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Contents
STRATEGY
Customized Infotype Loads .............................................................................................13 Converting of Historical Data ..........................................................................................14 Sequence of Data Loads and Activities..........................................................................14 Organizational Data ...................................................................................................15
With OM and PA Integration..........................................................................................15 Without OM and PA Integration.....................................................................................15
The Data Transfer Toolbox has been developed to facilitate the process of converting organizational, employee and payroll data from legacy system to SAP, quickly and accurately. The conversion strategy, incorporated in the toolbox, has been successfully used by SAP customers, ranging from small, to medium and large companies, and has proven to be the most flexible and reliable method of transferring HR/Payroll data. It is assumed in this chapter that you want to define your companys Organizational Plan including organizational units, jobs and positions, for the purpose of costing, evaluating and documenting employee organizational status. The process of defining an organizational plan varies depending on the integration between the Organizational Management (OM) and Personnel Administration (PA) components, and will be explained in detail.
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BEST PRACTICES FOR mySAP HR USA HR Data Transfer Toolbox Guide Conversion Strategy
If you have decided to use a different conversion approach, this chapter will be useful in assisting you in preparing your data conversion plan and ensuring your readiness to go live in a timely manner.
Conversion Requirements
There are basically three main areas in the SAP HR application where automatic mass conversion of data is required: Organizational Plan (with or without OM and PA integration) Personnel Administration (PA) Payroll (PY) Included in the Data Transfer Toolbox is a series of conversion programs. Each program references a corresponding Microsoft Excel file, which has one or many worksheets. If possible, you should reference this file as you read through each section, so that you understand the terms used and worksheets required. Each Microsoft Excel file contains macros. These macros should be enabled when the file is opened. Failure to enable the macros will result in an unsuccessful conversion process.
Organizational Plan
The first step in converting HR master data is to define an Organizational Plan, which provides a comprehensive view of the structural and human resource environment of your company. This organizational plan consists of organizational units, jobs, positions and relationships that exist between them. Depending on the configured integration between the Organizational Management and Personnel Administration components, two load options are provided: Organizational Data Load - With OM and PA integration Organizational Data Load - Without OM and PA integration If you want to assign your employees to positions, jobs and/or organizational units, the organizational plan must be created prior to loading employee master data.
Note
The Best Practices for mySAP HR USA is delivered with integration activated between Organizational Management and Personnel Administration.
BEST PRACTICES FOR mySAP HR USA HR Data Transfer Toolbox Guide Conversion Strategy
O-S Positions within the Organizational Structure (relationships between Positions and the Organizational Units they "Belong To") S-S Position Reporting Structure (relationships between Positions "Reports To") O-K Cost Center Assignment by Organizational Units (relationship between Organizational Units and the Cost Centers they Belong To) or S-K Cost Center Assignment by Positions (relationship between Positions and the Cost Centers they Belong To) Each infotype has its own Microsoft Excel spreadsheet file titled "Infotype XXXX.xls" (XXXX = infotype number). The infotypes can be loaded individually or grouped during the conversion process. List of delivered OM individual infotype loads: Description (Infotype 1002) Department / Staff (Infotype 1003) Planned Compensation (Infotype 1005) Vacancy (Infotype 1007) Account Assignment Features (Infotype 1008) Authorities / Resources (Infotype 1010) Work Schedule (Infotype 1011) Employee Group / Subgroup (Infotype 1013) Obsolete (Infotype 1014) Cost Planning (Infotype 1015) Address (Infotype 1028) Mail Address (Infotype 1032) Job Evaluation Results (Infotype 1050) Survey Results (Infotype 1051) When using this load, data must be entered in the proper sequence in order to create and ensure consistency of the organizational plan. For example: Objects (Infotype 1000) must be loaded prior to Relationships (Infotype 1001) and Description (Infotype 1002).
Note
You can load Business Event Structure in the Personnel Development using the same Microsoft Excel templates. Business Events make up the basis for the Training and Event Management module.
This load requires that the organizational plan is NOT set up and administered in OM and the integration between OM and PA is turned OFF.
