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BEST PRACTICES FOR mySAP HR USA HR Data Transfer Toolbox Guide C O O N

BEST PRACTICES FOR mySAP HR USA

BEST PRACTICES FOR mySAP HR USA HR Data Transfer Toolbox Guide C O O N N

HR Data Transfer Toolbox Guide

C OONNVVEERRSSIIOONN SSTTRRAATTEEGGYY

Contents

Conversion Requirements

1

Organizational Plan

2

Organizational Data Load – With OM and PA Integration

2

Organizational Data Load – Without OM and PA Integration

3

Country Specific Tables

4

Important Issues To Be Considered

4

Personnel Administration (PA)

5

Initial Conversion Load

5

Current Conversion Load

6

Individual Infotype Loads

6

Important Issues To Be Considered

8

Payroll (PY)

11

Loading Data with ULK9

11

Important Issues To Be Considered

12

Customized Infotype Loads

13

Converting of Historical Data

14

Sequence of Data Loads and Activities 14

15

Organizational Data

With OM and PA Integration

15

Without OM and PA Integration

15

Personnel Administration (PA)

15

Personal Data

15

Payroll Data

16

Benefits Data

16

Deductions and Limits

16

Garnishments

16

Work Contracts

17

Additional Data

17

Payroll Result (PY)

17

Concluding Activities

17

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 company’s 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.

BEST PRACTICES FOR mySAP HR USA HR Data Transfer Toolbox Guide Conversion Strategy If you

BEST PRACTICES FOR mySAP HR USA

BEST PRACTICES FOR mySAP HR USA HR Data Transfer Toolbox Guide Conversion Strategy If you have

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.

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.

If possible, you should reference

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.

plan must be created prior to loading employee master data. N o t e The Best

Note

The Best Practices for mySAP HR USA is delivered with integration activated between Organizational Management and Personnel Administration.

Organizational Data Load – With OM and PA Integration

This load consists of personnel planning infotype imports to create the Organizational Plan in the Organizational Management component. It is intended for customers who are implementing the Organizational Management component and have activated the integration with the Personnel Administration component. In this scenario, Organizational Data is defined and maintained exclusively in OM, and the employee’s Organizational Assignment (Infotype 0001) in PA will be maintained using the standard delivered integration programs (RHINTE00 and RHINTE30) from OM.

For the initial conversion, the following objects and relationships should be considered:

Objects (infotype 1000)

Organizational unit

(object

type O)

Job

(object

type C)

Position

(object

type S)

Work Center

(object

type A)

Relationships (Infotype 1001) O-O Organizational Structure (relationships between Organizational Units "Belongs To") C-S Jobs and Positions (relationships attaching Positions to the Jobs they are "Described By")

BEST PRACTICES FOR mySAP HR USA HR Data Transfer Toolbox Guide Conversion Strategy O-S Positions

BEST PRACTICES FOR mySAP HR USA

BEST PRACTICES FOR mySAP HR USA HR Data Transfer Toolbox Guide Conversion Strategy O-S Positions within

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

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”)

Position Reporting Structure (relationships between Positions "Reports 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).

N o t e 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.

Organizational Data Load – Without OM and PA Integration

This load consists of individual table imports for organizational units, jobs, and positions. It is intended for customers who are implementing Personnel Administration without Organizational Management integration, but still want to track some form of organizational assignment by assigning their employees to positions, jobs and/or organizational units. In this scenario, the structural relationships of aforementioned objects cannot be defined. This load populates the following tables that are grouped in the Microsoft Excel file titled: “Organizational Plans (Non PD).xls”

Organizational Units

Table T527X

Jobs

Table T513 and T513S

Positions

Table T528B and T528T

Except table T527X that is on a separate worksheet, table T513 and T513S share the same worksheet, and similarly, table T528B and T528T share the same worksheet. The first table stores the jobs/positions (T513 and T528B), and the second table stores the job texts/position texts (T513S and T528T).

C a u t i o n Caution

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 Country Specific

BEST PRACTICES FOR mySAP HR USA

BEST PRACTICES FOR mySAP HR USA HR Data Transfer Toolbox Guide Conversion Strategy Country Specific Tables

HR Data Transfer Toolbox Guide

Conversion Strategy

Country Specific Tables

This load consists of individual table imports for Qualifications, Scales, Proficiencies and Workers’ Compensation attributes for Organizational Units, Jobs and Positions. This load populates the following tables that are grouped in the Microsoft Excel file titled: “Country Specific Tables (OM_PA)_US.xls”

Qualifications………………………………………

Table T574A and T574B

Scales……………………………………

………….

