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Easy Employee Counts — Why you should use the Customer Specific Status Field on Infotype 0000

by Danielle Larocca, Senior Vice President of Human Capital Management, EPI-USE Labs

October 20, 2011

Danielle Larocca, Spinifex IT

Companies always want to know counts of employees — how many are active, how many on leave, how many termed, etc.  Many organizations have only the SAP
pre-delivered employment status field (values shown below) on infotype 0000 to
use to try and figure this out. 

•           0: Employee
not with company (used for termination actions)

•           1: Employee
with company, but inactive (used for unpaid leaves)

•           2: Employee
with company, but as retiree (used for retiree actions)

•           3: Employee
active in company (hire/rehire and non-status change organizational actions).

These classifications , however, do not provide much info.  They are essentially the payroll classifications that drive who gets paid and who doesn’t.  For example, by using just these status types you can’t tell how many employees are on leave or how many are suspended, for example. 

I also see companies try to use the actions themselves for count based reporting.  For example, the company may have two actions to record leave one for paid and another for unpaid, each assigning the appropriate employment status.  Then they would create a report that searches for anyone who has undergone a certain action AND for those who have a certain employment status. 

Using the traditional pre-delivered SAP Query and Ad Hoc Query tools for action based reporting (infotype 0000) is a bit like looking for a piece of hay in a haystack.  You will get multiple rows per person, with some back dated and others future dated. This approach will not get what you want.

What if I told you that SAP already knew all this and made a single field for you to assign status that you just didn’t know about?  Too good to be true?  Not this time.  SAP delivers a standard field on the Infotype 0000 called Customer Specific Status.  The Customer Specific status field is in addition to the standard status fields,
such as Employment and Special Payment, which are available in every employee’s
infotype 0000.  The Customer Specific Status field is designed to hold any level of detail that your organization wishes to store on employee status, including active, on paid leave, unpaid leave, severance, on strike, suspension, etc. The options are almost endless.

Why didn’t you know about it?  In the very ear ly versions of the SAP system the Customer Specific status field was not visible on infotype 0000 by default. You actually had to make it visible, so many people didn’t know that it was the appropriate place to store the status and, mistakenly, they used another field
like the employee group field instead. Well now you know.  The great part is you can start to use it immediately, and it’s very easy to setup.  It works exactly like the other two status fields in that it gets updated with each action and has no impact on payroll or time or other areas. It’s exclusively for reporting!

How to Configure the Customer Specific Status Field

You can define each personnel structure and status item via the IMG menu path Personnel Management > Personnel Administration > Customizing Procedures > Actions. Each action in the IMG contains a column in its configuration for the assignment of the three types of status — Customer-specific, Employment and Special Payment.  Doing it is easy, but before getting started, be sure to ask your senior leadership team which status types are important for your organization.  They could be as simple as active, paid leave, unpaid leave, terminated or retired.
Or they could be as complex as on new hire probation, paid FLMA leave, unpaid personal leave, military, jury duty, suspended, on strike, walk out, avoidable termination, unavoidable termination, etc.

If you want to see more tricks on how to better classify your employees, check out the HR Expert Articles:

Best Practice Design for HCM Personnel Structure and Employee Status Fields and  Configure HR Actions/Events to Improve Your Reports .

Danielle Larocca recommends the Easy Reporter for all SAP HCM Reporting.


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