HCM COURSE 1

BSNL

USER MANUAL: APPOINMENT

Version:1.0

28/07/2010

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HCM COURSE 1 Table of ContentsI. SAP Basics 4

A. SAP Icon on Monitor…............................................................................................................................5

B. Log On Window…...................................................................................................................................5

C. Logging on to System.............................................................................................................................6

D. Access further links................................................................................................................................6

E. Layout of SAP Easy Access Screen..........................................................................................................7

F. Menu Bar on SAP Window…..................................................................................................................8

G. Field Help: F1 and F4..............................................................................................................................9

II. SAP HCM Basics 10

A. Key Definitions.....................................................................................................................................11

i. Infotypes:........................................................................................................................................11

ii. Subtypes:........................................................................................................................................11

iii. Personnel Action:..........................................................................................................................11

iv. Infogroup:....................................................................................................................................12

v. Transaction Code..........................................................................................................................12

vi. Personnel File:...........................................................................................................................12

B. IMPT. PA Transaction Codes.................................................................................................................13

C. IMPT. PA Infotypes...............................................................................................................................13

D. Creation of Master Data.......................................................................................................................14

E. Maintenance of Master Data...............................................................................................................15

F. Processing HR Master Data..................................................................................................................16

G. Display of Master Data.........................................................................................................................17

H. INFOTYPE SCREENS..............................................................................................................................18

i. Actions Infotype (IT0000).............................................................................................................18

ii. Organizational Assignment Infotype(IT0001)............................................................................19

iii. Personal Data Infotype(IT0002)..................................................................................................20

iv. Challenge Infotype (IT0004).....................................................................................................21

v. Address Infotype (IT0006)............................................................................................................22

vi. Planned Working Time (IT0007)..............................................................................................23

vii. Basic Pay Infotype (IT0008).....................................................................................................24

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viii. Bank Details Infotype (IT0009)................................................................................................25

ix. Contract Elements Infotype (IT0016)......................................................................................26

x. Travel Privileges (IT0017)............................................................................................................27

xi. Monitoring of Tasks Infotype (IT0019)....................................................................................28

xii. Family Member/Dependents (IT0021)....................................................................................29

xiii. Education Infotype (IT0022).....................................................................................................30

xiv. Other/Previous Employers Infotype (IT0023)........................................................................31

xv. Appraisal Infotype (IT0025)......................................................................................................32

xvi. Internal Medical Service (IT0028)...........................................................................................33

xvii. Date Specifications (IT0041)....................................................................................................34

xviii. Additional Personal Data Infotype (IT0077)...........................................................................35

xix. Communication Infotype (IT0105)...........................................................................................36

xx. Personal IDs Infotype (IT0185)................................................................................................37

xxi. External Organizations Infotype (IT0219)...............................................................................38

xxii. Nominations Infotype (IT0291)................................................................................................39

xxiii. Documents on Dependents (IT0703)......................................................................................39

xxiv. Discipline Infotype (IT0743)..................................................................................................40

xxv. HR Letters Infotype (IT0906)...................................................................................................41

xxvi. Transfer Order Infotype (IT9000).........................................................................................42

III. Appointment Process 43

IV. Generating Appointment Letter 62

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HCM COURSE 1

I. SAP Basics

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A. SAP Icon on Monitor….

B. Log On Window…

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HCM COURSE 1 C. Logging on to System.....

The asterisks in the password box cannot be deleted just overwrite in the box.

D. Access further links.....

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HCM COURSE 1 E. Layout of SAP Easy Access Screen

Messages appear in the status bar.

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HCM COURSE 1 F. Menu Bar on SAP Window…

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HCM COURSE 1 G. Field Help: F1 and F4.....

i. F1 Help • The F1 key to display an explanation of fields, menus, function and messages.

• The F1 help also displays technical information on the relevant field.

ii. F4 Help

• The F4 key to display possible input values.