Table T77SK and T77TS

Proficiencies……………………………

Table T77SP and T77TP

Workers’ Compensation Attributes to Org Units… Table T5U26

US Job Attributes to Jobs…………………………

Table

T5U13 and T513S

Workers’ Compensation Attributes to Positions…

Table

T5U28

Important Issues To Be Considered

There are configuration and data entry issues to be considered when preparing and loading organizational data. Although these issues are more related to the Organizational Data Load – With OM and PA Integration than the Organizational Data Load – Without OM and PA Integration, nevertheless, they should be reviewed and measured prior to performing data transfer.

Object ID’s

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 SAP’s 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.

number range s allowed for in the SAP System configuration. C a u t i o

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:

4 IMG: Personnel Management Organizational Management Basic Settings Maintain Number Ranges Maintain Number Ranges

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 Automatic Transport

BEST PRACTICES FOR mySAP HR USA

BEST PRACTICES FOR mySAP HR USA HR Data Transfer Toolbox Guide Conversion Strategy Automatic Transport Connection

HR Data Transfer Toolbox Guide

Conversion Strategy

Automatic Transport Connection

It is important to deactivate automatic transport connection when transferring OM data. Failure to do so will prevent data transfer programs from running correctly. After your organizational plans have been loaded successfully, standard SAP transport utility, RHMOVE30, can be used to transport these plans from one environment to another. For example: Transfer from Development to QA and from QA to Production. The IMG path for deactivating the transport connection is:

4 IMG: Personnel Management Organizational Management Transport Set Up Transport Connection

Personnel Administration (PA)

Once the organizational plans have been established, the next step is to load employee master data.

You need to load your active, inactive (including Temporary Layoffs, Leave of Absence, Retired) and terminated employees who currently exist in the legacy system. To simplify the conversion process and ensure data accuracy, the Data Transfer Toolbox uses a stepped approach as described below:

Step 1:

Initial Conversion Load,

Step 2:

Current Conversion Load – Active, Inactive, Terminated and Retired

Step 3:

Individual Infotype Loads.

This approach is rather simple but yet flexible and powerful enough to handle complex data transfer requirements.

The Best Practices for mySAP HR USA delivers pre-configured Personnel Actions (PA40) to facilitate the Initial and Current Conversion loads:

Infogroup

UGR

IGM

No

Op

IT

Sub.

Infotype text

UW Initial Conversion

99

 

05

INS

0001

 

Organizational Assignment

99

 

10

INS

0002

 

Personnel Data

UX Current Conversion Active

99

 

05

INS

0001

 

Organizational Assignment

UY Current Conversion Inactive

99

 

05

INS

0001

 

Organizational Assignment

UZ Current Conversion Terminated

99

 

05

INS

0001

 

Organizational Assignment

UU Current Conversion Retired

99

 

05

INS

0001

 

Organizational Assignment

N o t e Note

These actions require User Group “99” to be set up in the User Parameter “UGR”.

Initial Conversion Load

The purpose of this load is to establish the initial hire date for all employees, including active, inactive, terminated and retired, who currently exist in your legacy database. It creates new employee records in the PA component for the first time and allows subsequent conversion of additional employee data.

This load consists of the following infotypes, grouped into one Microsoft Excel spreadsheet file titled:

Initial Conversion.xls

Actions (Infotype 0000)

Organizational Assignment (Infotype 0001)

Personal Data (Infotype 0002)

During this load, all employees are assigned to the pre-configured default position (E.g. “99999999”) and cost accounting data is not populated in the Organizational Assignment (Infotype 0001).

C a u t i o n Caution

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

BEST PRACTICES FOR mySAP HR USA

BEST PRACTICES FOR mySAP HR USA HR Data Transfer Toolbox Guide Conversion Strategy erroneous results when

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.

