Configuration of PA30 Transaction

By Arpita Karmakar, ABAP & XI Fast Trac Manager, IBM India

The SAP HR module enables companies to effectively manage information about the people in their organization. It is integrated with other SAP modules and external systems.  

The five submodule of SAP HR Module are which we normally come across are:

  1. Personnel Administration (PA)
  2. Organization Management (OM)
  3. Personnel Development (PD)
  4. Time Management (TM)
  5. Payroll

From the Organization Management (OM) perspective, companies can model a business hierarchy, the relationships of employees to various business units and the reporting structure among employees.  

The Personnel Administration (PA) sub module helps employers to track employee master data, work schedules, salary and benefits information.  

The Personnel Development (PD) functionality focuses on employees' skills, qualifications and career plans.  

Finally, the Time Management (TM) and Payroll sub modules process attendance and absences, gross salary and tax calculations, and payments to employees and third party vendors.  

It is all because of the time-constrained nature of HR data; we have slightly different terminology than the rest of SAP. We have the concept of Infotypes, which are just tables storing HR with respect to time.  

HR ones, in general, starts with PA and then the IT number. Hence, IT0001 is PA0001 when you are looking at tables.  

So IT001 will be having PA0001 as the database table underlying and the structure P0001. 

OM infotypes start with HRP and similarly IT1000 is HRP1000 in the data dictionary.  

If you want to create a new infotype then use transaction PM01. The idea is that you have a way to configure what you need via tables T588M (Infotype Screen Control) and T582A (Infotypes: Customer-Specific Settings). 

Master data in Personal Administration, can be also coined, as Employee Master data in HR, is stored in PA infotypes. 

Each infotype pertains to a specific type of data. 

Each infotype has a database table and a structure associated with it. 

Example: For Infotype 0000, the corresponding Structure is P0000 and the database table associated with it is PA0000. 

The information units used to enter the data of an employee are called infotypes. 

The Infotypes are used to group related data fields together.

E.g.. IT0000 (Actions), IT0002 (Personal Data), IT0006 (Address) or IT0105 (Communications) 

As HR is related to time, we require old data as well as new data. The data we enter into the infotypes are automatically checked for accuracy and against the table entries.   

In simple, HR data is huge and to access data easily we require Infotype.

The sub-division of infotype records is subtypes. Each subtype represents an infotype category with its own time character.

Infotype 0006 is for addresses. These addresses are sub-divided in the IT0006 as permanent residence, secondary residence and home address
. 

Like wise Infotype 0105 is for Communication. One employee can have various Communication Media like SAP User Name, EMAIL, and CREDIT CARD etc. So IT PA0105 is subdivided into multiple subtypes as 0001 for SAP USER, MAIL for Email, 0011 for Credit Card etc. 

Also some Employee Information like BAND, Annual Salary etc is also maintained in Employee Master via subtypes in Communication Infotypes. 

Subtype BAND – 0008

Annual Salary – 0009

Contractor Rate - 0014

Contractor Vendor –0015

Contractor Type - 0016 

In this tutorial, we will try to show how Employee Master Data is maintained in HR. 

Part 1. Configuration of PA30 transaction, which is heart of HR Employee Master data Maintenance  

Part 2. Maintaining Employee Master data via PA30 which covering the entire life cycle of an Employee 

Starting with HIRING of an Employee to CHANGING some data for the Employee, ROLL BACK

Changes made to the Employee data TERMINATING the employee, REACTIVATING and REHIRING the Employee.

1.    Maintaining Infotype Menus for PA30 and other related transactions 

Overview 

This screen shot from PA30 Maintain Master Data shows the selection of menu tabs and infotypes available.  This document explains how to change these setting to suit the user. 

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This layout is configured in 3 steps: 

Configuration part 1 – Infotype Menu Tab

Configuration part 2 – Infotype list

Configuration part 3 – Determine choice of infotype menu  

These are detailed below…. 

Configuration part 1 – Infotype Menu Tab 

IMG – Personnel Management – Personnel Administration – Customizing Procedures – Infotype Menus – Infotype Menu 

This presents two menu options; select the first - User group dependency on infotype menus that presents the following screen: 

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It is recommended that you do not change the existing menu tabs; instead create your own.  To create a new menu tab click New Entries - the code in column 1 is just an identifier for the menu tab.  To easily identify your tabs from SAP example/standard ones, it is recommended that you start your menu code with Z and enter a description that appears on the menu tab when displayed on PA30.   

The column for User-dep is ticked to make the menu tab user dependant.  This means further configuration of the infotype list, is done by user group to allow different presentation depending on the type of user.  You should decide if this is applicable and select appropriately.  User groups are a wider topic than just for this configuration and should be reviewed as part of the project.  If you do not have different user groups on your project, do not tick the User-dep column and do all work against user group 00. 

The Reaction column is the reaction if the user parameter UGR (user group) is not maintained for a particular user when displaying the menu tab.  If this is left blank, there is no message and the settings for the standard user group are used (i.e. reference user group).  W is the same as blank, but also displays a warning message for the user that they need to maintain their user group.  E will give an error message and will not display the menu tab.   

The ref. Column is the reference user group – i.e. the user group settings that should be used.  E.g. if the user in group 07 uses PA30, but no menus have been set for 07, you can enter another user group number in this column as the one that should be used instead. 

Configuration part 2 – Infotype list 

IMG – Personnel Management – Personnel Administration – Customizing Procedures – Infotype Menus – Infotype Menu 

This presents two menu options, select the second - infotype menus and enter the menu tab number you created earlier.  When in the screen, click New Entries, once your configuration is complete, the screen may look something like this:  

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The entries here show that for user group 08, infotypes 0000,0001,0002, etc are displayed in the order shown.  The second column is a sequential number which determines the order the infotypes appear on the list – it is not possible to overtype this number, so if you wish to change it, you have to delete the line and put it back with a different sequence number.  The next column is the infotype number you wish to appear.  The column Scre.. is not normally used – it is for infotype screen control, e.g. if infotype 0006 Address normally goes to screen for country 08 (GB), you can force it to go to another version of the screen, i.e. enter a different country number.  

User Group Example 

Here we see an example using different user groups: 

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Menu tab 95 is for Basic Data; we see from the list that if the user has group 08, they will be presented with infotypes 1,2,6,8 and 65.  For Germany (presuming user group 01) the selection will not include infotype 65.  A user belonging to group other that 08 or 01 would not be found in this table, but the reference user group is set to 08 which means they will be directed to the 08 settings. 

Note that this example presumes user groups based on MOLGA country code, as is usually the case.  The user group numbers do not have to represent the country of the user, they can refer to their department, job function etc.  Menu tabs and infotype lists are configured accordingly.

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