BEST PRACTICES FOR mySAP HR USA HR Data Transfer Toolbox Guide Conversion Strategy
Object IDs
The Data Transfer Toolbox supports both internal and external number assignments. There are two options for assigning object ids: Use SAP internal numbers Use previous object ids (as defined in the legacy system) If the option Use SAP internal numbers is selected, the Data Transfer Toolbox will not populate the object number fields during the batch input sessions but rather let the SAP System to assign these numbers. For each object, the External Key (Infotype 1038) will be created automatically for storing the previous object id entered on the Microsoft Excel spreadsheet. This infotype serves as a cross-reference between the previous object id and that created in the SAP System. This allows you to prepare and validate all your organizational plans on the spreadsheets ahead of time without the need of knowing the SAPs internally assigned object ids. It, in turn, results in tremendous timesaving. If the option Use previous object ids is selected, the External Key (infotype 1038) will not be created during the data transfer process and the objects created in the SAP System will have the same object ids as defined in the legacy system. In this case, you must ensure that the previous object ids, entered on the Microsoft Excel spreadsheets, coincide with the external number ranges allowed for in the SAP System configuration.
Caution
Regardless of which option chosen, the object id column on each Microsoft Excel spreadsheet must be filled with valid numbers and can not be blank. If object ids are not currently supported in your legacy system, you must assign a unique 8-digit number to each of the object that you want to create in the SAP System. This can be easily accomplished by using the Microsoft Excel Fill Commands to populate the object id column in a spreadsheet with a series of numbers. It is recommended that you review the system settings for the number assignment prior to preparing the Microsoft Excel spreadsheets. The IMG path for maintaining number ranges is:
Basic Settings Maintain Number
Validity Dates
All records to be created must coincide with the dates set up in the SAP System configuration and must be valid back to the earliest employee hire date. In the Best Practices for mySAP HR USA, all organizational units, jobs and positions are delivered with validity period from January 1st, 1900 through December 31st, 9999. We recommend a similar approach as you build your organizational plans.
BEST PRACTICES FOR mySAP HR USA HR Data Transfer Toolbox Guide Conversion Strategy
Note
These actions require User Group 99 to be set up in the User Parameter UGR.
The Personnel Action: Initial Conversion (UW) is used to facilitate this load. This action is similar to a Hiring action, and therefore, all employees in this load will be entered into the system with the active status. You must perform the Current Conversion Load for all employees who are entered in the SAP System through the Initial Conversion Load. Failing to perform the Current Conversion Load would result in inconsistency of employee master data and yield
BEST PRACTICES FOR mySAP HR USA HR Data Transfer Toolbox Guide Conversion Strategy
erroneous results when payroll is processed. For example: If terminated employees were entered initially through the Initial Conversion Load, they will remain in the active status until they are terminated either manually or though the Current Conversion Load.
The Current Conversion Load must immediately follow the Initial Conversion Load for all employees.
BEST PRACTICES FOR mySAP HR USA HR Data Transfer Toolbox Guide Education (0022) Other/Previous Employers (0023) Skills (0024) Appraisals (0025) Cost Distribution (0027) Powers of Attorney (0030) Internal Data (0032) Statistics (0033) Corporate Function (0034) Company Instructions (0035) Object on Loan (0040) Date Specifications (0041) Time Recording Info (0050) Membership Fees (0057) Additional Personal Data (0077) Residence Status (0094) Grievances (0102) Communication (0105) IRS Limits (0161) Deduction Limits (0165) Health Plans (0167) Insurance Plans (0168) Savings Plans (0169) Flexible Spending Accounts (0170) General Benefits Information (0171) Flexible Spending Account Claims (0172) Garnishment Document (0194) Garnishment Order (0195) Residence Tax Area (0207) Work Tax Area (0208) Unemployment State (0209) Withholding Info W4/W5 (0210) COBRA Qualified Beneficiary (0211) COBRA Health Plans (0212) Additional Withholding Information (0234) Credit Plans (0236) Additional Off-Cycle Payments (0267) COBRA Payments (0270) Time Sheet Defaults (0315) HCE Information (0375) Benefits Medical Information (0376) Miscellaneous Plans (0377) Adjustment Reasons (0378) Stock Purchase Plans (0379) Compensation Eligibility (0381) Tax Sheltered Pension (0510) COBRA Flexible Spending Accounts (0671) Sales Data (0900) Purchasing Data (0901) Absence Quotas (2006) Attendance Quotas (2007) Quota Corrections (2013) Conversion Strategy
Conversion Strategy
Although the infotypes are listed in ascending order of the infotype number, it is not necessarily the load sequence to be applied. A recommended sequence of infotype loads and activities will be discussed later in this chapter.
