose from the search option as per the requirement.

ESG PSGpg Comp. Description Required for

meth.
2 40 1000 Leave Encashment Active Employee (Executive & Non-
executive both)
2 40 1001 HPL Encashment After Superannuation (Executive)
2 40 1002 Leave After Superannuation (Executive &
Encashment_superann Non-executive both)

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III. Click on the create/copy option. The following screen will be displayed
IV. Enter the Start date
V. Enter the No. to compensate
Note- The EL encashment quota is determined by the below calculation rule:
• 75% of the total available EL or, 60 Els to be encashed, whichever value is lower.
The lower part displays the number of Absence Quotas available. The Leave encashment should
be within the entitlement else the system will show an error.
VI. Click on the Save option.

Field Name Field Description R/O/C User Action / Values Comments

Start date Start Date R The date has to be entered
No of EL to be
No to compensate R
encashed
Click the save button.

Creating Employee Remuneration Info payments (IT 2010)

Transaction code PA30
Human resources→Personnel Management→Administration→HR
Menu path
Master Data →PA30-Maintain

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I. Execute the transaction code PA30.

Field Name Field Description R/O/C User Action / Values Comments

Select PA30
Click the execute button.
Input 2010 in Infotype and select OT
Code 1
R = Required, O = Optional, C = Conditional

II. The following screen will be displayed.

III. Enter the following details:
• Personnel no.
• Infotype - Enter the infotype 2010 for Employee Remuneration Info
• STy- Choose from the search list as per the requirement.
IV. Click on the Create/ Copy option as per the requirement:

Field Name Field Description R/O/C User Action / Values Comments

R Select the personnel number of
the employee
Select / enter Infotype 2010
R
(Employee Remuneration Info)

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Choose the Sty as per the
R
requirement
Click on the create/copy option as
R
per the requirement

The below-referred screen will be displayed

V. Enter the following details:
• Date
• Wage type- Choose from the search list as per the requirement.
• Number/unit
VI. Click on the save option.

Field Name Field Description R/O/C User Action / Values Comments

Click the copy button to get the list of
Wage type wage types as shown in the Wage
Wage type R
Number Types for the infotype screen. Select
the required wage type
Number/Un No. of hours of The amount of wage type needs to be
R
it OT calculated as per the number of hours.
Date of A single Date of entry exists. The
“Employee amount will be calculated and included
Date R
Remuneration in the payroll period in which enter
type” date will come.
Click the save button.

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The below comment will have appeared on the bottom left side of the screen:

Fast Entry
Fast-entry enables the maintenance of some infotypes in bulk. There can be two scenarios, either
maintenance of multiple infotypes for one or more employees or one wage type for multiple
employees. This transaction is used for specific infotypes only.
Transaction code PA70
Human resources→Personnel Management→Administration→
Menu Path
HR Master Data→Fast Entry
I. Execute the transaction code PA70 or, navigate to the transaction path as shown on the screen
below.

The following screen will be displayed.

II. Enter the following details:
• Period From
• Period To
• Direct selection Infotype- Enter the infotype from the search list as per the requirement.
• Direct selection STy- Enter the subtype from the search list as per the requirement.
III. Click on the Create button.

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Field Name Field Description R/O/C User Action / Values Comments

Period Enter the Period for which the
R
record has to be created.
Infotype Select/enter the infotype number
R and wage type if only one wage
type has to be maintained
Select/enter the infotype number
STy and wage type if only one wage
type has to be maintained
Furthermore, you are also given an
option to save the record on the
screen or create a batch input
session which can be run
immediately or scheduled.
Click create button to change
existing records.

The following screen will be displayed.

• Personnel Number- Enter the personnel number one by one as per the requirement.
• Wage type – Choose from the search option
• Amount/ Number unit -Enter anyone field as per the requirement.

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IV. Click on the Save option.

Note- Maximum of 17 to 20 records can be created at a time.
Field
Field Name R/O/C User Action / Values Comments
Description
Personnel Enter the personnel number in the first
Number R column, corresponding names will
appear automatically
Wage Type Wage type number (if not entered in the
R
initial screen) in the second column
Amount R In the next column, enter the amount.
Currency Currency is shown in the fourth column.
The fifth and sixth columns are irrelevant
for NOMAC UAE
Start Date in the seventh and End Date
in the eighth columns
After entering the data, Save your
entries by clicking the save button to
save the data
You can also copy from other
applications, such as MS Excel, and paste
the data onto these columns.

Payroll Control Record

The Payroll Control record is the object that is important for the payroll run, and which contains all
the information on a payroll area.

Transaction code PA03

Menu path Human Resources→Payroll→Asia/Pacific→India→Tools→Control record

I. Execute the transaction code PA03.

II. Enter the Payroll area.

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Note: Select Payroll Area as per the location.
III. Click the change button.

IV. Choose any one option from the Payroll status

V. Enter Payroll date
VI. Click on the save option.
Note: Green tick indicates the current result of the Control Record.

Payroll Simulation
You can simulate payroll for individual employees before performing the regular payroll run, for all
the employees in your enterprise.
Transaction code PC00_M40_CALC_SIMU
Menu Path Human Resources→Payroll→Asia/Pacific→India→Payroll
Accounting→Simulation

I. Execute the transaction code PC00_M40_CALC_SIMU. The following screen will appear.
II. Enter the Payroll area.
III. Choose Current Period/ Other Period as per the requirement.

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Note- If chose another period then have to choose a period date after 12.2020
IV. Enter Personnel Number
V. Payroll Area
VI. Schema- Enter ZN00
VII. Click on the Test run (no update) checkbox.
Note: Clear the test run (no update) checkbox in the simulation run.
VIII. Click on the Display variant remun.statem radio button.
IX. Click on the execute button.

The following output (Sap standard payslip) will be displayed.

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Payroll Release
Transaction code PC00_M99_PA03_RELEA
Menu path Human Resources→Payroll→Asia/Pacific→India→Payroll
Accounting→Release payroll

I. Execute the transaction code PC00_M99_PA03_RELEA. The following screen will be displayed.

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II. Specify the payroll area for which you want to release payroll.
III. Click on the Yes option.

Result: You can run payroll for this payroll area. The system has increased the period number in the
payroll control record for the payroll area by 1.

Running Payroll
Transaction code PC00_M40_CALC
Menu path Human Resources→Payroll→Asia/Pacific→India→Payroll
Accounting→Start payroll
I. Execute the transaction code PC00_M40_CALC. The following screen will be displayed.

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II. Enter the Payroll area.
III. Choose Current Period/ Other Period as per the requirement.
Note- If chose another period then have to choose a period date after 12.2020
IV. Enter Personnel Number
V. Payroll Area
VI. Schema- Enter ZN00
VII. Click on the Test run (no update) checkbox.
Note: Clear the Test run (no update) checkbox, otherwise the system will not save the payroll
results.
VIII. Click on the Display variant remun.statem radio button.
IX. Click the execute button.

Result: The system performs payroll (usually in the background). If errors occur, you will get a list with
the relevant error messages after payroll.
Use the error messages to check whether personnel numbers have been rejected or not selected.
The following output will be displayed.

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Release for Corrections Payroll

Transaction code PC00_M99_PA03_CORR
Menu path Human Resources→Payroll→Asia/Pacific→India→Payroll
Accounting→Release for Corrections payroll

I. Execute the transaction code PC00_M99_PA03_CORR. The following screen will be displayed.
II. Enter the Payroll Area.
III. Click on the continue button.

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The below-referred page will appear:

IV. Click on the Yes.

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Exiting Payroll
Transaction code PC00_M40_CALC
Menu path Human Resources→Payroll→Asia/Pacific→India→Payroll
Accounting→Start payroll

I. Execute the transaction code PC00_M99_PA03_END.

The following screen will be displayed.
II. Click on the Yes.

Simulating a Posting Run

Transaction code PC00_M99_CIPE
Menu path Human Resources→Payroll→Asia/Pacific →India→Subsequent
Activities→Per payroll period→Evaluation→Posting to Accounting
→Execute run

I. Execute transaction code PC00_M99_CIPE.

Or,
Navigate to the transaction path as shown on the screen below.

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The following screen will appear.

II. Select the Period from the dropdown list.
III. Enter the Payroll Area
IV. Enter the Period
V. Enter Personnel Number
VI. Enter Payroll Area again
VII. Enter the Type of document creation as per the requirement.
• T-Test run; no documents are created
• S - Creation of simulation documents
• P - Live posting run
VIII. Choose to specify the posting date as per the requirement.
• Acc. To Period Definition radio button
• Acc. To Payment Date radio button
• Manually radio button
Note- For the Manually option, need to fill in the date.
IX. Enter Document Date.
X. Enter the Posting Variant- ZCIL
XI. Click the execute button.

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The Evaluation of Posting Item page will appear.

XII. Result - Document creation - No Errors.
Note: The document is correct, incorrect can be displayed here.

Note- If No errors are reflected in the Doc. Creation then we can go for payroll posting.

Payroll Result Posting to FI

Transaction code PCP0
Menu path Human Resources→Payroll→Asia/Pacific→India→Subsequent
Activities→Per payroll period→Evaluation→Posting to Accounting→Edit run

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I. Execute the T-code PCP0

Or,
II. Navigate to the transaction path as shown on the screen below.

The following Screen will be displayed.

III. Click on the recently created checkbox.

IV. Click on the Display Settlement Documents button.
V. Click again on the checkbox against the required document.
VI. Click on the Release document button.

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A release document/s window will be displayed

VII. Click Yes.

You can see the status is released.

VIII. Choose .
IX. Click the Post documents button.

A post document dialogue box will be opened

X. Click Immediately.

Then the Payroll result document posted to FI will be completed.

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Note: Please keep in mind that only documents created after Live posting run should be posted to
FI.

If need to reverse the posting for any posted document,

III. Click on the required posted document’s checkbox.

IV. Click on the Edit option from the Menu Bar

V. Choose the Reversal option from the Edit list

VI. Choose the Reverse documents option

A window will be displayed for the Reverse documents

VII. Click on the Yes option

VIII. Then the Payroll result document reverse will be completed.

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Creating Loan Details (IT 0045)

Transaction code PA30
Human resources→Personnel Management→Administration→HR Master
Menu path
Data →PA30-Maintain

I. Execute the transaction code PA30, or navigate to the transaction path as shown on the screen
below.
Field Name Field Description R/O/C User Action / Values Comments
Select PA30
Click the execute button

R = Required, O = Optional, C = Conditional

The following screen will be displayed.