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II. SAP HCM Basics

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A. Key Definitions

i. Infotypes: Infotypes are used to group related data fields together. They provide information with a structure, facilitate data entry, and enable you to store data for specific periods. Infotypes are identified by a four digit code followed by IT (acronym for INFOTYPE).Example: IT0002 is the Personal Data infotype used for storing personal details of an employee

ii. Subtypes: Subtypes are subdivisions or special variants of infotypes.

Example: Infotype for Address IT0021 has different subtypes for different Family/Related Person that can be stored.

iii. Personnel Action: Any activity carried out on an employee (personnel) such as - hiring, promotion, change of pay, termination etc is called a Personnel Action. In SAP, each action is performed as a combination of edits to several individual infotypes. The transaction for executing Personnel Actions is PA40.

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Example: Hiring, Promotion

iv. Infogroup: The sequence of infotypes associated with Personnel Action

v. Transaction Code: A transaction code (T Code) is a command that tells the system location of a task. Each SAP screen has a unique transaction code. A transaction code may contain only letters such as SPRO or a combination of letters and numbers such as PA30 Example: T Code for Display of Personnel Data-PA20

vi. Personnel File: All the infotypes maintained for an employee can be viewed in a Personnel File

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B. IMPT. PA Transaction CodesT. Code ApplicalibiltyPA40 Execute a Personnel Action:Eg Hiring

PA30Maintain Master Data: Eg Update Telephone # of Employee in IT 0105

PA20Display Master Data: Eg Display the shift of an employee in IT0007

PA10 Display Personnel File of EmployeePA41 Change Hiring/Leaving Date of EmployeeSM30 Displaying/Maintaining tables SE38 Executing Reports

C. IMPT. PA InfotypesEvery Infotype has a start date and end date which specifies the validity of the data

By default at the time of Hiring the start date is taken as the date of Hiring for Infotypes created then. Any change in start date if required can be however be made. The end date is taken as 31.12.999 and when details are changed the data is delimited and the end date of previous or old record is set to one day before the start of validity of new record.

INFOTYPE INFOTYPE Text

0000 Actions

0001 Organizational Assignment

0002 Personal Data

0004 Challenge

0006 Address

0007 Planned Working Time0008 Basic Pay 0009 Bank Details0016 Contract Elements 0017 Travel Privileges0019 Monitoring of Tasks 0021 Family Member/Dependents0022 Education0023 Previous Employers0025 Appraisal0028 Internal Medical Service0041 Date specifications 0077 Additional Personal Data 0105 Communication0185 Personal IDs

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0219 External Organizations0591 Nominations 0703 Documents on Dependants 0743 Discipline0906 HR Letters9000 Transfer Order

D. Creation of Master Data for newly appointed personMaster Data can be maintained using T Code PA40 through execution of Personnel Actions

Specify the date on which the appointment Action is to be executed

Select the Personnel Action appointment

Press Execute button or press F8

Update the sequence of infotypes that appear

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Select the Personnel Action Appointment

Enter the Date from which the appointment is to be done

HCM COURSE 1 E. Maintenance of Master Data

Master Data can be maintained using T Code PA30.

The below mentioned OPERATIONS can be performed while maintaining master data by clicking on the relevant icon:

Create a new create

Change an existing record

Display an existing record

Copy an existing record

Delimit an existing record

Delete an existing record

Display an overview of all information maintained

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Enter the Personnel No. of Employee whose master data is to be maintained

Enter the four digits Infotype that needs to be maintained

Select the relevant period for which data needs to be Created/maintained/Displayed

Enter the Subtype if required

HCM COURSE 1 F. Processing HR Master Data

You can change existing infotype records and create new infotype records for employees. The SAP system uses this data to create a history of all the changes and developments pertaining to an employee during the period that the employee works at a company.

Create infotype record

The Create function allows you to enter new data. A new record is created while retaining the old record. The infotype history is generated by defining the validity periods.

