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www.SAPHRUnleashed.com

www.SAPHRUnleashed.com

March 2009
Volume #1/Issue #1

Slogan Here

O
ne problem that payroll managers or administrators repeatedly

face (every month or so) while running payroll is the result of

users who have locked the master data of employees. If a user has

locked any number of employees’ master data through maintenance trans-

actions, the payroll driver generates an error and the payroll cannot be exe-

cuted. This error is then followed by the frustrated payroll administrator

placing phone calls or sending emails to those users involved, saying,

“Please unlock the personnel number _____ that you have locked, so that

the payroll can be executed.”

To identify those personnel numbers that have been locked by users,

SAP provides the standard program HFIUCPL0. A number of powerful

options are available in the program, giving the payroll administrator total

control over the master data of their employees. This report program

lets you:

1) view a list of locked personnel numbers, along with the name of

the user who has locked them,

2) send the user(s) an email requesting the release (unlock) of the

given employees,

3) forcefully delete the sessions of the users responsible for the locking.

The report program may be executed via standard transaction

PC00_M44_UCPL.

Alternately, it can be executed via transactions SE38 or SA38 or from

a custom-defined Z transaction. Report program HFIUCPL0 can either

be executed online or scheduled in the background. The latter is particu-

larly useful for companies whose payrolls are set to run at a specific

(planned or set) date and time of each period. Program HFIUCPL0 may

then be scheduled to run before the payroll, and emails may be generated

to notify users that they must unlock any employee records that they have

blocked.

Identify Locked
Personnel Numbers
before Executing
Payroll Runs

Contents

5

Using Variants for

Simplifying Data

Input - A Guide for

SAP HR Users and

Consultants

9

Quickly Access

Complex IMG Paths

via Direct

Transaction Codes

13
Time Evaluation

Made Easy

19

Employee Quick

Search Shortcut

Strings

23

Recording Changes

Made in Personnel

Development

Infotypes

27

Dynamic Actions -

Valuable Tips and

Tricks

Page 2

2 All Rights Reserved March 2009/Volume #1/Issue #1

Let us have a look in detail at these three options available in the

report program.

The selection screen of the program is shown

in figure 1.

You may restrict the program’s selection by

entering suitable values for the fields provided,

such as personnel number, personnel area,

subarea, etc.

The program has three powerful options that

can be chosen by selecting the three radio-button

options shown under Additional Selection in

figure 1.

1
You may simply display a list of all employ-

ees (personnel numbers) that are locked.

The report also displays the employee num-

ber, the user name, and the various user details as

shown in figure 2.

In figure 2, the personnel number 50995 has

been locked by the user STUDENT102.

Figure 1: Selection screen
of program HFIUCPL0

Figure 2: Output of
Program HFIUCPL0
showing personnel
number and user details

2
You may also send an SAP office mail to

the users who have locked the personnel

numbers. In this case, an express message

is sent to the user who has locked the employee(s)

in question, stating that an email has arrived in

their SAP inbox as shown in figure 3.

The email may be viewed in the SBWP transac-

tion, or the user may go there directly by choos-

ing the Inbox button from the express pop-up

shown in figure 3. The text of the email is shown

in figure 4.

www.SAPHRUnleashed.com Indentify Locked Personnel Numbers before Executing Payroll Runs

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14 All Rights Reserved March 2009/Volume #1/Issue #1

The time data is evaluated and the evaluation

results, including additional hours worked by

employees (such as overtime), are stored in the

time clusters. During the Time Evaluation run,

the system generates time wage types for addi-

tional payments (overtime).

After the Time Evaluation program, the Payroll

program is run. The time results stored in clusters

may then be gathered by the Payroll program for

processing employee payments.

This scenario requires customizing of the time

schema and rules, as well as certain configurations

in the IMG.

3
Using Time Evaluation Without Time

Recording: This scenario is midway

between the first two options. In this case,

the Time In and Time Out are not recorded.

Rather, the emphasis is on the hours worked by

an employee.

This is suitable for calculations where actual

time (time in and out) is not important for pay-

ment calculations. In this scenario, the data are

entered (in number of hours) in the infotype

2002 (Attendance). The Time Evaluation pro-

gram is then run using the time schema based on

the standard SAP schema TM04.

Apart from customizing the schema, some con-

figuration entries must be made in order to eval-

uate the time data. The evaluation program calcu-

lates the overtime and other results and stores

them in the time clusters. The payroll is then exe-

cuted .The time results stored in clusters may

then be gathered by the payroll program for pro-

cessing employee payments.

The behavior of the Time Evaluation program,

the schema used for the time data processing, as

well as the underlying configuration required, dif-

fer from the previous scenario.

Your Ad Here.

Email us at [email protected]

www.SAPHRUnleashed.com Time Evaluation Made Easy

Page 15

March 2009/Volume #1/Issue #1 All Rights Reserved 15

Note: Similar to Payroll, Time Evaluation has
schemas which contain rules and operation
pertaining to time calculations. For the Time
Evaluation With Clock Times scenario, SAP pro-
vides the schema TM00. TM04 is the schema
for the Time Evaluation Without Clock Times
scenario.

Note: The time cluster acts as an interface
between the Time Evaluation and the Payroll
program. The Payroll reads the time cluster
results in order to process payments.

Important Terms in
Time Evaluation

Now let us discuss some of the important
terms related to Time Evaluation.