II. Enter the following details:

• Personnel no.
• Infotype - Enter 0045 for Crete Membership details.
• STy- Choose any number from the search list as per the requirement.

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Field Name Field Description R/O/C User Action / Values Comments

R Select the personnel number of the
employee
Select / enter Infotype 0045
R
(Additional Payments)

III. Click on the create button.

The following screen will be displayed.

IV. Enter the following details.
• Start Date
• End Date
• Loan type - Choose from the search list as per the requirement
• BASIC DATA
• Approval Date
• Loan amount granted

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Field Name Field Description R/O/C User Action / Values Comments

R Define the approval date
R Define the Loan amount granted
V. Now go to the CONDITION.
The following screen will appear.

VI. There is Loan conditions have to be select for the monthly interest rate.
VII. You can also define individual interest rate in Indiv. Interest rate column.
• Loan Conditions
• Indiv. Interest rate
• Repayment start
• Repayment Installment
VIII. Click PAYMENT option. The following screen will appear.

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IX. In payments option, add the date payment type from list and the amount.
X. Click on the Save option. A comment will be appeared on the bottom left side of the screen
“Record created”.

Quarterly Bonus in Regular Payroll

I. Maintain IT 0014 wage type 2040 (Attendance Bonus Qtrly).
II. Click Create icon.

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III. Enter Start date.

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IV. Click the Test run checkbox.

Here, attendance bonus is not in the payslip for the month of April.

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V. Run payroll for the month of May.

Attendance bonus is not in the payslip for the month of May.

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VI. Run payroll for the month of June.

VII. Attendance bonus is in the payslip for the month of June.

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VIII. LSMW to upload the data.

Off Cycle Process

As an addition to regular payroll , which carries out payroll at fixed regular intervals, this function
enables you to carry out specific off-cycle payroll activities for individual employees or bulk of
employees on any day. To run the offcycle payroll, maintain infotype 267(Additional Off-Cycle
Payments) in PA30.

I. Enter a particular date on which you want to run the offcycle payroll for the employee and
under which subtype you want to enter a data.

II. Select the sub infotype 8067 (Travel Allowed-Tour/Transf).

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III. Clicked the Create button.

Note: Below is list the of sub infotype for Medical reimbursement, Bonus ,Laptop Reimbursement
etc.

7020- Medical Reimb(NonTax) Exe

2020- Medical Reimb(NonTax) NEx
2100- Medical Allowance Tax-Nex
2040- Attendance Bonus Qtrly
2041- Attendance Bon Qtrly Adj
2700- OT Deferred Payment
2090- Ex-Gratia
8031- DA on Training-Trv
8032- DA on Tour/Transfer-Trv
8033- DA on Sports Ground-Trv
8036- DA on Foerign Tour-Trv
8060- Settling in Allowance Trv
8066- Travel Allowance-Training
8067- Travel Allow-Tour/Transf
8068- Travel Allowance-Medical
8069- Travel Allowance-Sports
8070- Trans.Motcar/Cyc/Sctr/Mpd
8071- Travel Allowance_Foreign
8077- Travel Advance
8080- Reim of Trans on Pers Ef
8085- Transfer Grant Exp
8095- Transport of Luggage
8710- Travel Allowance(Non-Tax)

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IV. Enter the amount and off-cycle Reason field.

Here, I have Selected the Travel Payments Reason.

V. Click the save button.

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Note: Below is list the of off cycle reason.

0002- Bonus
0003- Reimbursement
0009- Travel Payments

VI. Run the off-cycle payroll for the employee.

VII. Before running off cycle payroll, run the simulation using PC00_M40_CALC_SIMU this T-code
and after simulation make the control record to Exit mode.

VIII. Run the live off cycle payroll by using PC00_M40_CALC in this T-code.
IX. Enter the field same as regular payroll, the extra field you need maintain is Payroll Reason that
which payment you want to give, here I have given 0009 that is Travel Payments.
X. Enter Off Cycle Payroll - in this field put A that is Bonus payment & the date on which you want
to run the payroll, this date should be same with the date we had maintained in the infotype.
267.
XI. Click the execute icon.

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XII. To run the Live run just untick the check box of the test run.
XIII. Click on execute button.

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You can see the payslip of employee.

Finance Posting
Once the off cycle is processed next step is posting the document to finance. For posting the steps are
as follows:

I. Run the Simulation payroll Posting using the T-code PC00_M99_CIPE. Enter the below input data
and click on the Execute button.
Note: You can enter the text for easy identification.

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The following screen will appear.

If there is no error in doc creation proceed further.

II. Click Document Overview button. The below screen will appear.

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III. Double click the row, following screen will appear. Here if any error is coming then you can apply
the filter On column M and check the error for that employee and then again run the simulation
posting.

IV. Download the document in following manner and send it to Finance for checking.

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V. Finance team will verify GLs and confirm for live payroll posting. Once checked and verified again
T-code PC00_M99_CIPE and here enters the type of Document Creation: P (Live posting run) as
shown below. Live posting can be done when Payroll control record is in Exit payroll Mode.

VI. Click on Document Overview button. Once clicked following screen will appear. Release this
document by selecting document and release document button as highlighted.

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VII. Once Released, click on posting run overview by returning to previous screen as shown below.

VIII. Once clicked following screen will appear. Select the row required and post the document by
clicking on post document button as highlighted.

Here the Off Cycle Payroll Posting Process is completed.

Once the live Off cycle payroll posting is done then you can move the payroll control record for next
month.

Terminal Benefits for Retired Employees

After employee’s retirement, if business users wish to process terminal benefits like gratuity payment,
leave encashment and any other payments and deductions, they can process using Off cycle work
bench user interface using the T-code-PUOC_40.

In this user manual, the below contents will be covered with detailed explanation.
• Identify the retired employee
• Checklist with list of info types to be checked, delimited, and maintained
• Delimitation of employee’s payment and deduction data

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• Prerequires for processing payroll for retired employee

Identify the Retired Employee

In the Actions (IT0000) infotype, please check whether employee is retired or not in SAP system.

I. Enter T-code-PA20 in the command bar.

II. Input employee’s personnel number and choose Actions or manually input 0.
III. Click on ‘Overview’ icon.
IV. Check the latest record.

As per above snapshot, Action type is ’Retirement’ and Employment status is ‘withdrawn’. Hence
employee is retired.
In this case, employee’s retirement date is 31.01.2022

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Note: Business users can get retired employees data using the below ad hoc query reports
S_PH0_48000513 - Ad Hoc Query
S_PH0_48000510 - Ad Hoc Query

Checklist with List of Info Types to be Checked, Delimited and Maintained

Infotype Points to be considered
If the employee’s payroll area is 99 then change payroll area from
Organizational Assignment
99 to respective payroll area as per employee's previous record in
(IT0001) infotype
this infotype
Recurring Payments and All records having the end date of 31.12.9999 should be delimited
Deductions (IT0014) infotype to Employee's Superannuation date in this infotype
Other Statutory Deductions Professional Tax flag (Subtype-0003) should be delimited to
(IT0588) infotype Employee's Superannuation date in this infotype
Membership Fees (IT0057) All records having the end date of 31.12.9999 should be delimited
infotype to Employee's Superannuation date in this infotype
Date Specifications (IT0041) Date of Joining in Service (Subtype-06) and Superannuation Date
infotype (Subtype-06) needs to be maintained in this infotype

Organizational Assignment (IT0001) infotype

I. Enter T-code-PA30 in the command bar.
II. Input employee’s personnel number and type info type 0001.
III. Click on ‘Overview’ icon.
IV. Select the latest record which is having the end date of 31.12.9999.
V. Change payroll area from 99 to respective payroll area as per employee's previous record in
this infotype.

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Employee’s payroll area is changed from 99 to 30 in this infotype

Recurring Payments and Deductions (IT0014) Infotype

I. Enter T-code-PA30 in the command bar
II. Input employee’s personnel number and type info type 0014
III. Click on ‘Overview’ icon
IV. Please select each record which is having the end date of 31.12.9999 and then delimit the end
date to Employee's Superannuation date

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As per above snapshot, all the data records are delimited to employee’s superannuation date which
is 31.01.2022

Membership Fees (IT0057) Infotype

I. Enter T-code-PA30 in the command bar
II. Input employee’s personnel number and type info type 0057
III. Click on ‘Overview’ icon
IV. Please select each record which is having the end date of 31.12.9999 and then delimit the end
date to Employee's Superannuation date

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As per above snapshot, all the data records are delimited to employee’s superannuation date which
is 31.01.2022

Absence Quota (IT2006) Infotype

I. Enter T-code-PA30 in the command bar
II. Input employee’s personnel number and type info type 2006
III. Click on ‘Overview’ icon
IV. Please select each record which is having the end date of 31.12.9999 and then delimit the end
date to Employee's Superannuation date except EL and HPL

As per above snapshot, all the data records are delimited to employee’s superannuation date
which is 31.01.2022

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Other Statutory Deductions (IT0588) Infotype

I. Enter T-code-PA30 in the command bar
II. Input employee’s personnel number and type infotype I0588
III. Click on ‘Overview’ icon
IV. Please select subtype-0003(Professional tax) and then delimit the end date to employee’s
Superannuation date.

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Mandatory Infotypes for Processing Off Cycle Workbench

Date Specifications (IT0041) Infotype
I. Enter T-code-PA30 in the command bar
II. Input employee’s personnel number and infotype 0041
III. Click on ‘Overview’ icon
IV. Check weather Superannuation date (N0) and Date of joining in service (06) maintained or not. In
case where this data is not maintained, maintain the data in this infotype-0041

Payroll Status (IT0003) Infotype

As we need to process employee’s terminal benefits after February regular payroll, ‘Run payroll up
to’ date and ‘Do not account after’ date in this infotype should be set to the end date of the February
payroll period.
Note: Payroll control record should be in exit payroll status. Payroll control record status can be
viewed using T-code-PA03

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Maintain the Data for Terminal Benefits

Payment of Gratuity
I. Enter T-code-PA30 in the command bar.
II. Input Employee’s personnel number, infotype 0015 and subtype-2050.
III. Click on create icon.
IV. Input 1 for number/unit.
V. Save the record.