Change infotype record

The Change function enables you to correct an existing infotype record without creating a new one. You overwrite the old one. When an infotype record is changed, its history is not updated.

Delete infotype record

The Delete function enables you to delete existing infotype records from the database. If you delete infotype records with time constraint 1, the previous record is automatically extended. An infotype history is created using the definition of the validity period.

Copy an infotype record

The Copy function also creates new infotype records. It also updates the infotype history. Unlike the Create function, you do not enter data on an empty screen, but on a screen containing the current data. You can then overwrite these values.

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HCM COURSE 1 G. Display of Master Data

Master Data can be maintained using T Code PA20.

The below mentioned OPERATIONS can be performed while maintaining master data by clicking on the relevant icon:

Display an existing record

Display an overview of all information maintained

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Enter the Personnel No. of Employee whose master data is to

be displayed

Enter the four digits Infotype that needs to be displayed

Select the relevant period for which data needs to be displayed

Enter the Subtype if required

HCM COURSE 1 H. INFOTYPE SCREENS

i. Actions Infotype (IT0000)

Employee life cycle events; provides an overview of employee history. Infotypes aregrouped based on events that occur in an employee’s lifecycle, such as New Hire,Separation, Promotion, Leaves of Absence, and so forth.

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Select the Reason for

Action

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ii. Organizational Assignment Infotype(IT0001)

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This infotype contains detailed information about an employee’s position in the organization, including the position number, personnel area, personnel subarea, business area, payroll area, employee group and employee subgroup. Organizational Infotype IT0001 stores data that incorporates the employee into the organizational structure and personnel structure. Stores data about the organizational unit to which the employee belongs, including the position assigned to the employee and the job from which the position was created.

iii. Personal Data Infotype(IT0002)

In the Personal Data infotype (0002), you enter the employee’s name and birth data. You can add information on his or her marital status and religion, if necessary

Information on the mother tongue and any identification marks may also be updated in IT0002

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Enter the Personnel Subarea to which Employee belongs

Enter the Payroll Area to which employee belongs

Enter the Work Area of the Employee from the drop down maintained

Enter the start date

Mention the Title, Last name and First name

Mention the Gender, Date of Birth, Birthplace, Marital Status, Religion , Nationality

Mention the Mother Tongue and Identification marks

HCM COURSE 1 iv. Create Cadre detail

v. Challenge Infotype (IT0004)

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This infotype is used if an employee is physically challenged.

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Select the Challenge group, degree of challenge and type of Callenge from drop down list

Maintain the start date of the infotype

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vi. Address Infotype (IT0006)

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Maintain the address details of the Employee after selecting the relevant subtype of the address.

Maintain the start date of the relevant subtype of address

HCM COURSE 1 The address details of the employee are maintained in this Infotype.IT has various subtypes as mentioned above.

The various addresses maintained in the sytem at different times can be viewed by clicking on the

overview button

vii. Planned Working Time (IT0007)

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Maintain the start date of the Infotype

Select the relevant Time Management Status from the drop down list

The Working Time Details are maintained in this section

HCM COURSE 1 The planned Working Time Infotype stores the work schedule rule for employees. Details of this infotype are created in Time Management and include the employee’s position, hours per day, weekly hours, and yearly hours.

viii. Basic Pay Infotype (IT0008)

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The Pay scale details of the employee is maintained here

The different wage types under which payment is to be made to employee is maintained here

HCM COURSE 1 Pay information based on the employee’s position, such as annual salary, monthly salary, and hourly pay. ix . Create Travel Privileges

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HCM COURSE 1 ix. Contract Elements Infotype (IT0016)

i. Monitoring of Tasks Infotype (IT0019)

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Probation Appointment Probation PromotionProbation Extension

30 DAYS60 DAYS1 MONTH2 MONTH

Days WeeksMonthsYears

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Monitoring of Tasks (also referred to as date reminder) Infotype is used to record Dates associated with specific requirements or activities.There are various subtypes as below:

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Select the Task Type and mention the Date of Task

E.G: Expiry of Probation

Maintain details regarding reminder date and follow up time for Task

HCM COURSE 1

ii. Family Member/Dependents (IT0021)

Information about the employee’s family members is stored in this infotype. This will be used in the Benefits Module for designation of dependents and or beneficiaries.The various subtypes are ass below:

SpouseChildLegal dependentTestatorGuardianStepchildRelated persons

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Maintain details of Family Member like-Name, Gender, DOB, Nationality etc.

