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Employee Self-Services Configuration - Address Book

by Amy Thistle

May 10, 2011

This SAP HCM tip comes courtesy of Martin Gillet, Cogilius bvba, who will be speaking at our upcoming HR 2011 events, 7 – 9 June, in Amsterdam and who is the author of the book “Configuring and Customizing Employee and Manager Self-Services in SAP® ERP HCM”.

In Chapter 5 of his book Martin dives into the core configuration of the self-services. Where relevant and available, and provides some personal project experience, SAP Notes, and pitfalls/known issues. We will take a look at the Address Book.

Address Book: Who’s Who

Most customers already have phone directories stored in different places, perhaps external to SAP.  But did you know that SAP provides a standard phone directory known as Who’s Who?

This Who’s Who service enables two functionalities:
-Search employees
-Change our own data

 This self-service provides consolidated data from several InfoTypes:
- InfoType 0105—Communication, for example, the email address (subtype 0010)
- InfoType 0032—Internal Data
- Organizational structure data

This self-service provides an easy way to identify, for example, the superior of a colleague, find contact details such as telephone num ber, email address, car license plate, or add a face (a picture) to a name.

The following configuration steps help you set up the Who’s Who self-service.
Selection and Output

The fields provided in the SAP NetWeaver Portal screen are handled through an InfoSet. This configuration step enables you to select the selection and output fields. Assess whether the standard InfoSets are meeting the requirements; otherwise, adjust the configuration where necessary.

Although configuration is quite easy, some limitations do apply. Note that text fields cannot be used for data selection (with the exception of the fields Organizational Unit, Position Name, and Job Name).

Each country (also known as Molga) has its own configuration. This allows extra flexibility for national legal requirements, for example

Although part of the standard SAP reporting option, known as the SAP Queries, let’s introduce some background information on the standard InfoSet /SAPQUERY/ HR_XX_PA_ESS , which is used by default when dealing with the self-service Who’s Who. XX stands for the country number.

This InfoSet is contained in the standard cross-client global query area. It contains standard default fields for the selection and the output.

You can easily copy this standard InfoSet /SAPQUERY/HR_XX_PA_ESS into a customer Z _CUSTOMER_HR_01_PA_ESS.

To do so, follow these steps:

1. Go to Transaction SQ02—SAP Query: Maintain InfoSet.

2. Verify that you are in the Global Query Area. (This area is delivered by SAP and should not be touched because it is cross client.)

3. From the menu, go to Environment • Query Area. Verify that you are in the Global Query Area.

4. Copy the standard InfoSet /SAPQUERY/HR_XX_PA_ESS from the Global Query area (cross clients) to the standard area (client specific). Use the icon X, which calls the program RSAQR3TR.

5. Select Copy Global Area to Standard Area. Remove the test run.

6. Select Transport Infosets with import option Replace. Provide the standard original name, “/SAPQUERY/HR_XX_PA_ESS,” and the destination name, “Z_CUSTOMER_HR_01_PA_ESS.”

7. From the Standard Area (client specific), choose the customer InfoSet Z_CUSTOMER_HR_01_PA_ESS. Edit the content where relevant. Save and generate.

8. Adjust the configuration by replacing the standard InfoSet /SAPQUERY/HR_XX_PA_ESS with customer “Z_CUSTOMER_HR_01_PA_ESS.”

Determine the Document Type

Assuming that you have already set up the availability of the employee’s photo throughout the SAP system, you can also enable the photo for the Who’s Who service.

This step is used to determine the document type if you want to display the employee photo, which is optional.

Maintain Settings

Additional settings are provided to narrow the options enabled for the end user. These settings are similar to what was available in the ITS service PZ50 Who’s Who. It consists of configuration options enabled by a tick box. If you need to disable them, simply untick the relevant box.

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