Leave encashment
I. Enter T-code-PA30 in the command bar.
II. Input Employee’s personnel number, infotype 0416 and subtype-1002.
III. Click on create icon.
IV. Input number of leaves to be encashed.
V. Save the record.

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Guidelines for Pre-payroll Process for Terminal Benefits

If 'Accounted To' date in Payroll status (IT0003) infotype is not falling within the dates of current
payroll period of the payroll area as per payroll control record (Current payroll period status can be
viewed using T-code-PA03 by inputting payroll area)

For example, current payroll period is 01.02.2022 to 28.02.2022 and 'Accounted To' date is 31.07.2021
then run payroll using T-code-PUOC_40 until you reach February payroll period then process payroll
for getting terminal benefits by choosing reason 'Regular on demand'. Check the remuneration
statement and save payroll result for finalization

If 'Accounted To' date in Payroll status (IT0003) infotype is falling within the dates of current payroll
period, it means you are just one payroll period away from your current payroll period.
For example, current payroll period is 01.02.2022 to 28.02.2022 and 'Accounted To' date is 31.01.2022
then run payroll using T-code-PUOC_40, then process Payroll for getting terminal benefits using T-
code-PUOC_40 by choosing reason 'Regular on demand'. Check the remuneration statement and save
payroll result for finalization

Note: In case of any additional help required, kindly contact your respective area SAP HCM consultant

Off-Cycle Workbench
I. Use T-code-PUOC_40.
II. Input employee number.
III. Reason-Regular ‘On Demand’.
IV. Click on ‘Start payroll’ as shown in the below snapshot.

V. Click on Rem. Statement.

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VI. Check and SAVE for final.

VII. Perform payroll posting using T-code- PC00_M99_CIPE by choosing employee numbers in the
selection screen.

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Note: Gratuity payment statement can be viewed using the T-code- ZHCM_GRATUITY_PRINT by
choosing employee number and payroll area as shown in the below snapshot.

Upon execution(F8), Gratuity statement will be downloaded in PDF format.

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Different Types of Reports and Their Transaction Code

Different Types of Reports and Transaction Code
T-Code: PC00_M99_CWTR
This t-code is used for wage type report of regular salary and also off-cycle payment.
INPUT:

OUTPUT:

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T-CODE: PC00_M40_F24Q
This T-code is use for Quarterly income tax submission.
INPUT:

OUTPUT:

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The following output will be generated.

T-CODE: PC00_M40_F16
This t-code is use for form 16 for ITR (income tax return)

INPUT:

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OUTPUT:

After clicking the print form, the following output will show.

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T-CODE: ZHCM_MEMBERSHIP
This t-code is use for different types of membership deduction through regular salary and off-cycle
payment.

INPUT:

Tick the P_OFF Box for off-cycle deduction membership.

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OUTPUT:

T-CODE: ZHCM_VV
This T-code is use for Yearly VV (yearly pf, yearly pension)

T_CODE: ZHCM_PF_REPORT
This t-code is use for form HH.

T-CODE: PC00_M40_ANN
This t-code is use for annual regular salary and irregular salary processed data

T-CODE: ZHCM_SALREG
This t-code is use for salary register (head-wise regular salary data)

INPUT:

Choose the option as per your requirement.

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OUTPUT:

T-CODE: ZHCM_NPSCPRMSE
This t-code is use for NPS/CPRMSE data of employees

INPUT:

OUTPUT:

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E-Separation
Introduction
SAP E-Separation is an SAP HCM Application that automates the Employee’s resignation processes.
A tool to fasten the Separation process of an Employee and to reduce the Administrative overhead.
E-Separation is a one-stop shop for all Separation related activities in an Organization.

Use this Business Process Procedure for all Separation related activities in an Organization.
The E-Separation solution allows automating the various processes involved when an employee
leaves or resigns from the organization. It provides the automation of the various processes such as:
• Initiation
• Exit Interview
• Checklist Clearing / Due Clearance
• Approvals

The E-Separation solution allows automating the various processes involved when an employee
leaves or resigns from the organization. It provides the automation of the various processes such as:

Initiation
This component is used to initiate the separation process for the employee.
The employee, the manager, or the human resource (HR) contact person can initiate a separation
request.

Initiation by Employee/HR/Manager

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The employee initiates the procedure through the portal by entering in information such as Action
Type, Reason for Action, Detailed Reason, preferred relieving date, personal E-mail etc.

Employee would be the owner for Voluntary reasons such as Higher Education, Better Career
Prospects, and Personal reason and so on. The system facilitates the mapping between Action Type,
Separation Reason and Detailed Reason, which allows the employee to choose the details that
correspond to the relevant reason.

Initiation Screen:

Exit Interview
This component describes the exit interview.
The system decides whether exit interview and survey are applicable to an employee or not and
accordingly triggers the process. System intimates the employee to fill and submit the exit interview
form. CIL custom Exit-Interview form is used in this stage.

Exit Interview Form:

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Due Clearance
This component describes checklist clearance or the dues clearance process. The system, manager
and HR create the tasks for checklist clearing departments and the agents belonging to the
department and to individuals. Based on configuration, the system checks for the time to trigger dues
clearance for an employee and automatically triggers checklist clearance on that date.
Once the system triggers the dues clearance process, the system sends an intimation mail to Due
Clearing agent.

Due-Clearance Screen:

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Approvals
This component describes approval stage the final stage of E-Separation as per CIL.
The application supports the configuration of multiple approvers only for the role of reporting
manager. In case of configuration of multilevel approvers, the system sends an intimation for approval
to all other approvers (project manager, HR and so on), after the reporting manager takes an action.

Approval Screen:

Convey Letter
System will trigger mail to Location HR Person for initiating Convey Letter post competition of all
approvals. Location HR Person will take print out of the Convey Letter and take signature from the
GM as per CIL policy.

Convey Letter:

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Employee E-Separation Process

I. Employee raises E-Separation Request from Portal.
Menu path to E-Separation Request:
http://sapepd.coalindia.in:50000/irj/portal (subjected to change)
II. Navigate to “Work & Events” section under “My Services” Lane.

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III. Click E-Separation Request link.

Initial E-Separation overview screen:

Trigger Phase - Initiation Phase

IV. Click on the Create button to create New E-Separation request.

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Complete the separation details required on the screen and submit request with the ‘Save and Exit’
button on the application toolbar.

Employee can also write in details of E-Separation request, if required in the notepad by clicking on
‘Note button’ and add attachment by clicking on “Attachment” if required.

Once submitted and refreshed and system provides unique Separation request number and displays
request in the overview window.

System will send the Separation request initiation mail notification to employee. Mail notification will
be as show here, Check SOST transaction for mail notification.

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Trigger Next Phase - Approval Phase

Process requires to run trigger program to process e-separation request from‚ ‘Initiated‘ to ‘in-
process‘ phase. This process will be set as background job in Production environment.

Human Resources->Payroll->Asia->India->Utilities->E-Separation Solution ->

Menu Path
HINU_ESEP_TP - E-Separation: Trigger Processes
Transaction Code SE38

Program Name HINUEATP

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After execution, following screen will appear:

With the Approval process, trigger system will send mail to first approver informing separation
approval required. Mail intimation would be as follows:
Check SOST for mail

Employee will receive email notification along with the ‘EXIT INTERVIEW‘ form in Adobe interactive
form as shown below. Employee can download Exit interview PDF form from the mail. Employee will
open interactive PDF file, provide inputs, and send back to HR Person .

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Approval Mail:

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Exit Interview Mail:

Due-Clearance Mail:
Execute above T-Code# in order to trigger Due-Clearance mail.

Transaction Code ZRGTHR_ESEP_NMAIL

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Due Clearance Mail:

Exit Interview Process

Employee will receive a mail notification with an Employee Exit Interview form attached. Employees
have to fill the interactive form and submit to Location HR.

Due-Clearance Stage
Once clicked below screen appears with the entire task pending for approval.

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Choose the Line Item “Clear the Due/Complete the Task” for Due-Clearance Approval.

Click on “Edit” in order to approve the Task.

Provide inputs, write in detail Remarks if any, and click on the ‘Save and exit’ button to approve
request.

Similarly, all Due-Clearance task needs to be approved by Location HR based on the feedback
received from respective departments.

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Refresh screen to clear the approved Line Items from approver inbox.

Approval Stage
All approvers will receive email notification when earlier approver (in the sequence of approvers)
approves the request.

Location HR Approval:
Only after competition of Due-Clearance approval and Exit Interview, Location HR will approve the
request, after which request will move to next level of approvers with mail notification to respective
approver.

Navigate to Work Events under “My Services“ lane and Click on E-Separation Approvals

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Choose the request in the Separation request approval window. Edit the request.

Choose approve option, write in detail Remarks if any and click on the ‘Save and exit’ button to
approve request.
Refresh screen to clear the approver inbox.

Once approved mail will trigger to next level approver.

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Level 02 – Manager Approvals

Navigate to “Approval” section as shown below.

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Once approved again mail will trigger to next level approver.

Similarly, all the Levels will provide approvals as above process.

During any point of time, Employee will always be able to track the separation request from their separation service on
the ESS.

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Trigger Next Phase - Separation Phase:

Process requires triggering program to process e-separation request separation stage. Separation action can also be
executed for future date, but before that, it should be ensured that clearance of all respective departments are met and
approved accordingly.
HR Admin Manually will run this action.

1.1 Separation Action:

Transaction Code PA40

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Select the Action Type from Dropdown & Reason for Action accordingly & Execute.

Convey Letter:
Post competition of all the stages mail will trigger to Location HR Person for execution of Convey Letter.

Run T-Code ZRGTHR_ESEP_NMAIL

(Will be set as background job in Production environment)

Check SOST for mail. : Show a true copy of mail of outlook if possible

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Once the Separation Action is executed, then Location HR person will initiate Convey Letter via T-
Code: ZHCM_ESEP_CONVEYLTR

Execute the T-Code with relevant inputs as required

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Further Location HR person needs to take print of this letter and take signature of the authority
person GEN Manager E DEPT, CIL (HQ).

This will be completing E-Separation process of the employee.