HCM COURSE 1 iii. Education Infotype (IT0022)

Educational establishments that an employee has attended, including dates of attendance and level completed; also contains certificates that are not required for a position

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Update details regarding Education of Employee by selecting the relevant education type.

Update details like Educational Establishment, Institute Location, duration of course, final grade etc

HCM COURSE 1

iv. Other/Previous Employers Infotype (IT0023)

This infotype enables you to record an individual’s employment history.

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Update details of previous employer of employee.

Details like Employer, City, Industry, Job and type of contract the employee had a maintained here.

HCM COURSE 1

Employees’ performance appraisals are stored in the Appraisals (0025) infotype

Appraisal: In the Appraisal field, enter the points value for each appraisal criterion

Appraisal Attributes: Enter the appraiser’s name here and the date of the appraisal. In addition, you can indicate whether the performance appraisal should affect the relevant employee’s salary and whether the employee has been notified of the appraisal.

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Details of criteria on which appraisal is done are maintained in this section.

HCM COURSE 1

v. Internal Medical Service (IT0028)

In the infotype Internal Medical Service (0028) you can enter the results and data referring to an employee’s medical examination.

The internal medical service has been divided into different examination types. A subtype is used for each examination type. The standard SAP system contains the following examination types:

Subtype 0001: General data

Subtype 0002: Habits

Subtype 0003: Dermatological examination

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Maintain details on Examination result like examination result, Diagnosis, Examination date etc.

Details of the examination conducted are maintained in this section.

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Subtype 0004: Reproductive organs and urinalysis

vi. Date Specifications (IT0041)

You can record the following information in the Date Specifications infotype (0041): The Date type specifies the type of information.

A concrete Date type (specified by the user) is used in a series of reports, for example to evaluate an entry date that cannot be derived from the organizational assignment history but which is stored in the infotype Date Specifications (0041).

This infotype can be used in payroll as well as for the leave program.

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Important date specifications are maintained in this section

HCM COURSE 1

vii. Additional Personal Data Infotype (IT0077)

Infotype 0077, Additional Personal Data, stores personal information that is not stored in the other master data infotypes.

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Additional Personal Details like Ethnic Origin and Military Status can be maintained here if desired

HCM COURSE 1 This infotype contains information that is confidential, and should only be accessed by a select few employees

The field for ethnic origin is required. It is used mostly for EEO regulatory reporting that is required by the government The field Military Status stores the military information of the employee.

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HCM COURSE 1 viii. Communication Infotype (IT0105)

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Maintain Communication details of the employee like System user ID , E-mail Id Mobile No. etc.

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Identification regarding the various forms of employee communication is maintained in the infotype.

Employees’ communication IDs are stored in the infotype Communication (0105).

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HCM COURSE 1 ix. Personal IDs Infotype (IT0185)

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Important details regarding the IDs of the employee is maintained here like PAN No.,Gratuity ID etc.

HCM COURSE 1

DOT

Other PSU

Others

In the infotype External organization (Infotype 0219) you enter the details of an external organization. This infotype is used for recording details of the External Organization while executing Deputation Out Process.

Every record must have a validity period.

Each record is identified by an organization type and an organization description. These are read by the plans which have these organizations allocated as beneficiaries.