The number of infotype loads for each employee depends on the nature of legacy data and the SAP HR/Payroll system configuration requirements. For example: New hire employees with no benefits coverage require the following infotypes to be loaded: 0006, 0007, 0008, 0009, 0021 (subtype = 7), 0041, 0171 and 0378 (subtype = HIRE). In contrast, terminated employees may not need any additional infotype loads after the Initial and Current Conversion loads. Depending on your business requirements, you should decide whether historical data loads are needed or it is sufficient enough to load only current employee information. Later in this chapter, different data types in SAP will be described and suggested whether historical data loads are required to support your business.
Employee Numbers
The Data Transfer Toolbox supports both internal and external number assignments. If your system is configured for internal number assignment, the Data Transfer Toolbox will not populate the personnel number fields during the batch-input sessions but rather let the SAP System to assign these numbers. For each employee, the Internal Control (Infotype 0032) will be created automatically for storing the previous personnel number entered on the Microsoft Excel spreadsheet. This infotype serves as a crossreference between the previous personnel number and that created in SAP. This enables you to prepare and validate all employee master data on the spreadsheets ahead of time without the need of knowing the SAPs internally assigned numbers. It, in turn, results in tremendous timesaving. If your system is configured for external number assignment, the Data Transfer Toolbox will use the personnel numbers, entered on the Microsoft Excel spreadsheets, to create and load the employee data. In this scenario, the Internal Control (Infotype 0032) will not be created. You must ensure that the personnel numbers on the Microsoft Excel spreadsheets coincide with the external number ranges allowed for in the SAP System configuration.
Note
The Best Practices for mySAP HR USA is delivered with internal number assignment configuration. Regardless of the number assignment configuration (i.e. internal or external), the employee number columns on the Microsoft Excel spreadsheets must be filled with valid numbers and can not be blank. It is recommended that you review the system settings for number range intervals and the system defaults for personnel numbers (feature NUMKR) prior to performing the data transfer. The IMG path for maintaining number range intervals in PA is: 4
Personnel Management Personnel Administration Number Range Intervals For Personnel Numbers. Basic Settings Maintain
Caution
The IMG path to determine number range defaults (feature NUMKR) is: 4
Personnel Management Personnel Administration Defaults For Number Ranges. Basic Settings Determine
Validity Dates
The validity dates for employee records to be created must coincide with the dates set up in the SAP HR System configuration. This is particular an issue when loading employees into SAP with hire dates too far
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into the past. Errors will occur in the data transfer programs if the dates do not coincide with your system configuration. The following date related configuration should be considered when transferring employee master data: Payroll Control Record (PA03) The payroll control record of each payroll area must be set to the earliest hire date of the employees you are converting. This is required for the Initial Conversion, Current Conversion and Individual Infotype Loads. After employee master data has been successfully converted and validated, the payroll record must be reset to the period directly previous to the first SAP payroll period. Cost Centers Cost center validity dates are created and controlled within the SAP Financial Accounting (FI) component. If cost centers are to be assigned to the employees during the Initial Conversion Load, their validity dates must be set to the earliest hire date of the employees you are entering. If the validity dates for the cost centers can not be set to the earliest hire date of the employees, then it is recommended not to assign cost centers to the employees in the Initial Conversion Load, but rather in the Current Conversion Load with a later date.