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Reports & Tables:

Program HINUEATP E-Separation Requests - Display

Table T77WWW_TEAAD Standard SAP Table which is used to store

Administrative Data.
Details of E-Separation request can be seen here.
T77WWW_TEAAP Standard SAP Table which is used to store Approval
Data.
Display status details of approval flow i.e. if the request is
“In Progress” or “Approved” or “Initial” etc.
Table/View ZHR_DTRMN_APPR Custom table with maintenance view to maintain
location HR Person.
T-Code ZHCM_ESEP_CONVEYLTR T-Code to generate custom Convey Letter.

ZRGTHR_ESEP_NMAIL T-Code to generate notification mails for different

stages of E-Separation application as and when
required.
PA40 T-Code to execute the employee separation from SAP

Report HINUEADI Report to update the infotypes involved in E-

Separation for India. Report is triggered to initiate
approval process.

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Family Details Data Entry

For entering the FAMILY DETAILS of an employee the infotype 0021(Family Member Details) is need
to be maintain in SAP.
I. Double-click on SAP logon.

You will get a mini screen which contains server names.

II. Select production server as shown in the screen below.
III. Double-click the production server.

IV. Enter User ID.

V. Enter Password.
VI. Press the enter button.

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You can find the below steps for adding the Family details.
VII. Login to SAP ECP Server by entering the User Id and Password.
The SAP Essay Access screen will be displayed as shown in the screen below.

VIII. Enter transaction code PA30.

IX. Click the continue/enter button.

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The following screen will be displayed.

X. Enter the Personnel no.

XI. Click the continue/enter button.

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XII. Enter Infotype.
XIII. Click the continue/enter button.

XIV. Click the copy button.

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The Subtypes for infotype “Family Member Details” dialogue box will be displayed.

XV. Select the required family member’s information.

XVI. Click the continue/enter button.

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The following screen will be displayed.
I. Click the create button.

The following screen will be displayed.

II. Enter the mandatory information.

Note: While entering all the detail, if someone have 2 or more Daughter/Son, then you can
specify the Number as 1ST, 2nd as shown in the screen below.

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III. Click the save button.

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The following message will be generated at the left bottom of the screen.

Note: By following these steps, you can specify the information of other family members.

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IV. Click the overview button.

The following screen will be displayed.

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V. Click the display button .

VI. Click the edit button

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Other subtypes-for updating the IT0021.

SAP Log on CAT2

↓ ↓

Double Click on ECQ Server Data Entry Profile = CIL_M

↓ ↓

User Id & Password Click on enter

↓ ↓

Click on enter Settings

↓ ↓

ZHCM_ATTENDANCE Persons

↓ ↓
Organizational Unit (First
Non-Biometric Select the radio button and
then )
↓ ↓

Execute then Dept. Id = eg.10000951

↓ ↓

Today Green tick

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↓ ↓

Organizational Unit Select All

↓ ↓

Execute Click on Pencil

↓ ↓

Select All Select All

↓ ↓

Execute Release View

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Training Management
SAP Learning Solution opens new learning possibilities for learners, trainers, companies, and
educational institutions. It improves the efficiency & effectiveness of the Learning Management
Environment using proven and innovative process and technology

Purpose
Use this Business Process Procedure for learning solution.
The Learning Solution component has a wide range of powerful functions to enable you to plan and
manage all kinds of Courses (Training Programs) simply and efficiently.
Its flexible reporting and appraisal functions provide you with important decision support feedback
to ensure that the courses you offer are both high quality and effective. Learning solution is an
integral part of SAP HR and has interfaces to all the relevant SAP application components, making it
a basis for extending and updating your employees' skills and knowledge. It can create a framework
for developing and maintaining employee competence throughout the organization.

Training Management
Training Management supports both Web-based learning methods and classroom learning by
providing access to the virtual learning environment in the Learning Portal. Training Management is
an integral part of the SAP Learning Solution
The system helps the training administrator to plan and design the course catalog. There is a direct
link from the catalog structure to the content stored in the Content Management system. All
learning content is stored and administered in the Content Management System (CMS).
Training administrator tasks range from course planning and organization through course appraisal.
For example:
• Admin can create and maintain the course catalog that is available to the learner in the
Learning Portal.
• Admin can create a classroom course, a WBT (Web Based Training), or a curriculum in the
course catalog.
• Admin can enter the date, place, and room for classroom training.
• Admin can link a Web-based course to the content stored in the Content Management
System.
• Admin can assign a course the qualifications that are prerequisites for participation and
the qualifications it imparts. A check is carried out for these qualifications in the learning
portal when a learner registers for or completes a course.
• Admin can assign the respective target group to the course.
• Admin can assign a collaboration room to the course to enable wide-ranging Web
communication.

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• Admin can perform follow-up activities for a course and handle the associated
correspondence.

Applicable Business Roles

This Business Process Procedure is applicable to the following business roles:

• LSO administrator will be responsible for master data maintenance
• Training administrator will be responsible for creating courses, course assignment to
participants.
• Learner will be responsible for booking of courses, nomination for courses which require
approvals and will attend courses

Prerequisites

• LSO specific Master Data should be present in the system before system execution.

Target Audience

• Key/process users of Learning Solutions

Procedures

Tips and Tricks

▪ Use CHECK mark or press ENTER key to refresh screen.

▪ Save [Ctrl +S] : allow you to save the data added or changes.

▪ Back [F3] : allow you to go back to the previous screen.

▪ Cancel [Shift + F2] : allow you to cancel the current action being performed.

▪ Exit [Shift + F3] : allow you to return to the main menu

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Parameter Setting

I. T-code SU3.
II. The parameter MOL and UGR must be 40 for the INDIA CIL Users for them to be able to use
INDIA functionality.
III. Molga and User group are two different concepts. MOL defines you default country, for
example when you access a table Molga depending (see table v_t512t). UGR defines you
default User group, for example when you define the Action menu (see table V_588B_M)

SAP Learning Solutions

Training Management provides you with an extensive range of powerful functions for every stage of course
management; preparation, planning, and execution.

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A. Course Preparation
• Create all of the necessary master data (such as resources)
• Set up a hierarchically structured course catalog
B. Course Offering
• Determine demand for courses and plan course dates based on demand
• Plan and create courses (time-dependent and time-independent)
• Manage resources
• Lock resources
• Calculate course costs and propose prices
• Course cancellation
• Create course brochures
C. Day-to-day activities
• Process all types of booking activities: prebook, book, rebook, replace, and cancel (levy
cancellation fees optionally)
• Prioritize bookings
• Book individual and group participants
• Check participants for participation prerequisites, time conflicts and so on.
• Output correspondence automatically or manually
• Use standard letter/mail merge functions: This part will be covered in V2.0 of this document
• Use multiple correspondence templates: This part will be covered in V2.0 of this document
D. Activity Allocation and Billing: This part will be covered in V2.0 of this document
• Rebook course actual costs
• Perform internal activity allocation for participants
• Perform internal activity allocation for instructor function
• Billing
• Create credit memos
E. Recurring Activities
• Generate attendance lists
• Output confirmation of participation notifications
• Appraise participants: This part will be covered in V2.0 of this document
• Appraise instructors: This part will be covered in V2.0 of this document
• Follow-up courses (for example, transfer qualifications for successful participation)
F. Evaluations
• Request reports for all relevant data on participants, courses, and resources

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• Direct connection to Microsoft Word for all correspondence and publications (such as course
brochures, participant lists, or correspondence).
• Dynamic menus offer you the same functions for creating and maintaining objects as are
available in the main menu for all of the important functions. The advantage of the dynamic
menus is that the data you create and maintain is presented in a clearly structured way in the
form of a business event hierarchy, giving you a clear overview of the existing objects.

Course Preparation

Purpose

This section aims at creation and maintenance of all of the master data on which course catalog is based. The
business training environment contains the basic data required for business event such as
i. Course locations
ii. Building Addresses
iii. Time schedules
iv. Organizers (Company and Organization Unit)
v. Resource Types and resources (External Instructor and Rooms)
vi. Course Group
vii. Course Type
viii. Qualification Catalogue

Course Locations
The object type Location specifies where a Course takes place. Locations need to be assigned to courses and
location-dependent resources.

Transaction Code

Human resources → SAP Learning Solution → Settings → Current Settings →

Menu Path
Location
Transaction Code PVF0

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Execution

I. Use the Transaction code PVF0 to go to the below shown screen to create location. Training
administrator must do following steps:

Click on Create

Enter Start
Date

II. To check existing location press F4. To maintain new location, click on create.

Enter Abbreviation
Name

Enter Cal. Id,

Currency and
Language Details

III. Enter and click on Save.

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IV. Provide address information in address tab and press enter.

V. Click on further information and click on create to provide web link of the location, if any as shown
below.

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Click on
arrow

VI. Information related to the provided link will be displayed.

VII. Press enter and Save.

Schedule

Time schedule defines the timetable of a course that comprises number of days, each day consisting of day
segment.
Training Administrator has to use created schedule model for assigning schedule for course types or an actual
schedule for a course e.g. 13 Days or 5 Days etc.
A time schedule contains the following information:
1. The number of days
2. The sequence of day numbers
3. The individual day schedules

Create / Display / Change Schedule

Human resources → SAP Learning Solution → Settings → Current Settings →

Menu Path
Schedule
OOTM
Transaction Code OR
S_AHR_61011844

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Execution

I. Use the Transaction code OOTM to go to the below shown screen to select from existing schedule or
create new schedule. Training Administrator has to do following steps:

II. To create new day segment (start time & end time)
a. First create Day Segment to define start time and end time
b. Create Day schedule and include that Day Segment in it.

If day schedule and day

segment is not available acc.
To our requirement than we
can create new by clicking
on new entries

Enter and Save

Select Day Schedule and click on New

Entries

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Click on Day Segment

1. Enter Day Segment Name

2. Assign maximum three time blocks (that do not
overlap
3. Enter Start and end time for each block

2. Click on Day Segment

to see segments in day

1. Select Schedule from

existing schedules, if
this fills the
requirements

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Training Provider
External training providers are objects of type company, customer, or interested party. Internal training
providers are objects of the type organizational unit. Organizers are the entities which organize the event.
Organizers can be maintained by:
• Create Company
• Display Organization Units

Create Company
This is used for maintaining company of external provider

Human resources → SAP Learning Solution → Settings → Current Settings →

Menu Path
Training Provider → Create
PVU0

Transaction Code OR
LSO_PSVQ

Execute
Following screen will appear after execution:

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Click on create

Enter Start
Date

Press F4 to check the list of existing company. To maintain new external company, click on create.