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Details regarding External Organization in case of Deputation Out are maintained here like Organization Type (DOT/Other PSU/Others) and organization name is maintained here

The address details of the External Organization are maintained here to which an employee is going through Deputation-out Process

The End date of Deputation and three further extensions along with the relevant dates are maintained in this section

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x. Nominations Infotype (IT0291)

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Details of the nominees for different benefits is maintained here in case of employee’s death

HCM COURSE 1 xi. Documents on Dependents (IT0703)

xii. Discipline Infotype (IT0743)

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Details regarding the Offences committed and the

Disciplinary action taken against the Employee is

maintained here

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xiii. HR Letters Infotype (IT0906)

This Infotype is used to generate the HR letter. HR Letters can be generated for various actions by selecting the appropriate subtype and by specifying the start date and end date. It is also required to mention the authorized signatory.

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SubType:

xiv. Transfer Order Infotype (IT9000)

This Infotype is used to carry out the Transfer Order

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The Ref Transfer Order No will be automatically populated here. This value comes from the value we created as Ref Transfer Order No through Transaction Code ZHR_BULK_TRANS.

The Transfer From and Transfer To fields also get populated from the values that were created through the T.Code ZHR_BULK_TRANS. “Transfer to” and “Transfer from” will automatically be populated from the ZHR_BULK_TRANS. “Transfer to” can be edited.

III. Appointment Process

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a) Log into the system using your SAP User ID and Password.

b) In the SAP Easy Access screen in the Command Task enter PA40and press Enter.

c) Following Screen appears.

Select ‘Appointment’ from Personnel Actions list.

Click on Execute

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d) Screen for Infotype 0000(Action) will appear.

Specify the date of Appointment in ‘Start’ field and choose ‘Reason for Action’ from the drop down list (Press F4). Define Personnel area, Employee group and Employee subgroup.

Click on to save

System will automatically generate Personnel Number.

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e) Screen for Infotype 0002(Personal Data) will appear.

Maintain all the required personal details of the employee viz. First name. Last name, Gender, Date of Birth etc.

f) Screen for Infotype 0001(Create Organizational Assignment) will appear.

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Specify Start date, Personal subarea, Work Area and press Enter.

Click on to save g) The following sceen would appear for assigning organisational assignment.

Here the position assignment, or organisation unit assignment or No assignment can be specified. After entering the details click on Continue , or if you don’t want to maintain this assignment click on Cancle assignment

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h) Screen for Infotype 9007 (Create Seniority Details) will appear.

Specify Cadre Type, Cadre, Parent Circle, Parent SSA, Immediate Senior, Year of entry in Grade and Mode of Entry.If the person is senior most in the cadre then option of immediate senior will not be available.

Click on to save

i) Screen for Infotype 0004 (Challenge) will appear.

Maintain the challenge data and Click on Save if required or else click on to Next

Record

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j) A List of subtype for Address will appear.

Click on to the required type and press Enter.Screen for Infotype 0006(Address) will appear.

Maintain the required field

Click on to save

k) Screen for Infotype 0007(Planned working Time) will appear.

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HCM COURSE 1 Specify Data and Work schedule rule. The work schedule rule determines which period work schedule (The period work schedule defines an employee's working hours for a specific period) is used to set up the work schedule, and the day of the period as of which it applies.

If the Employment is Part-time then tick on to Part-time employee check box or else leave it bank.

Click on to save

l) Screen for Infotype 0017(Travel Privilege) will appear.

This Infotype is used to maintain details related to travel privileges for a particular employee.

Following details can be entered:RGrp M/A Statutory: Identifies a reimbursement group for meals/accommodations for which the same statutory or pay scale trip provisions for meals and accommodations are valid.RGrp M/A Enterprise: Identifies a reimbursement group for meals/accommodations for which the same enterprise-specific trip provisions for meals and accommodations are valid.

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HCM COURSE 1 EE Grp Expense Type: An employee grouping for trip expense type is a classification of employees for whom these trip expense types are permissible.EE Group Travel Mgt: An employee grouping for Business Trip Management is a classification of employees designed to fulfill the purposes of Business Trip Management.