Note
In the Best Practices for mySAP HR USA, cost centers are delivered with validity period from January 1, 1999 to December 31, 9999.
Organizational Units, Jobs and Positions The validity dates for organizational units, jobs and positions must be valid back to the earliest hire date of the employees you are entering.
Note
In the Best Practices for mySAP HR USA, all organizational units, jobs and positions are delivered with validity period from January 1st, 1900 to December 31st, 9999.
Work Schedules Work schedules have to be valid and generated from the earliest hire date of the employees you are entering.
Note
In the Best Practices for mySAP HR USA, work schedules are delivered with validity period from January 1st, 1990 to December 31st, 9999.
Payroll Periods Payroll periods have to be valid and generated from the earliest hire date of the employees you are entering.
Note
In the Best Practices for mySAP HR USA, the payroll periods for each payroll area are generated from the period 01.2000 onwards.
The following dates are recommended in preparing employee records on the Microsoft Excel spreadsheets: 1. Initial Conversion Load The begin date of each employee record may be set to the employees original hire date.
Note
For each employee, the begin date of the first Infotype 0002 Personal Data record will be set to the employees birth date. This is the system default.
2. Current Conversion Load For active employees, the begin date of each employee record must be set prior to the begin date of the converted payroll period of the corresponding employees payroll area. The converted payroll period is the period where the old payroll results from the legacy system are transferred to the SAP HR System. This period is directly before the first productive payroll period in SAP.
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For inactive, terminated and retired employees, the begin date of each employee record must be set to the first date when employees employment status changed or ceased. 3. Individual Infotype Loads For active employees, the begin date of each employee record must be set to either one of the following dates whichever applies: a. The begin date of the converted payroll period of the corresponding employees payroll area, or b. The actual date when a business event is to take place. For example: The effective date of either payment or deduction wage type in the Recurring Payments/Deductions (Infotype 0014). For inactive and terminated employees, it must be set to the actual date when the business event took place.
Organizational Data
Organizational data including organizational units, jobs positions must be converted prior to the employee master data loads. Please refer to the Organizational Plan section in this chapter for detailed information.
Cost Centers
If you are implementing the Payroll Accounting component and would like to perform subsequent payroll activities, for example: Posting to Financial Accounting, all relevant cost centers must be configured in FI with the appropriate validity dates. This task must be performed prior to assigning cost centers to the employees on the Organizational Assignment (Infotype 0001) during the Current Conversion Load. Failing to do so will prevent subsequent payroll activities from running correctly.
Dynamic Actions
Dynamic actions do not occur in the data transfer programs. The infotypes are populated in batch-input sessions, in other words, the programs call up infotypes individually, and thus the dynamic actions in the system do not take place. The only exception is with the Initial Conversion and Current Conversion programs. These programs call up actions, similar to a hiring action, to populate data in infotypes 0000, 0001 and 0002 (Initial Conversion only). For example: To define a deduction with limit, you must populate the recurring deduction wage type on the Infotype 0014.xls spreadsheet and the limit balance wage type on the Infotype 0015.xls spreadsheet. These spreadsheets are then loaded individually via the Data Transfer Toolbox.
Screen/Feature Defaults
Examples of screen/feature default fields include Payroll Area on the Organizational Assignment (Infotype 0001), Pay Scale Type, Pay Scale Area on the Basic Pay (Infotype 0008), Last Name on the Family Member/Dependents (Infotype 0021), etc. Data entered on the Microsoft Excel spreadsheets will override screen and feature defaults on the SAP infotype screens. If the RESET character, !, is used, the infotype field will be reset to its initial value. If the NODATA character, space, is used, the infotype field will be skipped and its default value will not be overridden. Refer to the section Infotype Field Values in chapter 4 for detailed information.
Vacancy
Vacancy integration typically does not affect the data transfer programs. The one exception is when vacancy integration is turned ON, and an employee is assigned to a position that is already occupied. If this is the case, the system will pop-up a screen to delimit the vacancy, and the load program can not recognize this screen. As the result, you will get an error message. Also, you may not assign more than one employee to the same position. Note that if integration for Vacancies is turned OFF, then the system will allow you to assign more than one person to a position.