Current Conversion Load

The purpose of this load is to convert employee’s current employment status as of the conversion date. This load assumes that infotypes 0000, 0001 and 0002 are already populated for the employees by the Initial Conversion Load. All employees who are entered into the SAP System through the Initial Conversion Load must be entered again through this load. Three Personnel Actions are pre-configured in the Best Practices for mySAP HR USA:

Current Conversion – Active (UX)

Current Conversion – Inactive (UY)

Current Conversion – Terminated (UZ)

Current Conversion – Retired (UU)

This load consists of the following infotypes, grouped into one Microsoft Excel spreadsheet file titled:

Current Conversion.xls

Actions (Infotype 0000)

Organizational Assignment (Infotype 0001)

Using this load, the following data can be entered on the Organizational Assignment (Infotype 0001):

Corporate Structure (Cost Center, Personnel Subarea)

Personnel Structure (Employment Contract)

Organizational Structure ( including Positions, Jobs, Organizational Units and administration information)

We recommend that you use the same employee list that is entered in the “Initial Conversion.xls” file. Depending on the employee’s status entered on the spreadsheet, appropriate Personnel Action (i.e. UX, UY, UZ or UU) will be performed by the Data Transfer Toolbox.

UZ or UU) will be performed by the Data Transfer Toolbox. C a u t i

Caution

The Current Conversion Load must immediately follow the Initial Conversion Load for all employees.

Individual Infotype Loads

Additional data can be entered via a series of PA infotype loads for existing employees. These loads assume that infotypes 0000, 0001, and 0002 are already populated for the employees by either or both the Initial Conversion and Current Conversion Loads.

Each infotype has its own spreadsheet file titled: “Infotype XXXX.xls” (XXXX = infotype number). The infotypes can be loaded individually or grouped during the conversion process.

List of delivered PA individual infotype loads:

Organizational Assignment (0001)

Personal Data (0002)

Addresses (0006)

Planned Working Time (0007)

Basic Pay (0008)

Bank Details (0009)

External Bank Transfer (0011)

Recurring Payments/Deductions (0014)

Additional Payments (0015)

Contract Elements (0016)

Travel Privileges (0017)

Monitoring Of Tasks (0019)

Family Member/Dependents (0021)

BEST PRACTICES FOR mySAP HR USA HR Data Transfer Toolbox Guide Conversion Strategy Education (0022)

BEST PRACTICES FOR mySAP HR USA

BEST PRACTICES FOR mySAP HR USA HR Data Transfer Toolbox Guide Conversion Strategy Education (0022) Other/Previous

HR Data Transfer Toolbox Guide

Conversion Strategy

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)

BEST PRACTICES FOR mySAP HR USA HR Data Transfer Toolbox Guide Conversion Strategy N o

BEST PRACTICES FOR mySAP HR USA

BEST PRACTICES FOR mySAP HR USA HR Data Transfer Toolbox Guide Conversion Strategy N o t

HR Data Transfer Toolbox Guide

Conversion Strategy

N o t e Note

Although the infotypes are listed in ascending order of the infotype number, it is not

necessarily the load sequence to be applied.

loads and activities will be discussed later in this chapter.

A recommended sequence of infotype

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.

Important Issues To Be Considered

The following must be considered when preparing and loading employee master data:

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 cross- reference 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 SAP’s 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.

N o t e Note

C a u t i o n Caution

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 Basic Settings Maintain Number Range Intervals For Personnel Numbers.

The IMG path to determine number range defaults (feature NUMKR) is:

4 Personnel Management Personnel Administration Basic Settings Determine Defaults For Number Ranges.

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

BEST PRACTICES FOR mySAP HR USA HR Data Transfer Toolbox Guide Conversion Strategy into the

BEST PRACTICES FOR mySAP HR USA

BEST PRACTICES FOR mySAP HR USA HR Data Transfer Toolbox Guide Conversion Strategy into the past.

HR Data Transfer Toolbox Guide

Conversion Strategy

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.

rather in the Current Conversion Load with a later date. N o t e In the

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.

N o t e Note

In the Best Practices for mySAP HR USA, all organizational units, jobs and

positions are delivered with validity period from January 1 31 st , 9999.

st

, 1900 to December

Work Schedules Work schedules have to be valid and generated from the earliest hire date of the employees you are entering.

the earliest hire date of the employees you are entering. N o t e In the

Note

In the Best Practices for mySAP HR USA, work schedules are delivered with

validity period from January 1

st

, 1990 to December 31 st , 9999.

Payroll Periods Payroll periods have to be valid and generated from the earliest hire date of the employees you are entering.

the earliest hire date of the employees you are entering. N o t e In the

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 employee’s original hire date.

record may be set to the employee’s original hire date. N o t e For each

Note

For each employee, the begin date of the first Infotype 0002 – Personal Data record will be set to the employee’s 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 employee’s 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.