Enter Abbreviation
Name

Enter address information of external company and Save.

Display Organization Units

Human resources → SAP Learning Solution → Settings → Current Settings →

Menu Path
Training Provider → Display Organization Units
Transaction Code PO10D

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Use the Transaction code PO10D to go to the below shown screen to display Organization Units.
All Organization Units are created by OM Administrators, so training administrator can only view
details for already existing Organization Units.

Resource and resource type

Resource type is a classification of resources that share the same characteristics or attributes into unique
group e.g. Rooms and Instructors.
Other Resource are the resources other than Rooms which are used in a course like Equipment, Vehicle,
White board, Projector, etc.

To create Resource Type

Human resources → SAP Learning Solution → Settings → Current Settings →

Menu Path
Resource Management → Resource Type / Resource/ Other Resources
Transaction Code PVR0

Click on create

Enter Start
Date

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Enter Abbreviation
Name

Please note: You need to create Resource Type for Training Rooms & Instructors to be assign them with
course type.
a. Resource Type for Training Rooms: should be multiple reservation. Because system has
names defined for training rooms and they are common for each hotel. So each hotel can use
these training room names for course booking
b. Resource Type for Instructor: Should be Single Reservation -> This will not allow to use
same Instructor at multiple courses on same type.

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Click on further
information

Click on
Create

Enter capacity
in numbers

Then click on the enter and save.

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Click on
Create

I. Press F4 and select cost item.

II. Select direct entry, to change proposed amount, attendee and business event or just enter and
proposed amount will automatically be filled as per already stored value.
III. Click on Save.
Resource Type: Instructor: Should be Single Reservation -> This will not allow to use same Instructor at
multiple courses on same type.

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Select instructor

Step 1: Select instructor

Step 2: Click on required resource and select single reservation.
Step 3: Enter and Save.

To create Resources

Human resources → SAP Learning Solution → Settings → Current Settings →

Menu Path
Resource Management → Resource Type / Resource/ Other Resources
Transaction Code PVG1

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Click on
create

Enter
Start
Date

Enter
Abbreviation
Name

“Relationships” Tab:
• Belongs to location: Enter the location of the building (town or city). This relationship is mandatory
otherwise the system cannot find the resources for reservation.
• Is a specialization of resource type: Enter the relevant resource type for the resource such as Room,
Laboratory, Auditorium, etc.?
“Capacity” Tab: Specify the minimum, optimum, and maximum capacity of the room.

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“Address” Tab: Select the building details under ‘Address’ tab and press enter; system will display address
details.

“Further Information” Tab: Click on the create costs

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Following screen will appear:

Step 1. Press F4 and select cost item.

Step 2. Select the direct entry, to change proposed amount, attendee and business event or just enter the and
proposed amount will automatically be filled as per already stored value.
Step3. Click on Save.

To Create Other Resources

Human resources → SAP Learning Solution → Settings → Current Settings →

Menu Path
Resource Management → Other Resources

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Transaction Code PVG0

Resource. Maintain the Relationships under “Relationships” Tab:

• Belongs to location: Enter the location of the resource (town or city). This relationship is mandatory otherwise
the system cannot find the resources for reservation.
• Is a specialization of resource type: Enter the relevant resource type for the resource such as equipment, vehicle,
board, etc.

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Create External Instructor (Resource)

Human resources → SAP Learning Solution → Settings → Current Settings →

Menu Path
Resource Management → External Instructor Resource
Transaction Code PVH1

These are the persons whose data is not stored in HR Master Data (not employees) and who are assigned to
object type H External Person.
It is not necessary to create internal instructors since their data is already stored in HR Master Data and if
external instructor is linked to a company, Training administrator must first create the company to which they
belong.

Maintain the Relationships under “Relationships” Tab:

• Belongs to Company: Enter the name of the company to which the instructor belongs
• Is instructor for event type: Enter the event types the instructor can hold. It is not mandatory to
maintain data for this relationship.

“Address” Tab: Enter address data as required. Training Administrator needs to maintain “Address” data for
external instructor who belong to a company.

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“Name format” Tab: Enter data such as form of address, title and language key.

Course Group

Create / Change Course Group

Human resources → SAP Learning Solution → Settings → Current Settings →

Menu Path
Course Group

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PVL0

Transaction Code OR
LSO_PVCT

Relationships:
When creating other Course Groups in the catalog, specify relationships such as

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• Belongs to: Assign a course group to a higher level one. Training Administrator create the course
hierarchy from the top down. This relationship should be maintained.
• Incorporates: Specify the course type (Not Mandatory).

Maintain the Info Business Event Group tab and check the Subject area checkbox if this course group is required
to be shown as a separate subject area on the Learner portal.

Display / Change Course Group

Human resources → SAP Learning Solution → Settings → Current

Menu Path
Settings → Course Group
LSO_PSV2

Transaction Code OR
LSO_PVCT

1.Select course
group to display /
change
2.Right click and
select display

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1. Select course
group to
display /
change
2. Right click
and select
display

Course Type

Course type is a generalized description of an event including information such as Description, schedule,
capacity, relationships and Delivery Method. It is not scheduled to take place on a fixed date. You store the
attributes that are typical for all events of a given type with the course type.

Training Administrator creates a Course under the respective course type.

Create / Change / Display Course Type

Human resources → SAP Learning Solution → Settings → Current

Menu Path
Settings → Course Type
Transaction Code LSO_PSV2

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Create

Description: The Description infotype store descriptive texts for a course type that can be used in the course
brochure. The infotype consists of the subtypes Extended Business Event Type Text (only 3 lines text), Business
Event Contents and Notes.

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Main Schedule Model: This subtype of the Schedule Model info type defines a time schedule that can be
automatically taken over (copied) when course dates are created or planned e.g. 10 Days or 5 Days etc.
There are a number of ways to create a schedule:
a) Schedule with pattern: Select already created Time Schedule.
b) Schedule without pattern: Specifying the duration of the business Training in days and hours.
c) A user-defined schedule: Enter a day number and day segments per business Training day.

Capacity: Training Administrator can store a minimum, optimum, and a maximum capacity for the course type.
The capacity value store for the course type is used as the default value for the number of attendees for the
actual course.

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1. Enter Price

Prices: The prices infotype stores the course price for a course type. It can be internal price or external price.
Course Type Info:
a. Include in brochure: If training administrator want the course type included in the course brochure,
select the ‘include in brochure’ indicator.

b. No Intranet: Not to display courses of course type in the Learner Portal of Learning solution, select the
No Intranet indicator

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Training Administrator can store the following relationships for course types in the relationships
Relationship info type:

Belongs to- Course Group

This relationship fixes its assignment in the Course hierarchy. This relationship should be maintained.

Is held by- Person/ External Person

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This relationship specifies a person (internal employee) and external person (Employees of vendors, customers
or other company) as an Instructor holding a course type.

Enter Person or External Person ID or Click on ID rel. object with Obj. Type as Person and then click on Search
term. This relationship should be maintained to assign an instructor for course type.

Is organized by- Organization Unit/Company

This relationship specifies which Subsidiary or location organize the course.
Imparts- Qualification
This relationship specifies the qualification attained by participant by attending a course of this course type.

Is planned for- Job

This relationship specifies the target group (represented by the object type Job) of the course type. This
information can be printed in the course brochure.

Is Responsibility of- Person

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This relationship lets you specify a course owner for a course type

Qualification Catalog

Qualification catalogue contains all the qualification groups and the qualifications that are relevant. Every
Course type is linked with the corresponding qualification which is then imparted to all the participants on
follow up.
Whenever a new course type is created, its corresponding qualification should also be created.

Create / Maintain Qualification Group

Human resources → SAP Learning Solution → Settings → Current

Menu Path
Settings → Qualification Catalogue
Transaction Code OOQA

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Qualification has been created and a unique 8-digit id is generated.

Course Catalogue

Training Administrator must set up an initial course catalog by planning or creating course dates. Once training
administrator has set up catalog, he/she can carry out day-to-day activities such as booking attendees for
courses.
Training Administrator creates the course catalog in a hierarchical structure, consisting of course groups,
course types, and course dates which makes data maintenance structured and efficient.
Training Administrator must first create the necessary master data, which forms the basis of the course catalog.
The course environment contains the following data:
a) Location

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b) Building Address
c) Schedule
d) Company
e) Resources (Rooms and External Instructors)
f) External Person
g) Course Type
h) Course Location

Course Dates
A course date is an actual event scheduled to take place on a specific date. It has a start and an end date. A
course date is based on a blueprint or model course type

Display Course Catalog

Menu Path
Human resources → SAP Learning Solution → Courses → Course
Menu
Transaction Code LSO_PSV2

L specifies: Course Group

D specifies: Course Type
E/ET specifies: Course
P specifies: Person
H specifies: External Person
L specifies: Course Group
D specifies: Course Type
E/ET specifies: Course
P specifies: Person
H specifies: External Person

The following screen will appear:

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Maintenance of User Specific Settings

Human resources → SAP Learning Solution → Courses → Current

Menu Path
Setting →User Specific Settings
Transaction Code LSO_PSVI

Select ‘Reporting’ tab page. In this tab page, settings relevant for the “Dynamic Information Menu” are
maintained.

• Display selection screen: Specify whether reports requested in the dynamic information menu are
started directly or by first accessing the report’s selection screen.
• Standard selection screen: Specify that this option is selected by default.
Training administrator can select either of the above mentioned options.

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Select ‘Dynamic Menus’ tab page. Training Administrator can make general and specific settings relevant to
the dynamic menus: Participation menu, Course menu, information menu etc.
Select “Filter” tab page under Dynamic Menu. Training administrator can restrict the courses that are to be
displayed in the dynamic menus by specifying a language, a location, status, or course attributes, etc.

Select ‘Course Menus’ tab page, maintain period detail as 01.01.1990 to 31.12.9999 and Select “Fixed Date”
option to retain the time period.
Select ‘Course Group’ option in initial screen column.

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Select ‘Master Data’ tab page and select the options as displayed in the screen below.

Select ‘View’ tab page, select ‘With Key’, ‘With Additional information’ and ‘With Abbreviation’ options in
Object View column.

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After data maintenance is finished, press to save the data.