Other details like A reimbursement group is a grouping of employees for which the same trip provisions apply, vehicle Type, Vehicle Class, Company Code, Business Area, Cost center, Funds Center, Funds, Grants and Functional Area.

Click on to save

m) Screen for Infotype 0016(Contract Elements) will appear.

This Infotype is required to maintain Probation period and Notice period details.

Click on to save

n) Screen for Infotype 0019(Monitoring of Task) will appear.

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Tasks are subdivided by subject matter.Enter the date on which the task occurs in Date of Task field.

Click on to save

o) List of subtype for Infotype 0021(Family member/dependents) will appear.

Click on to the required subtype and press Enter.Following screen will appear.

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It can also be specified if the family member/ dependent is eligible for Medical, Eligible for LTC.Certain fields like for e.g. “Spouse Working” etc would be available based on the sub type selected. Enter the data in required field.

Click on to save p) A List of subtype for Infotype 0022(Education) will appear.

Click on to the required subtype and press Enter.Following screen will appear.

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In this Infotype employee‘s education details are stored.

Define the Start and Completion date of the particular education in ‘Start’ field.

Click on to save

q) The following screen for the Infotype 0023(Create other/Previous Employers) will appear.

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Maintain the information of the previous Company where Employee has worked with the tenure of employment (if any).

Click on to save

r) A List of subtype for Infotype 0022(Education) will appear.

Click on to the required subtype and press Enter. The following screen for the Infotype 0028(Internal Medical Service) will appear.

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All the information regarding Medical Examinations of the Employee is stored.Enter the date on which the medical examination took place in Examination date field.Maintain the record in the required field.

Click on to save

s) The following screen for the Infotype 0041(Change date specification) will appear.

Changes in particular dates will be stored in this Infotype. Dates for Appointment and Absorption will be reflected in this Infotype.

Click on to save

t) The following screen for the Infotype 0077(Additional Personal Data) will appear.

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Specify whether employee comes under General/OBC cream layer/OBC non cream layer/SC/ST.

Click on to save

u) Select the type of communication from the list.

Screen for Infotype 0105(Communication) will appear. You can maintain various communication details like Mobile No., E-mail id etc. Can be maintained.

Fill in the ID/number.

Click on to save

v) Select the type of IDs from the list.

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Screen for Infotype 0185(Personal IDs) will appear. Various ID details like PAN No. etc can be maintained using this infotype.

Specify the ID No.

Click on to save

w) A list of the subtypes for nomination will appear. Nomination for various benefit scheme can be maintained in this infotype.Click on to the required subtype.

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The following screen will appear.

Click on to save

X) Screen for Infotype 0374 (General Eligibility) will appear.

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Select Eligibility Type Field and press F4, A list for subtypes of General Eligibility (0374) will appear.

Select Document checklist(Appointment) and click on create Following screen will appear.

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Tick on the required check box and Click on Execute

XI) The following screen for HR letters would appear: This infotype is used to generate reference no. which would be used to generate letter. Over here we use it for generating appointment letter.It is required that Authorized Signatory is maintained.

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Click on save. Scroll down and check it the reference order no. has been generated.

The Appointment action is complete.

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IV. Generating Appointment Letter

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HCM COURSE 1 a) On the SAP Easy Access screen, enter Transaction Code: ZPA19_BULK_APP and press enter

b) The following screen would appear:

Appointment period: Enter the same period for which the appointment action was run.As soon as enter is pressed,

In the drop down of “Ref. Order No” that reference no. which was generated when HR Letter infotype was maintained will appear.

In the format drop down select the format of letter.

Click on PREVIEW. The following screen would appear:

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Here we specify the name of the person to who all copy would be sent. Click on OK The following screen would appear:

Output Device and Frontend Printer details should be provided.

Click on Print Preview.

The following letter preview would appear:

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Click on back and the print and reprint option would be activated. Click on Print to take the print out of the letter.

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