BEST PRACTICES FOR mySAP HR USA HR Data Transfer Toolbox Guide Conversion Strategy For inactive,

BEST PRACTICES FOR mySAP HR USA

BEST PRACTICES FOR mySAP HR USA HR Data Transfer Toolbox Guide Conversion Strategy For inactive, terminated

HR Data Transfer Toolbox Guide

Conversion Strategy

For inactive, terminated and retired employees, the begin date of each employee record must be set to the first date when employee’s 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 employee’s 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.

BEST PRACTICES FOR mySAP HR USA HR Data Transfer Toolbox Guide Conversion Strategy Payroll (PY)

BEST PRACTICES FOR mySAP HR USA

BEST PRACTICES FOR mySAP HR USA HR Data Transfer Toolbox Guide Conversion Strategy Payroll (PY) SAP

HR Data Transfer Toolbox Guide

Conversion Strategy

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.

Loading Data with ULK9

This schema can be used to transfer either cumulated payroll results or results for each individual pay period, starting from the first period of the current tax year, up to and including the period directly previous to the first SAP accounting period.

To use schema ULK9, you must first fill the following three (3) tables with data from the non-SAP system:

Table T558B –

Pay periods information

Table T558C –

Wage types information

Table T5U8C –

Arrears information (optional)

The purpose and layout of these tables are described below:

Table T558B - Pay periods information

Specify the payroll periods and special payroll runs in table T558B for each personnel number for which results are to be transferred. Please note that aside from regular payroll runs, only bonus accounting is currently supported. The SeqNr field in this table indicates the chronological sequence of payroll runs for the employee.

The entries in table T558B might be as follows:

PerNr

SeqNr

PayTy

PayId

PayDt

PerMo

Pabrj

Pabrp

FpBeg

FpEnd

90000001

1

     

02

2003

06

20030316

20030331

90000002

1

     

02

2003

06

20030316

20030331

90000002

2

A

 

20030331

         

90000003

1

     

02

2003

06

20030316

20030331

90000003

2

A

 

20030331

         
A   20030331           N o t e Please note that when

Note

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 employee’s data, recorded in the Personal Actions (Infotype 0000) and Organizational Assignment (Infotype 0001), and the periods in table T549Q for the employee’s 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.

BEST PRACTICES FOR mySAP HR USA HR Data Transfer Toolbox Guide Conversion Strategy Table T558C

BEST PRACTICES FOR mySAP HR USA

BEST PRACTICES FOR mySAP HR USA HR Data Transfer Toolbox Guide Conversion Strategy Table T558C -

HR Data Transfer Toolbox Guide

Conversion Strategy

Table T558C - Wage types information

For each employee’s payroll period defined in table T558B, enter the wage types to be transferred in table T558C. The PerNr and SeqNr fields are the keys which link table T588B and T588C. The field KeyDate is used to assign the split indicators to the wage types belonging to the same payroll run (WPBP splits and country-specific splits). If this field is blank, the system positions itself on the last split period. The field Molga must be set to “10”, and is checked by program RPCALCU0 during the payroll run.

The entries in table T558C might be as follows:

PerNr

SeqNr

Molga

Lgart

KeyDate

Betpe

Anzhl

Betrg

90000001

 

1 10

/101

20030331

   

1,274.80

90000001

 

1 10

/102

20030331

   

1,274.80

90000001

 

1 10

/401

20030331

   

164.84

90000001

 

1 10

/403

20030331

   

79.04

90000001

 

1 10

/404

20030331

   

79.04

90000001

 

1 10

/559

20030331

   

1030.92

90000001

 

1 10

1003

20030331

   

1,274.80

Table T5U8C - Arrears information (optional)

If arrears information is to be transferred, table T5U8C must also be filled, in addition to the T558B and T558C tables.

For each employee’s payroll period defined in table T558B, enter the arrears data to be transferred in table T5U8C. The PerNr and SeqNr fields link table T558B and T5U8C. The TblTy field must be set to A”. For arrears records, the Taxau, and KeyDate fields are ignored.

The entries in table T5U8C might be as follows:

PerNr

SeqNr

TblTy

Molga

Lgart

Taxau

KeyDate

Betpe

Anzhl

Betrg

90000001

 

1 10

T

 

/401

FED

20030331

   

124.84

90000001

 

1 10

T

 

/401

CA

20030331

   

40.00

90000001

 

1 10

A

 

2208

 

20030331

   

200.00-

After running the schema ULK9, for each employee’s 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.