Personnel Subarea Groupings
As with work schedules and other configura-

tion in the Time Management module, Time
Evaluation also allows you to define groupings
based on personnel subarea. This lets you specify
how the time data of employees that lie within a
certain subarea are to be evaluated.

Time Types and Processing Types
i) Time Types
Time types are defined as the basic units used

for denoting time durations (time spans).
However, the most important function of types

is to store the cumulate time balances computed
during the Time Evaluation program run. Within
the definition of a Time type in the IMG, you
may specify whether the balances are cumulate on
a daily or monthly basis.

Note: Prior to defining Time types, you need

to define appropriate personnel subarea

groupings.

Suppose the employees of a particular person-
nel subarea grouping have a planned working
time of 10 hours a day. However, they work for
11 hours each day of a particular month.

A Time type called Compensation Time may
be defined to store the total difference of addi-
tional hours worked by the employees within the
given month.

A few examples of Time types are shown in
Figure 1.

The standard system contains commonly used

Time types. Time types used may differ according

to the type of scenario involved (with clock times

or without clock times). The Time types’ calcula-

tions are specified by the rules contained within

the Time Evaluation schema. In case the standard

Time types are not sufficient, you may create your

own Time types.

Note: New Time types must only be created
when the standard Time types are not enough
to fulfill your requirements.

The maintenance screen of a Time type called

Absence 0020 is shown in Figure 2.

Figure 1:
Some
Time Type
Codes and
Meanings

Time Evaluation Made Easy www.SAPHRUnleashed.com

Code Description

0010 Attendance (generated or accessed from time events infotypes 2011)

0020 Absences (infotype 2001)

0030 Attendance Hours (stored in infotype 2002)

0040 Overtime Hours

0050 Total Hours Worked

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28 All Rights Reserved March 2009/Volume #1/Issue #1

I INS,’9001’,,,(P0001-BEGDA),(P0001-ENDDA)

P (RP50M-FIELD)<(RP50M-FIELD2)

The correct forms are shown below:

I INS,9001,,,(P0001-BEGDA),(P0001-ENDDA)

P RP50M-FIELD<RP50M-FIELD2

3
Apart from syntax errors, semantic errors

must also be avoided. These are logical mis-

takes that will cause the dynamic action to

fail. This is typically true for OR and AND state-

ments.

Let me first clarify what OR statements and

AND statement mean within the variable part of

dynamic actions

• OR. When a number of P statements are

connected via OR, the statement follow-

ing the P statements is executed if any

one of the conditions specified by the P

statement is true.

• AND statement. On the other hand, the

statement followed by P statements

linked via AND will be executed only if

all the P statement conditions hold true.

In plausibility checks (P statements) use the

addition /X at the end of the variable function

part that you want to connect via OR condition.

In case no /X is specified, the statement is con-

sidered as an AND condition. You may use the

OR and AND together in order to create condi-

tions for representing your company’s scenario.

For clarification, let us look at a few examples:

P PSAVE-STAT2=’2’

P T001P-MOLGA=’01’

I …..

W ….

The above statements mean that the system

checks the value of the country grouping and an

employee’s employment status. The I and W

statement are executed if T001P-MOLGA equals

01 and PSAVE-STAT2 is 2.

Let us consider another example. Suppose to

the previous condition you want to add RP50M-

FIELD1. Say you want to trigger the action of

the country grouping MOLGA, 01 or (OR) the

value of RP50M-FIELD1 is equal to 02, and

(AND) the value of PSAVE-STAT2 is equal to 2.

The statements are as follows:

P T001P-MOLGA=’01’/X

P RP50M-FIELD1=’02’/X

P PSAVE-STAT2=’2’

I …..

W ….

The I statement is executed if (T001P-

MOLGA equals 01 or RP50M-FIELD1 equals

02) and PSAVE-STAT2 is equal to 2.

Many consultants generally forget to include

/X from P statements that are to be connected

with OR condition. If they do, the required pur-

pose will not be served. For example, consider

the statements below:

P PSAVE-STAT2=’02’/X

P T001P-MOLGA=’01’

I …………….

In the above case, the second P statement does

not end with /X, so the OR condition is not met

and the AND condition is implied. The I state-

ment is executed when T001P-MOLGA equals

01 and PSAVE-STAT2 is equal to 01.

4
Another example of a common error done

by consultants is omitting the required

(mandatory) field values while writing W

and I statements. This is especially a problem

when the dynamic action has to be run in back-

ground mode. The necessary screen does not pop

up and the necessary action does not take place.

Two examples are:

• The Subtypes values for subtypes are not

provided in case of infotypes that have a

mandatory subtype field.

• In the case of W statements , one or more

mandatory fields have not be specified,

www.SAPHRUnleashed.com Dynamic Actions - Valuable Tips and Tricks

Page 29

March 2009/Volume #1/Issue #1 All Rights Reserved 29

5
Another common syntax error is the incor-

rect placement of commas within the I

statements. In case of I statements, you

have to be careful about the placement and

sequence of commas. The correct format of an I

statement is:

(Operation) , ( Infotype number) , ( Subtype),

( Object ID), ( Start Date) ,( End date)

The above sequence should be strictly followed.

In case a given field value is not provided, a

comma should always be included. Here are a few

examples of valid statements for I statements

I INS,9001,,,(P0001-BEGDA),(P0001-ENDDA)

I COP,0014,,,(P0000-BEGDA),(P0000-ENDDA)

I INS,9002,0012,,,

Dynamic Actions - Valuable Tips and Tricks www.SAPHRUnleashed.com

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