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Payroll (PY)
SAP provides two options for transferring old payroll results from a legacy system. The first option is to transfer cumulated payroll data to the period immediately prior to the first SAP payroll accounting period. The second option is to transfer payroll data for each individual pay period, starting from the first period of the current tax year, up to and including the period immediately prior to the first SAP accounting period. The Microsoft Excel spreadsheet titled, Old Payroll Results (USA).xls, is used for preparing old payroll results.
SeqNr 1 1 2 1 2
PayTy
PayId
PayDt
PerMo 02 02 02
Pabrp 06 06 06
A A
20030331 20030331
Please note that when using TRN type schema such as ULK9 with the payroll driver RPCALCU0, the system ignores the period specified in the selection screen, but instead reads the T558B table to form the payroll periods. The payroll driver checks whether the regular payroll periods specified in table T558B correspond to the employees data, recorded in the Personal Actions (Infotype 0000) and Organizational Assignment (Infotype 0001), and the periods in table T549Q for the employees payroll accounting area. If this is not the case, the employee is rejected. Also, certain changes to master data, such as change of payroll area in the Organizational Assignment infotype, and/or certain actions (for example: change in job) can lead to splits in the payroll period. Therefore, if the system rejects the employee during the comparison with master data, a possible reason may be that the old system used a different payroll logic.
For regular pay runs (PayTy = space), entries must be made in the PerMo, Pabrj, Pabrp, FpBeg, and FpEnd fields and must match generated payroll periods from T549Q. The PayDt field is optional. If this field is blank, the system uses the payment date from table T549S, otherwise, the date entered will be used. For bonus pay runs (PayTy = A), the only required field is the PayDt field, indicating the date of bonus accounting.
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After running the schema ULK9, for each employees payroll period defined in table T558B, a new payroll result is created in cluster RU with the following tables: 1. The RT table is filled with correct split indicators. 2. The CRT table is cumulated. 3. The TCRT table is cumulated. 4. The ARRS table is filled.
Sequence Number
Each sequence number defined in table T558B represents a payroll period run (regular or special). The PerNr (personnel number) and SeqNr (sequence number) are the key fields in table T558B, and used to link table T558B with T558C and T5U8C. Regardless of which method is used for transferring old payroll data, period or year-to-date, this sequence number must be started from the value 1 always.
BEST PRACTICES FOR mySAP HR USA HR Data Transfer Toolbox Guide For infotype 0003, it is important for it to have NO values in the following fields: 1. Accounted to 2. Earliest MD change 3. Mast.data chng.bonus The SAP standard transaction PU03 can be used to change payroll status for a single employee. A tool is delivered with the Data Transfer Toolbox for PY to maintain payroll status for a group of employees. Fields that need to be initialized can also be selected on the selection-screen of the payroll tables load program. Conversion Strategy
Caution
Once any of the delivered programs and/or Microsoft Excel templates are changed, they will be no longer supported by SAP. If for any reasons that you need to modify the delivered data transfer programs and their related Microsoft Excel templates, it is recommended that you copy the delivered programs and templates and make changes to these copies. Customers are responsible for maintaining and supporting custom load programs as they will not be supported by SAP.
For loading custom infotypes (9000-9999) or those infotypes not included in the DTT, the delivered data transfer programs can be used as templates for custom infotype development. The following naming convention should be used: Organizational Management: Personnel Administration: ZBPHR_ZHDXnnnn (nnnn = infotype number) ZBPHR_ZPDXnnnn (nnnn = infotype number)
A blank Microsoft Excel template titled Infotype Template.xls is included in the Data Transfer Toolbox. It can be copied and modified to prepare legacy data for custom infotype loads.
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Please refer to the section Developing Custom Data Transfer Programs in Chapter 6 for step-by-step instructions.
Note
Customers are responsible for maintaining and supporting custom load programs as they will not be supported by SAP.