Important Issues To Be Considered

The following must be considered when preparing and loading old payroll results:

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.

Relevant Payroll Master Data

Master data must exist for the personnel numbers for which payroll results are being transferred. This includes infotypes 0000, 0001, 0002, 0003, 0207 and 0210.

BEST PRACTICES FOR mySAP HR USA HR Data Transfer Toolbox Guide Conversion Strategy For infotype

BEST PRACTICES FOR mySAP HR USA

BEST PRACTICES FOR mySAP HR USA HR Data Transfer Toolbox Guide Conversion Strategy For infotype 0003,

HR Data Transfer Toolbox Guide

Conversion Strategy

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.

Previous SAP Payroll Results

It is important that the employees have no prior payroll results existing in the SAP system. The standard SAP report, RPUDEL20, can be used to delete unwanted payroll results in cluster RU and prepare the cluster for data conversion.

Customized Infotype Loads

The data transfer programs included in the Data Transfer Toolbox are intended to facilitate the loads of common infotypes in the Organizational Management and Personnel Administration components. In the SAP HR System, these infotypes are delivered with the SAP standard procedure and user-interface settings. Customized data transfer programs may be required for companies with complex configuration issues or for loading of infotypes that are not included in the toolbox.

Batch-input enhancement, ZBPHR_ZHRDTT00, is provided in the Data Transfer Toolbox to allow modification of the infotype screen and field data.

The customer-function EXIT_ZBPHR_ZDTT_USER_EXIT_001 allows you to add your own batch-input values when creating or changing the Personnel Planning infotypes.

The customer-function EXIT_ZBPHR_ZDTT_USER_EXIT_002 allows you to add your own batch-input values when creating or changing the Personnel Administration infotypes.

For more complex configuration, the delivered data transfer programs and their corresponding Microsoft Excel templates can be modified to meet your specific data conversion requirements. The following programs are delivered as part of the Data Transfer Toolbox:

Organizational Management:

ZBPHR_ZHDXnnnn (nnnn = infotype number)

Personnel Administration:

ZBPHR_ZPDXnnnn (nnnn = infotype number)

Administration: ZBPHR_ZPDXnnnn (nnnn = infotype number) C a u t i o n Once any of

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:

ZBPHR_ZHDXnnnn (nnnn = infotype number)

Personnel Administration:

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.

BEST PRACTICES FOR mySAP HR USA HR Data Transfer Toolbox Guide Conversion Strategy Please refer

BEST PRACTICES FOR mySAP HR USA

BEST PRACTICES FOR mySAP HR USA HR Data Transfer Toolbox Guide Conversion Strategy Please refer to

HR Data Transfer Toolbox Guide

Conversion Strategy

Please refer to the section “Developing Custom Data Transfer Programs” in Chapter 6 for step-by-step instructions.

Programs” in Chapter 6 for step-by-step instructions. N o t e Customers are responsible for maintaining

Note

Customers are responsible for maintaining and supporting custom load programs as they will not be supported by SAP.

Converting of Historical Data

Historical data refers to data that is not currently in use but that you want to store so that it is accessible in the future. There are three different types of data in an SAP HR System:

Customizing data Used to control the business process. For example: it determines the way you can release and process a payroll area or defines business rules for determining hours worked. For this type of data, historical information does not need to be loaded.

Master data This data is required for actually operating your business. For example: the employee’s basic pay and time data for payroll processing. Here, depending on your business requirements, you must determine whether current data is sufficient or you need to load historical data. For example: In some collective agreements, it could state that once a person has belonged to a pay scale group/level for two years, he/she should be moved into one pay scale group/level higher. In this case, you need to load the employees’ previous two years pay scale groups/levels.

Documents/transaction data This data results in the actual operating of your business. For example: employee remuneration information after each payroll processing.

The first question that should arise when you decide on what to transfer from your legacy system is: Why do I want to transfer this data and which other instruments do I have to fulfill this need? Instead of just transferring all the data, consider the following options:

Print out lists of the data or using microfiche This would allow for the data to be archived on a hard copy, yet still makes it available for later research.

Use the legacy system for historical reporting Keep the historical data in the legacy system and then use the legacy system when you need to access this information. For example: you may want to leave all previous employees’ records of employment in the legacy system for Human Resources and Development USA (HRDC) reporting purposes, until they are no longer required.