Create Course Without (w/o) Resources

Human resources → SAP Learning Solution → Courses → Current

Menu Path
Setting →Create Course without Resources
Transaction Code LSO_PV11

Create course without resources gives option only for start date. End date will be calculated
automatically which can be changed manually in change schedule.

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Training Administrator has to maintain the following data while creating a course:
• Start date
Enter the start date of the course
• Internal / external
Select either Internal or External to specify what kind of course to be created an external course is
organized by a third-party organizer or other companies, vendor or external agencies. Training
Administrator cannot plan an external course and no resource reservation happen for it.
• Status firmly booked / planned
Select either Planned or Firmly booked or locked. Training Administrator can create course dates in
one of two statuses: Planned or firmly booked (active). Use Locked action to lock the course.
If Training Administrator creates a course with the status planned, he/she must change its status to
firmly book once it is decided course is to take place definitely. This is necessary so that follow-up
processing can be done.
• Locked
If the administrator is unsure that the course will take place, he/she can lock the course so that
participants booking will not be possible. When the course is confirmed he/she can unlock it.
• Course location
Enter location of course being held.
• Course language
Enter Language in which the course is to be held.
• Time schedule

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Information regarding the schedule is automatically taken from the course type if this information is
available.
There are two possible ways to specify the actual time schedule of a course.
a) By copying the schedule (schedule model) defined for the course type
To copy an existing schedule, click on ‘copy’ button and then select ‘Schedule Model’, and
click on Save the data.
b) By creating new schedule for the course (no. of training days, no. of training hours per day).
Schedule creation process is already explained in “Create Course Type” section.

Training Administrator can check or change schedule by choosing Display or Change under Schedule.
• Number of attendees
Information regarding the number of attendees (capacity) is automatically taken from the course type
if this information is maintained. Training Administrator can specify a different capacity for the course.
• Internal Price/Currency
It is the cost of the training that is proposed for employees along with the currency.
• External Price
It is the cost of the training that is proposed for external candidates along with the currency.
• Training Provider
Information regarding the ‘Training Provider’ is automatically taken from the course type if this
information is maintained. Training Administrator can change details if required by selecting other
provider/company.
Select the provider as Company and enter the company Id using the search functionality.
• Information

General Description:
Training Administrator can maintain topic of session details in ‘General Description’ infotype while creating a
course for future reference.

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Training Administrator has to select button for ‘General Description’ under information tab and maintain
topic of session details as shown below.
Similarly, training admin can maintain some additional information in the Notes and Business event contents.

After data maintenance is finished, press to save the data. The course is created and it will be visible below
the course type.

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Create Course With Resources

Human resources → SAP Learning Solution → Courses → Current

Menu Path
Setting →Create Course with Resources
Transaction Code LSO_PV10

Create with courses gives option for planning period from and to date.

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Assignment Of Internal Instructor

Follow following steps:

1. Create Resource Type: Instructors [Mentioned above]
2. Assign Resource Type to Course Type in which Internal Instructor is required
Change Course Type
T-code: LSO_PVCT

Or Access transaction code PP01

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1. Assign Instructor at course Level

Access transaction code PP01

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Day to Day Activities

Purpose
This section includes activities related to booking activities such as:

• Participation booking i.e. enrolling participants for a training program

• Participation cancellation i.e. cancellation of nomination
• Participants List booking i.e. bulk enrolment
• Correspondence - Generation of mail notification to participants related to
o Participant Booking
o Participant Cancellation

Prerequisites
• Course must be created in course catalog for which bookings can be made
• Participants must be created in the system

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Participant types
Participants belonging to various categories, who can be booked for courses,
• Individual Participants:
o Person: employee of the Organization (P) e.g. EIH employees
o External Person: Employee from another company (H) e.g. Employees of vendors, customers,
family members
• Group Participants:
This functionality relates to bulk booking for a number of employees of a particular organization unit
or company
o Organizational unit: a department in company (O)
o Company (U)
Person, External Person, Company and Organization Unit are to be used as ‘Participant types’ in EIH

Course booking process flow

1. Details of training programs or Courses are published offline or online through SAP Portal
2. Courses can be booked without approval and can be nominated with approval based on type of courses
3. Employees are nominated for a training program on the following basis:
a. Based upon previously identified training needs OR Self- Nomination by employee from the
Learner Portal
4. The training administrator or employee (from portal) books employee for the respective course.
System will check if attendee is active and has required pre-requisites for the event.

Check for individual Participants

When training administrator book individual participants for a course, the system carries out the following
checks:
• Existence: The system checks whether the participant exists in the course period for Example, the
validity start date of a person is after the course start date, system cannot make the booking.
• Lock: The system checks whether another user is currently editing the participant or the course. In this
case, a message to this effect is output.
• Availability: The system checks whether a participant is booked to hold a course as instructor in this
period. If so, appropriate message is displayed. The system checks whether there is a conflicting
booking for another course in the same time period.
• Capacity (for normal and essential bookings): The system checks whether maximum capacity has been
reached. If it has, attendee will be booked under waitlist category.
• Attendance Prerequisites: The system checks whether the participant has the required knowledge and
qualifications attained by attendance at other prerequisite courses.

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• Attendee’s qualification: The system checks whether the participant has the necessary qualifications
or alternative qualifications to attend the course.
The system checks whether an attendee is already booked for the same course.
The system checks whether the attendee is already booked for or has already attended a course of the same
type.

Check for group participants

When training administrator book group participants for a course, the system carries out the following checks:
• Existence: The system checks whether the attendee exists in the course period for Example, the validity
start date of a person is after the course start date, system cannot make the booking.
• Lock: The system checks whether another user is currently editing the participant or the course. In this
case, a message to this effect is output.
• Capacity (for normal and essential bookings): The system checks whether maximum capacity has been
reached. If it has, attendee will be booked under waitlist category.
The system checks whether an attendee is already booked for the same course.

Participation Booking
Participant Booking
Participant booking is mainly booking of participants for courses.
All day to day activities (booking, cancellation etc.) can be done through Dynamic Participation Menu.
Human Resources → SAP Learning Solution → Participation → Participation
Menu Path
Menu
Transaction Code LSO_PSV1

Select the course where training administrator wants to book an employee by right clicking on it and then
select the ‘Book’ option from the context menu. Training Administrator can make bookings for planned and
firmly booked events, both internal and external.

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OR you can use t-code LSO_PSV00 to book participants for a course.

Select Participant Type (such as Person or external person for individual booking and Organization
Unit or Company for group booking) according to requirement and enter the participant ID or search
by using search function

Participant checks are performed during booking process.

Depending on the result of the check, one of the following may occur:

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a) The participant is automatically booked for the event.

b) Training administrator can book the participant.
c) Training administrator cannot book the participant if an error message is displayed.

Traffic light concept indicates the status of course.

a) Indicates that no. of participants is less than optimum capacity.

b) Indicates that no. of participants is greater than optimum capacity, but less than
maximum capacity.

c) Indicates that no. of participants is greater than maximum capacity.

After saving, participant is booked for the course and it will be visible under the course. Click to close
the same screen.
Once the capacity has reached maximum level, further participant booking will be done under ‘waiting
list’ category.

Book Participant list

The purpose of book participant list is to facilitate booking of multiple participants or

participant types at a time.

Human Resources → SAP Learning Solution → Participation → Participation

Menu Path
Menu
Transaction Code LSO_PSV1

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Or you can use Transaction Code LSO_PV07

Book participant list:

Give details of parallel Standard reports for participants , cource etc in respective sections –

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Enter the object type, participant id and press Enter. On pressing Enter participant name, priority is
automatically populated.
NOTE: Training administrator can copy Participant ID from the excel file and paste in “Participant List” screen.
14 employee ID can be copied at one time in participant list.

To book Department Organizational Unit for a course

Book list ->Employee List-> Select org unit and mark tick

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Custom Training Order Generation

When the participants are booked for the training, then a training order form shall be
generated in the given format. This order will be presented to the higher management to
inform them and take the approvals.

Execute the T.Code: ZHCM_LSO_TO (Multiple Participants)

I. Input
Plan Version,
Object Type
Object ID
Reporting PeriodCopy-1, Copy-2, Copy-3
Issue Date

II. After execution

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III. Input output device and click on print preview

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Output
1. Training Release Order Generated for multiple participants.

Course participation cancellation

Course booking cancellation flow

a) Employee booking in a training program is cancelled on the following basis:
• Self-Cancellation requests by employee from the Learner Portal. (These are online procedures
and are mentioned under Portal section)
• Reporting officer or higher authority informs the training administrator through an offline media.

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b) The training administrator cancels the employee booking for the course and attendance record gets
deleted.

Human Resources → SAP Learning Solution → Participation → Participation

Menu Path
Menu
Transaction Code LSO_PSV1

Under the course, select the booked participant (person or external person) for whom training administrator
wants to cancel the booking and on right click select the ‘Cancel’ option from the context menu.

Or you can use Transaction Code – LSO_PV04

Cancel Participation: Initial screen

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Recurring Activities

Recurring Activities comprises of all the activities that are carried out once course dates have been created or
planned, with the exception of booking activities and correspondence functions that are grouped under Day-
to-Day Activities.

The following processes have been considered in recurring activities:

a) Firmly Book course
b) Course Cancellation
c) Follow Up Course
d) Lock/Unlock Course

Firmly Book course

Once training administrator has decided that a Course is to take place definitely, he/she can firmly book
it.
Training administrator can perform firmly booking process in following situations:
• The Course is in planned status.
• There are participants already booked for the course.
Training administrator can ‘firmly book’ a course once only. A course must be in ‘Firmly Booked’ status
to process follow up activities.

Menu Path Human Resources → SAP Learning Solution → Courses → Course Menu
Transaction Code LSO_PSV2

Select the course where training administrator wants to ‘firmly book’ course and on right click select the
‘Firmly Book/Cancel’ option from the context menu.

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Course cancellation

Training Administrator can cancel course in both planned and firmly booked status. When he/she cancel
a course, the system changes the status to Cancelled. Automatic email notification regarding event
cancellation will be sent to all the employees who were booked in that course.
Cancellation of a course is final and irrevocable. Once a course has been cancelled, it cannot ever be
held.

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Menu Path Human Resources → SAP Learning Solution → Courses → Course Menu
Transaction Code LSO_PSV2

Select ‘Cancel Event’ option and enter next financial year start date in ‘Rebooking as of’ field.
If the number of bookings is less than minimum capacity, a screen appears to confirm whether the course
should be cancel or not.