Conversion Strategy
Defining sequence of infotype loads is part of the toolboxs infotype setup and configuration. If the load sequence is not configured, the infotypes will be loaded in ascending order of the infotype number.
This section suggests the most common data loads sequence and activities:
Organizational Data
Your organizational plans must be loaded prior to the Personnel Administration (PA) and Payroll Result (PY) loads. The sequence for infotype loads are as followed:
If internal number assignment is used, the External Key (Infotype 1038) will be created automatically for each object for storing the previous object identification number.
This load action requires that the organizational plans are not set up in OM and the integration between Organizational Management and Personnel Administration is OFF.
Personal Data
Initial Conversion (Infotype 0000, 0001, and 0002) Current Conversion (Infotype 0000, 0001) Organizational Assignment (Infotype 0001) Personal Data (Info type 0002) Addresses (Infotype 0006) Family Member/Dependents (Infotype 0021)
Caution
Prior to performing the Initial Conversion load, the following activities must be performed: Set user parameter UGR = 99. Set default date format to YYYY/ MM/DD Set default decimal notation to .
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Set the payroll control record of each payroll area to a period that contains the hire date of the oldest employee in your organization. These control records must then be reset to the appropriate periods prior to running the first payroll period in SAP.
Note
Payroll Status (Infotype 0003) will be created automatically for each employee during the Initial Conversion load. If the system is configured for internal number assignment, the Internal Control (Infotype 0032) will also be created for each employee loaded through the Initial Conversion Load. This infotype is used for storing the previous employee number.
Payroll Data
Planned Working Time (Infotype 0007) Basic Pay (Infotype 0008) Bank Details (Infotype 0009) Date Specifications (Infotype 0041) Residence Tax Area (0207) Work Tax Area (0208) Unemployment State (0209) Withholding Info W4/W5 (0210) Additional Withholding Information (0234)
Benefits Data
Adjustment Reasons (Infotype 0378) General Benefits Information (Infotype 0171) Health Plans (Infotype 0167) Insurance Plans (Infotype 0168) Savings Plans (Infotype 0169) Flexible Spending Accounts (Infotype 0170) Credit Plans (0236) Miscellaneous Plans (0377) Stock Purchase Plans (0379) Other benefits infotypes
Caution
If you plan to load dependents and/or beneficiaries information, the appropriate fields on the Microsoft Excel spreadsheets must be populated with correct data from the Family Member/Dependents (infotype 0021). The following fields on the Family Member/Dependents (Infotype 0021) are important and must be considered when preparing the spreadsheets: 1. IT0021-SUBTY Subtype 2. IT0021-OBJPS Object identification The values of these fields can be reviewed and extracted by browsing table PA0021 via the Data Browser transaction, SE16.
Garnishments
Garnishment Document (Infotype 0194) Garnishment Order (Infotype 0195)
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Work Contracts
Contract Elements (Infotype 0016) Monitoring Of Tasks (Infotype 0019) Statistics (Infotype 0033) Objects on Loan (Infotype 0040) Membership Fees (Infotype 0057) Residence Status (Infotype 0094)
Additional Data
Education (Infotype 0022) Other/Previous Employers (Infotype 0023) Additional Personal Data (Infotype 0077) Communication (Infotype 0105) Travel Privileges (Infotype 0017) Other additional infotypes
Note
A wide variety of standard SAP reports are delivered for the purpose of validating employee master data. It is recommended that you check and validate loaded employee data in SAP for correctness. These reports can be executed from either the toolbox menu or the standard SAP Personnel Administration (PA30) menu. Once the Personnel Administration data has been loaded successfully it is necessary to run the integration between OM and PA. The standard delivered programs RHINTE00 and RHINTE30 can be used.
Concluding Activities
The following activities must be performed to conclude data conversion: 1. Reset user parameter UGR = 10. 2. Change the default date format and decimal notation to the preferred user profile. 3. Set the payroll control record of each payroll area to the payroll period immediately prior to the first SAP payroll accounting period and the earliest retro accounting period to the first production payroll period in SAP.
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