Use the SAP Information Systems Refer to the SAP standard documentation for details on this topic.

Use alternative business objects Think about why you want to transfer specific document /transaction data into the SAP System. Sometimes there is alternative master data.

Sequence of Data Loads and Activities

It is important to consider and plan out the order in which the data to be loaded into the system. This is required since there are certain data must exist in the SAP HR System to ensure the successful loading of subsequent data. For example: Planned Working Time (Infotype 0007) must be imported before the Basic Pay (Infotype 0008) because the target number of hours for the monthly work schedule is used in the Basic Pay infotype.

BEST PRACTICES FOR mySAP HR USA HR Data Transfer Toolbox Guide Conversion Strategy N o

BEST PRACTICES FOR mySAP HR USA

BEST PRACTICES FOR mySAP HR USA HR Data Transfer Toolbox Guide Conversion Strategy N o t

HR Data Transfer Toolbox Guide

Conversion Strategy

Note

Defining sequence of infotype loads is part of the toolbox’s 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:

With OM and PA Integration

Objects (Infotype 1000)

Relationships (Infotype 1001)

Run report RHFREE00 to perform structural validation of unrelated objects. This report displays all objects that have no relationships. Other reporting tools are also available from the toolbox menu.

N o t e Note

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.

Without OM and PA Integration

This load is required only if you want to assign employees to positions, jobs and/or organizational units; and these organizational objects are not administered in OM. Do not perform this load if your organizational plans are to be transferred via the Organizational Data – With OM and PA Integration load.

Organizational Units (Table T527X)

Jobs (Table T513/T513S)

Positions (Table T528B/T528T)

Jobs (Table T513/T513S) Positions (Table T528B/T528T) C a u t i o n This load action

Caution

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.

Personnel Administration (PA)

All Personnel Administration (PA) infotypes must be loaded prior to the Payroll Result (PY) load. The following sequence for infotype loads is suggested:

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)

(Infotype 0006) Family Member/Dependents (Infotype 0021) C a u t i o n Prior to performing

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 “.”

BEST PRACTICES FOR mySAP HR USA HR Data Transfer Toolbox Guide Conversion Strategy Set the

BEST PRACTICES FOR mySAP HR USA

BEST PRACTICES FOR mySAP HR USA HR Data Transfer Toolbox Guide Conversion Strategy Set the payroll

HR Data Transfer Toolbox Guide

Conversion Strategy

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.

N o t e 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

C a u t i o n 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.

Deductions and Limits

Recurring Payments/Deductions (Infotype 0014) Additional Payments (Infotype 0015) Deduction Limits (Infotype 0165)

Payments (Infotype 0015) Deduction Limits (Infotype 0165) Garnishments Garnishment Document (Infotype 0194)
Payments (Infotype 0015) Deduction Limits (Infotype 0165) Garnishments Garnishment Document (Infotype 0194)

Garnishments

0015) Deduction Limits (Infotype 0165) Garnishments Garnishment Document (Infotype 0194) Garnishment Order

Garnishment Document (Infotype 0194) Garnishment Order (Infotype 0195)

Deduction Limits (Infotype 0165) Garnishments Garnishment Document (Infotype 0194) Garnishment Order (Infotype 0195)
BEST PRACTICES FOR mySAP HR USA HR Data Transfer Toolbox Guide Conversion Strategy Work Contracts

BEST PRACTICES FOR mySAP HR USA

BEST PRACTICES FOR mySAP HR USA HR Data Transfer Toolbox Guide Conversion Strategy Work Contracts Contract

HR Data Transfer Toolbox Guide

Conversion Strategy

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

Privileges (Infotype 0017) Other additional infotypes N o t e A wide variety of standard SAP

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.

Payroll Result (PY)

Loading of old payroll results should only be performed after successful completion of the Personnel Administration (PA) data loads and the completion of the integration between OM and PA. The sequence for this load is as follows:

Load Payroll Period

(Table T558B) -

Mandatory for ULK9

Load Wage Types

(Table T558C) -

Mandatory for ULK9

Load Wage Types

(Table T5U8C) -

Mandatory for ULK9

Reset of Payroll Status (Infotype 0003) for all employees.

Run RPCALCU0 with schema ULK9.

Validate loaded payroll results via report RPCLSTRU.

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.