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In case, the booking is to be cancelled finally then select ‘Yes’ option

On final confirmation for Cancellation, pop-up for ‘Reason for Cancellation’ will appear. Training administrator
can select a cancellation reason if required. Choose the reason and press

Course is successfully cancelled.

Course follow up
1 Once a course has begun or is given the status firmly booked, training administrator can perform follow-
up activities for it.
2 The course objectives can be awarded as qualifications to the participants. If the objectives are to be
transferred as qualifications to the participants during follow-up processing, training administrator must
assign a value to the qualifications.
3 Note: Before doing Follow up activities for a course, it must be in ‘firmly booked’ status and may not be
cancelled.

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Menu Path Human resources → SAP Learning Solution → Courses → Follow-up

Transaction Code LSO_PV15

1. Select Course ID

2. Click on Data
Screen

A screen appears with details of the follow up participants. Complete the valuation of the confirmation and
passing of the participants.

Select the checkbox of transfer and follow up for all those participants who needs to be followed up and have
successfully completed the course.
In the confirmed and pass field, enter ‘X’ for the employees.
If the employee gets failed, provide the reason from the search help function.

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Press Save button

If all the participants are followed up, then the course is also followed up.

Correspondence
Book Participation
Menu Path Human resources → SAP Learning Solution → Participation→ Manual Output
Transaction Code LSO_PP40

4.Create
requests

1.Select
notification
group

3.Click
on arrow 2.Select
Course/Course
type

After selecting course type/ course in worklist activities list of participants will be populated. When
list of participants is generated click on create requests.
Following screen will appear:

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Select on line item and click on preview option.

Following screen will appear:

Select printer name from the list and click on print preview.
Following attached document will be generated and can be saved in pdf format:

Booking
Confirmaion.pdf

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Confirm Participation
Menu Path Human resources → SAP Learning Solution → Participation→ Manual Output
Transaction Code LSO_PP40

4.Create
requests

1.Select
3.Click notification
on arrow group

2.Select
Course/Course
type

After selecting course type/ course in worklist activities list of participants will be populated. When
list of participants is generated click on create requests.
Following screen will appear:

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Select one-line item and click on preview option.

Following screen will appear:

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Select printer name from the list and click on print preview.
Following attached document will be generated and can be saved in pdf format:

Confirm
Participation.pdf

Notify Training Provider

Menu Path Human resources → SAP Learning Solution → Participation→ Manual Output
Transaction Code LSO_PP40

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4.Create
requests

1.Select
notification
group

3.Click
on
arrow
2.Select
Course/Course
type

After selecting course type/ course in worklist activities list of participants will be populated. When
list of participants is generated click on create requests.
Following screen will appear:

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Select one-line item and click on preview option.
Following screen will appear:

Select printer name from the list and click on print preview.
Following attached document will be generated and can be saved in pdf format:

Notify Training
Provider.pdf

Send Participation Information

Menu Path Human resources → SAP Learning Solution → Participation→ Manual Output
Transaction Code LSO_PP40

After selecting course type/ course in worklist activities list of participants will be populated. When
list of participants is generated click on create requests.
Following screen will appear:

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4.Create
requests

1.Select
notification
group

3.Click
on
arrow 2.Select
Course/Course
type

After selecting course type/ course in worklist activities list of participants will be populated. When
list of participants is generated click on create requests.
Following screen will appear:

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Select on line item and click on preview option.

Following screen will appear:

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Select printer name from the list and click on print preview.
Following attached document will be generated and can be saved in pdf format:

Send Participation
Information.pdf

ESS-MSS Portal
Through ESS-MSS portal, employees will be able to check LSO related activities: course catalogue,
history of the training they have appeared, Bookings, other services.

When we click on portal link following login screen will appear: provide login id and password of
employee:

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Following are the features for Learning solutions in portal:

Training
Home
Browse
Catalog
Training
Services
My History
Learnings My Training
Bookings Calendar
Other
Services

My Bookings
All courses which have been planned for the employee by training admin/ head of department/ self
gets listed in my booking

Portal → My Learnings →My Bookings

OR
Menu Path
Portal → Services →Training Home→ All Bookings

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following screen will appear:

Browse Catalogue
Portal → Services →Browse Catalogue
Menu Path OR
Portal → Services →Training Home → Browse Catalogue

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Following screen will appear:

Training Calendar
Portal → Services →Training Calendar
Menu Path OR
Portal → Services →Training Home → Training Calendar

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Following screen will appear:

Training History
Portal → Services →Training History
Menu Path OR
Portal → Services →Training Home → Training History

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Certificates Generation

For executive employees

1. Login through ESS portal:

2. Go-to My learning page
3. Go-to Training History
4. Click on completed certificate
5. Generate certificate for training completion

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After follow up completion we employee will login to ESS learning portal and from the link to
generate the completion certificate is indicated in the training history of the particular participant.
Standard certificate is being generated as attached.

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LSO_Train in g
Completion Certificate_Stan dard.pdf

For NON-executive employees

For Non-Executive employees, who do not have access for their trainings in LSO. The training
Administrator will generate the certificate from the following custom T-code
Custom T-Code: ZHCM_LSO_CERT

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This certificate can be saved in the form of PDF.

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PARTICIPATION ATTENDANCE
After participation booking for a course attendance will be automatically marked in the system.
All the day to day activities (booking, cancellation etc.) can be done through Dynamic Participation Menu.
Human Resources → SAP Learning Solution → Participation → Participation
Menu Path
Menu
Transaction Code LSO_PSV1

Participation attendance
Select the course where training administrator wants to book an employee by right clicking on it and then
select the ‘Book’ option from the context menu. Training Administrator can make bookings for planned and
firmly booked events, both internal and external.

After booking of a participation through administrator attendance will be automatically stored in

IT2002. We can check that course duration is transferred as attendance record for the attendee.
Human Resources → SAP Learning Solution → Participation → Participation
Menu Path
Menu
Transaction Code PA30

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At the time of creatin of course type we need to define the minimum percentage attendance required
for the booking to be valid. Attendance below the percentage specified means that the booking is

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canceled.

Example

An event lasts 2 hours a day for 5 days (total duration 10 hours).

The attendance record for the first day is canceled in PT due to illness. The minimum percentage switch is set
at 70%.

The booking is not deleted since the attendee can attend 80% of the event. If the attendance record for the
second day of the event is also deleted in PT, the booking will be canceled in PE.

Course Feedback
There are two steps to complete the course feedback:
1) Course Appraisal: in this step document will be prepared for ratings
2) Course Evaluation
3) Appraisal Document Evaluation

Course appraisal

Menu Path Human Resources → SAP Learning Solution → Courses → Appraisals

Transaction Code LSO_PV33

To perform course appraisal go to LSO_PV33 then select the feedback form as mentioned below

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After selection of appraisal template (feedback form) provide following as shown below:
1. Appraiser: will be the ‘Person’, so provide the id of the person i.e employee.
2. Appraisee: will be the ‘course’ so provide the id of the course
3. Validity period: for which period an appraiser is going to appraise a course

Select
appra
isee
type
from
drop
down
and
then
provi
de
cours
Step 1: Provide Appraisee type from drop down. e id.
Step 2: Select ID of the course
Step 3: click on execute.

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After execution following message will pop up.

Course Evaluation
Menu Path Human Resources →Select appraisal
SAP Learning Solution → Courses → Appraisals
LSO_EVAL_ADMIN template
Transaction Code

Provide details

2. Select person from dropdown &

provide ID of the person

1. Select Course from

dropdown & provide
ID of the Course
After data is provided click on execute.
Following screen will be coming:

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Click on one line item. Following screen will appear:

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Select drop down for final appraisal and provide rating for every element name and where asked
provide note for the element name.

After providing ratings click on complete. Then following message will be coming.

Appraisal document has been created to provide rating.

Course Appraisals Document Evaluations

Human Resources → SAP Learning Solution → Report → Courses→ Course
Menu Path
Appraisals
Transaction Code LSO_RHXEVALV_OLD

Provide Appraisal template, appraiser and appraisee and execute

Following screen will appear:

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Click on Reporting tab following screen will appear:

Click on Print. Select Print layout standard. Following screen will appear:

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Provide printer device and go to print preview:

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Following feedback form will get generated and can be saved in pdf format.

Course Feedback through ESS Portal

After completion of a course employees will be required to provide feedback through the link
available at ESS portal.

Step1: Go to Training Calendar and navigate for the completed course

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Click on green line item i.e. booked course and then click on navigate. Following screen will appear:

Click on perform Course Appraisal

Following screen will appear:

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Select End
Preparation and
Continue

After clicking on continue document for appraisal will be prepared at backend and again go to
training calendar and navigate to continue the rating process.

Click on perform Course Appraisal

Following screen will appear:

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Select suitable rating

for each line item then
select complete and
save.

At this screen we need to provide the feedback as per criteria given and wherever required note to
be provided and then save.
After Save go to Print:
When we will print there will be an option to save the feedback form in pdf format also. Following
form can be saved for future reference.

Feeback Form
20.04.2021.pdf

Course feedback is completed.

Reports

Report: Participant list

Human Resources → SAP Learning Solution → Information System →
Menu Path
Reports→ Participation → Participation List
Transaction Code LSO_RHXTEILN

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Report: Training Calendar

Human Resources → SAP Learning Solution → Information System →
Menu Path
Reports→ Participation → Participation List
Transaction Code LSO_RHXKBRO1

Execute after selection

Select form
option
For course wise dates

For particular time period

For particular location

After execution, following screen will appear:

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Transfer (WRICEF ID HCM_PA_W_181)

Introduction
There are 3 types of Transfers: Administrative, Request & Mutual. The transfer order can be generated
and printed/emailed from SAP. The transfer action will be executed, the details like start date, new
Working times, Salary change, bank details, address etc. will be entered in the SAP employee master
data through transfer action.

