Maintaining Employee Master Data in SAP HCM

Employee Master Data is the backbone of Personnel Administration (PA) in SAP HCM. It contains all relevant information about an employee that is needed to manage their employment lifecycle. Maintaining accurate employee master data is crucial for effective HR processes, as it directly impacts payroll, performance management, benefits, and more. This tutorial will walk you through the process of maintaining employee master data in SAP HCM and provide real-world examples.

1. What is Employee Master Data in SAP HCM?

Employee Master Data in SAP HCM refers to the comprehensive set of information about an employee that is stored in the system. This data covers all aspects of an employee’s relationship with the organization, including personal details, job assignments, compensation, and other relevant information. Employee master data is organized into various data structures known as infotypes.

2. Key Infotypes in Employee Master Data

Infotypes are used to store specific types of data about an employee. Some of the most commonly used infotypes for employee master data include:

• Infotype 0000 - Actions: Captures information related to personnel actions such as hiring, promotion, or termination.
• Infotype 0001 - Organizational Assignment: Contains the employee's job, position, and organizational unit within the company.
• Infotype 0002 - Personal Data: Stores basic personal information, such as name, date of birth, gender, and nationality.
• Infotype 0006 - Addresses: Holds the employee’s address details, such as home address and communication information.
• Infotype 0007 - Planned Working Time: Contains information about the employee’s work schedule, including working hours, shifts, and holidays.
• Infotype 0105 - Communication: Manages employee contact information, including email addresses and phone numbers.

3. Maintaining Employee Master Data in SAP HCM

To maintain employee master data in SAP HCM, you need to access the SAP system and use the PA30 transaction code (Maintain HR Master Data). Below is a step-by-step guide on how to update employee master data.

3.1. Accessing the Employee Master Data Screen

1. Log in to the SAP system using your credentials.
2. Enter the transaction code PA30 in the command field and press Enter. This opens the "Maintain HR Master Data" screen.
3. Enter the employee’s personnel number in the Personnel Number field to retrieve their master data.
4. Click on the "Enter" button or press Enter on your keyboard to proceed.

Real-World Example: An HR assistant wants to update the personal information of an employee. The assistant first navigates to PA30 and enters the employee’s personnel number to retrieve their master data for updating.

3.2. Updating Employee Information

After retrieving an employee's data, you can update various infotypes to reflect changes. Let’s go through the process of updating key employee information:

Updating Personal Data (Infotype 0002)

1. After accessing the employee’s record, click on the Infotype 0002 - Personal Data.
2. Click the "Change" button to modify the personal data.
3. Update the fields as necessary. For example, you may change the employee's marital status or update their date of birth.
4. Click "Save" to confirm the changes and update the system.

Real-World Example: The HR assistant updates an employee’s address in the personal data infotype (0002) after the employee relocates to a new city. The updated data is saved in the system, and the employee’s address is now current.

Updating Organizational Assignment (Infotype 0001)

1. Click on Infotype 0001 - Organizational Assignment to access the employee's job and organizational details.
2. Click the "Change" button to update the organizational assignment, such as job title, position, or department.
3. Make the necessary changes to reflect a promotion or transfer, such as changing the employee’s department or position.
4. Click "Save" to update the organizational assignment.

Real-World Example: An employee is promoted to a new department. The HR assistant updates the organizational assignment infotype (0001) to reflect the employee’s new job title and department. The change is saved, and the employee’s record now shows the updated position.

3.3. Adding New Infotypes

Sometimes, you may need to add a new infotype to an employee’s record. For example, you might add a new contact number or update working time details. Here’s how to do it:

1. In the "Maintain HR Master Data" screen, click on the "Create" button to add a new infotype.
2. Select the relevant infotype that you want to add (e.g., Infotype 0007 for Planned Working Time or Infotype 0105 for Communication).
3. Enter the required information for the new infotype. For example, for Infotype 0007, you would enter the employee's new work schedule.
4. Click "Save" to add the new infotype to the employee’s record.

Real-World Example: An HR assistant needs to update the employee's work schedule to include a new shift. They create a new entry in the Planned Working Time infotype (0007) and save it in the system. The employee's schedule is updated in the HR master data.

4. Personnel Actions and Employee Master Data

Personnel actions represent events that require changes to the employee master data. For example, an employee’s promotion or transfer involves updating their master data across various infotypes. These actions are tracked in Infotype 0000 (Actions), which logs all changes made to an employee’s record.

4.1. Executing a Personnel Action

1. To execute a personnel action, navigate to the transaction code PA40 (Personnel Actions).
2. Enter the employee’s personnel number.
3. Select the personnel action you wish to perform, such as "Promotion" or "Transfer."
4. Enter the necessary details (e.g., new position, new department) and click "Save."

Real-World Example: An employee is promoted to a managerial position. The HR manager executes a personnel action (Promotion) in PA40, entering the employee's new position and salary. The system automatically updates the employee's record, reflecting the promotion.

5. Reporting on Employee Master Data

Once employee master data is maintained, it is important to generate reports to track changes or obtain insights. SAP provides various standard reports that can be used to extract employee data.

5.1. Common Reports in SAP HCM

• RPUAUD00 - Audit Report for Personnel Actions: This report shows all the personnel actions performed for a specific employee or group of employees.
• RPUHRA00 - List of Employees: Provides a list of employees along with key master data like personal information, position, and department.
• RPUPAY00 - Payroll Results: Generates payroll data based on the employee master data, such as salary, bonuses, and deductions.

Real-World Example: An HR manager needs a report showing all employees who have recently changed positions. They run the "Audit Report for Personnel Actions" to view the promotion and transfer actions that have occurred in the last month.

6. Conclusion

Maintaining accurate and up-to-date employee master data in SAP HCM is essential for smooth HR operations. Through the use of infotypes and personnel actions, HR professionals can manage all aspects of employee data efficiently. This tutorial has provided an overview of the key infotypes, the process of updating employee master data, and the use of personnel actions in SAP HCM. By mastering these processes, HR departments can ensure data integrity and compliance, ultimately supporting better workforce management.