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Core Elements of Personnel Administration component

by Faisal Iqbal

October 31, 2011

Target Audience

If you’re looking for a brief description of Personnel Administration component of SAP HR Solutions, the following piece of writing may help you.

About Personnel Administration

The component supports the core HR function i.e. administration of employees data. All of the administrative tasks you perform as an HR Administrator are supported by the component; you can store employees data, capture the changes thus maintaining the history and evaluate it using flexible reporting options available within the component.

The core element of the core HR module: Infotype

The core element within the component is “Information Type” abbreviated as “Infotype” in SAP Terminology. Each Infotype is basically grouping of related information such as personal data which contains name, date of birth and other personal details. Personnel Administration provides a large set of standard (SAP delivered) infotypes for different purposes with an option to a customer of creating its own Infotypes.

Data Maintenance Options

For an end user / data entry operator, these infotypes are context-sensitive data screens. The user can maintain the information in variety of ways including the following:

  • Creating a fresh record,
  • Modifying an existing record,
  • Creating an additional record,
  • Setting an end date of a r ecord or
  • Completely removing the record.


Certain types of information do not have any gaps which means if such information exist it must be in continuity. While there are other types of information which could have gaps. Yet another type of information just can’t overlap. SAP calls such restrictions as “Time Constraints”.

Scenarios / Procedures: Data Maintenance in sequence

While maintaining such information, there could be different scenarios. Such as when you hire a candidate you’ve to enter different types of information at one time. To simplify the process you can club / group such information. End user can then maintain such information at one time without accessing & maintaining individual infotypes one by one.

Good news is you can configure as many scenarios as you like, the bad news is the user has to maintain the information, in this case, in sequence :)

Data Maintenance of single records

You can also maintain the information individually in cases when a change for an employee in a particular record is required. The entry is easy;

  • Enter the employee number,
  • Choose the Information type or Infotype,
  • Select the maintenance option (Create, Change, Delimit or Delete) and
  • Maintain the information.

To view an already maintained information, you can either display single record or you can take an overview of all the records for that particular information type.

Sub-division of Information Types

You might be wondering how to maintain an Information Type if it has further sub-division. Well, the PA sub-divides the Infotypes in subtypes. You may have an address with same parameters from House Number to Street and City but addresses could be of different types; Permanent / Temporary. So in this case, the Infotype (or Information type to be very descriptive) is “Address” and Permanent / Temporary Addresses are subtypes.

Another example? Family! All right, so family is an information type while individual relations within family are subtypes such as Spouse, Child etc.

Sub-division of the subtypes

What if the subtype needs to be further sub-divided? An employee may have more than one child. So if family was an infotype and child as subtype, what about the first and second child? Personnel Administration is really flexible. It provides another sub-division of even the subtype: “Object Identification”. So maintain multiple records of even the subtypes with same / different validity dates.

Single record for various employees: The option is available

There are scenarios when a single type of information needs to be maintained for group of employees. Personnel Administration supports this scenario as well. “Fast Entry” provides a way to select employees together and maintain same type of information for all in one shot. A good example could be maintaining an “Allowance” for a long list of employees at one time. A tip here is “you can select employees on different criteria”.

For instance, you’ve to maintain the “Allowance” for employees in particular Cost Center, you even don’t need to select employees one by one; just specify the Cost Center and all the employees would be listed in a tabular format where you can maintain the allowance.

Impressive, right?

Reporting on employees data

Well, in addition to such a well-structured “employee data maintenance options”, the reporting capabilities of the component are also very nice. “Seeing is believing”? Well, let me re-phrase it, “reading is believing” Because so far you’ve got a very good impression of the component and therefore have read the solution’s capabilities up until here. Let me ‘describe’ the reporting part as well :)

What reports a typical HR administrative produces from time-to-time?

  • Employees personal details
  • Their Organizational Assignments
  • And/or Auditing the changes

The component provides variety of reports for each of the above-mentioned areas such as Telephone Directory, Birthday List, Headcount, Log of Changes etc.

Wait to say “Wao!” You can also report on your own criteria. Personnel Administration gives you an option of defining your own “Selection” and “Output”; selection being your conditions and output as the result you want to see.

And you know what? You can also download these reports in different formats including the favorite spreadsheet to play with the layout .


In short, this core component of SAP HR Solutions basically revolves around the concept of “Information Types” which you can maintain in different ways and can evaluate the data stored in these infotypes flexibly and I think I’ve described the component in “good-enough” detail.

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