Data Extraction:
• There are 3 types of Transfers: Administrative, Request & Mutual
• Executives & Non - Executives (HR Admin on behalf of NE) will apply for the Transfer in Portal
1. Mutual Transfer – Two interested employees will apply for transfer from respective
locations; after approvals at respective parent locations & then acceptance from the other
location, order is issued.
2. Request Transfer – Employee will apply for transfer. After approval from concerned
authority at parent location & acceptance from requested location, order is issued.
3. Administrative Transfer – HR admin/ dealing officer will apply for transfer of employee/s
on administrative grounds. After approval from concerned authority, order is issued. Here
transfer happens in bulk.
• In case of Non - Executives, transfer will be initiated by HR admin/ dealing officer who will only
initiate the process. Executives will apply for themselves through ESS. The Initiator just forwards
the request.
• After the initiator submits the application, three tabs will be provided- Forward, Approve, Reject.
Once the transfer request is submitted, it will reach to 1st Level Approver. If 1st Approver click the
‘Approve’ Button, transfer request will be approved. On clicking the Reject button, the workflow
goes back to previous level with comments. Initiator should be provided a Cancel button if you
want to cancel the process at any stage. On cancellation, the process will stop.
• If the 1st Approver needs to forward to 2nd Level Approver, you will have the Open Field where
2nd Level Approval Authority & Emp ID should be given and click the ‘Forward’ Button on the same
along with your comments in ‘Comments’ box.
• If 2nd Approver needs to give final approval, she/he can view the Transfer Details, comments of
HR Admin/ dealing officer, comments of 1st Approver etc and click Approve button or else
Forward it to next authority with comments.
• Remarks & other details should be viewed at each level of approval.

Group code A, B, C, D are not stored in SAP. Grades are available. Above mentioned table is created
mentioning groups as A, B, C, D and grades coming under each group and data is maintained in this
table to fetch groups from here for the minority report.

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Generate Transfer process

Transfer process for executive employee will be applied through portal and non- executive will be
applied through transaction code ZHCM_NEX_TRANSFER.

Transfer Process for Executive Employees through ESS/ MSS Portal

I. Enter the Username
II. Enter the Password.

The following screen will be displayed.

III. Click the expand button.

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IV. Go to the Benefits and Payments tab.

V. Click Transfer Application.

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Transfer Home Page for Executive Employee Transfer

I. Click Transfer Application.

The following screen will be displayed.

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Employee will apply for self transfer for inter area or inter unit transfer and will submit the
application. After submission it will automatically go for HOD approval in MSS.
II. If you are applying for Inter Area transfer, then follow the below process:
• Select Inter Area radio button.
• Poposed Area will open.
• Click the copy button.
• Select the required Proposed Area.
• Select Type of Transfer from dropdown list.
• Select the Reason of Transfer from dropdown list.
• If any relevant file is avalible then upload.
• Click Submit.
Note: There are Two type of transfer drop down values are available as shown in the
screen below.
III. If you select REQUEST, then provide reason for transfer, upload file if available and Submit
the application for next level approval.
IV. If you select MUTUAL then following screen will be displayed.

V. Enter Mutual Emp. ID.

VI. Click Get Mutual Details, then mutual employee details will automatically get fetched.
VII. Select Agreed by Mutual from the dropdown list.
VIII. Click Submit button.

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The following message will be displayed.

Same process will be followed for Inter Unit Transfer also.

IX. In case of mutual transfer both mutual employees will apply for transfer from their ID and
it will be submitted to their Approver.

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Transfer - Prompt List

Step 1 User login to SAP System, Successful Login to the SAP System
Step 2 Give the Custom T-code, Web Dynpro Web Dynpro Application screen will
Application screen will open up. open.
Step 3 Click the “Transfer Application “ Following tab will come up where
“Transfer Application, Transfer Status,
etc” will come up
Step 4 Click On “Transfer Application” Screen will open up for Employee
details
Step 5 Once Emp Number given his or her details Details Like- Requested Area, Type of
will be fetched automatically, for transfer, Start Date, Comments, Select
executives. For non- executives, will be Reason needs to be given
done through ECC.
Step 6 Once approved by 1 Approval Authority, it Once approved Status will display as
will Final, if it is required for next level ”Approved“/“Rejected“/‘‘Forwarded“
approval then click the Forward button
subject to Transfer Request Details must
be filled up with (Open Field For Approval
Authority Level 2, emp id , etc)

Transfer Status Report Layout

After applying for transfer employee can see application status for self transfer through ESS.
I. Click Transfer Status.

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The following screen will be displayed.

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Transfer Approval Process Through MSS

Note: Next level approver will login into MSS screen and following screen will be displayed.
I. Click expand button in Approvals tab.

The following screen will be displayed.

II. Click Transfer process.

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The following screen will be displayed.

III. Select the required line item.

IV. Enter comments and approve/ reject transfer application.
If needed, transfer application can be forwarded to next level approver.
Provide emp id of next approver and forward aplication.
V. Click Final Approve.

The following screen will be displayed.

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Transfer Application Process Through ECC for Non- Executive Employees

I. Administrator will login into SAP system with user id and Password.

II. Enter the transaction code ZHCM_NEX_TRANSFER.

III. Click the continue/enter button.

The following screen will be displayed.

HR/Transfer administrator can apply for transfer application for non-executive employees,
view transfer status, view deleted or cancelled application, generate transfer order,
generate release order.
Process for transfer application/transfer status will be same as defined above.

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Generate Transfer Order

I. Execute transaction code ZHCM_NEX_TRANSFER.
The following screen will be displayed.
II. Click Transfer Order Generate.

The following screen will be displayed.

HR/transfer administrator will select the employees list to generate transfer order.
III. Click the Check for Ref. order checkbox, if the approval process is completed.
IV. Click Generate Order button.

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Transfer order will get generated.
It can be downloaded in pdf format and can be converted from pdf to word format also.

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Release Order Generate

I. Execute transaction code ZHCM_NEX_TRANSFER.
The following screen will be displayed.
II. Click Release Order Generate.

The following screen will be displayed.

III. Click Generate Order.

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IV. Enter Output Device.
V. Click Print Preview.

Transfer Release order will get generated.

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Transfer Release & Joining Process

For Transfer-Release & Transfer-Joining in SAP:
I. Double-click on SAP logon.

You will get the below screen which contains servers’ names.
II. Select production server.
III. Double-click the production server.

IV. Enter User ID.

V. Enter Password.
VI. Click the continue/enter button.

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Transfer Release Process

I. Login to SAP ECP Server by entering the User Id and Password.
The following SAP Essay Access Screen will be displayed.

II. Enter the transaction code PA40.

III. Click the continue/enter button.

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The following screen will be displayed.
IV. Enter Personnel no. (NEIS No/Employee Id)

V. Enter From (Transfer Release Date).

VI. Click the continue/enter button.

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VII. Select the action Transfer-Release.

VIII. Click the execute button.

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The following screen will be displayed.

IX. Enter the Reason for Action.

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X. Select the required Reason for Action from the dialogue box.
In the below screen Administrative Transfer is selected.
XI. Click the continue/enter button.
XII. Click the save button.

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The following screen will be displayed.

XIII. Click the save button.

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XIV. If you have the information, then you can specify the infotype (0019).
XV. Click the save button.
Or
Click the button.

The following screen will be displayed.

XVI. If you have the information, then you can specify and save, otherwise skip.

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The following screen will be displayed.

XVII. Update the relevant field (transfer release related details).

In the below screen Transfer action is completed.

XVIII. You can check it through the transaction code PA30 by selecting infotype Action (0000).

XIX. Click the overview button.

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The following screen will be displayed.

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Transfer Joining Process

Before you do the joining process, you need to consider few things, in which Department the
employee is posted & position (Designation) is going to assigned to that employee.
If that position (Designation) is vacant you can use the position id, if not then you need to create
the position (Designation) in that department.
How to check an existing vacant position for where the employee is getting transferred & if not
then how to create a new position following are the steps.
I. Enter the transaction code PPOM_OLD.
II. Click the continue/enter button.

The following screen will be displayed.

III. Enter Organizational Unit.
In the below screen Safety & Conservation department code i.e. (10002073) is entered.
IV. Click the change button.

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The following screen will be displayed.

V. Click Staff assignments.

You can see the positions in the Organizational Unit.

Here, in the department if you want a position of SR. MANAGER, If you can’t see the vacant position
of SR. MANAGER, then create the position of SR. MANAGER.

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VI. Click the Positions button.
Note: Select the department before clicking the position.

The Create Positions dialogue box will be displayed.

VII. Click the copy button.

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The following screen will be displayed.

VIII. Enter the Search Term (Designation)

IX. Click the continue/enter button.

The following screen will be displayed.

X. Double-click the line item as shown in the screen below.

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All the information regarding that position will be displayed in the below screen.

XI. Enter Validity of positions.

XII. Click the save button.

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or
XIII. You can enter the position name in Create Positions screen.
XIV. Press the enter button on keyboard then you will get this screen.

The following message will generate at the left bottom of the screen.

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You can see the new vacant position (Designation) is created in organizational structure.

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Transfer Joining Action

I. Enter transaction code PA40.
II. Click the continue/enter button.

III. Enter the Personnel no (EIS/NEIS no).

IV. Enter From

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V. Select Transfer-Joining.
VI. Click the execute button.

You will get the first infotype screen.

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VII. Enter the Reason for Action that means which type of transfer.
VIII. Click the copy button.

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The Reason for Action dialogue box will be displayed.

IX. Selected the required Reason for Action from the dialogue box.
X. Click the continue/enter button.

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XI. Change the following details:

• Position Id
• Personnel Area

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You will get net infotype screen.

XII. Click the save button.

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XIII. Click the copy button to change the subarea.

The Personnel Subarea dialogue box will be displayed.

XIV. Select the required Subarea from the dialogue box.
XV. Click the continue/enter button.
Note: Personnel area we have selected in previous screen is subarea list of WCL HQ.

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XVI. Press the enter button on keyboard.

The message will be displayed at the left bottom of the screen.
XVII. Click the save button.

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You will get popup window of Create Vacancy of previous position.

XVIII. Click Yes.

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You will get the next infotype screen i.e. Planned Working Time (0007).
XIX. Here, you can change the work schedule rule or keep it as it is.
XX. Click the save button.

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You will get the next infotype (0019) i.e. Monitoring of Tasks.
If you have the information, then you can maintain the same.
XXI. Click the save button.
or
Click the button.

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The following screen will be displayed.

Here is also same, after skipping you will get back to back two pages.
If you have the information, then you can maintain the same.
XXII. Click the save button.
or
Click the button.

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Now, Transfer joining process is completed.

You can check it by executing the transaction code PA30 (select infotype Action (0000)).
XXIII. Click the overview button.

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The following screen will be displayed.

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