SAP HCM - Unlocking the Power of HR Data Analysis

The SAP HCM module offers a comprehensive solution for managing employee data and handling central HR processes. This is why you will gain an insight into SAP Human Capital Management (HCM), often referred to as the HR module. We highlight the most important functions and sub-categories of the module, present specialised SAP HR analyses and explain how changes to employee data can be tracked transparently.

SAP HR modules: Overview of structure and function

The HR module in SAP is divided into various tables and sub-modules that cover specific functions in the HR area. The SAP modules for personnel management and PA (Personnel Administration) will be discussed here in particular. It enables structured administration of employee master data, employment contracts and other personal information that is central to HR work.

This SAP HCM module works with so-called infotypes – structured data records that bundle information about an employee. For example, infotype 0001 – Organisational Assignment contains data on organisational affiliation such as department, position or cost centre. This clear structure ensures that employee data is mapped consistently and correctly in the company context.

Data maintenance and processing in the SAP HCM PA module

Employee data is maintained and edited in the PA module using special transactions:

• PA20 (Display employee data): Enables access to infotypes without making changes. HR employees can view current data here.
• PA30 (Change employee data): Used to update infotypes such as personal data, addresses or working time regulations.
• PA40 (Personnel actions): Supports the execution of personnel actions such as hiring, promotions or terminations. This transaction automatically updates several infotypes in order to document changes consistently.

Tracking of changes in the SAP HCM module:

Changes to infotypes are not recorded using classic change documents, but via a special change log. This must be set up in SPRO under Personnel Administration → Activate change logging.

For tracking purposes, transaction SA38 can be used to run the report RPUAUD00. This shows in detail which changes were made, by whom and at what time. This ensures complete traceability of changes to infotypes in SAP HCM.

The most important infotypes in the PA module of SAP HCM

Now let’s take a closer look at the most important infotypes of the PA module in SAP HCM, which form the backbone of HR administration and enable structured maintenance of employee master data.

In SAP, the tables for infotype data in the Personnel Administration sub-module follow a fixed schema: ‘PA’ plus infotype number, e.g. PA0001 for ‘0001 – Organisation Assignment’.

Infotype ‘0000 – Actions’ (Table: PA0000)

The ‘0000 – Actions’ infotype is the starting point for every change in an employee’s employment relationship. It records all personnel actions, such as hiring, promotions, transfers and terminations. This infotype can be used to keep a complete history of an employee’s employment, as each action is recorded with a date and further details.

Important fields:

• MASSN (action number): Type of personnel action (e.g. recruitment, promotion, dismissal).
• MASSG (reason for action): Reason for the action (e.g. promotion, transfer).
• BEGDA (start date): Date from which the measure takes effect.
• ENDDA (end date): Date until when the measure is valid.
• STAT2 (employment status): Status of the employee (e.g. active, inactive).
• PERSG (employee group): Category of the employee (e.g. white-collar worker, blue-collar worker).
• PERSK (employee group): Specific employee group (e.g. full-time, part-time).

Analysis from our portfolio

We have developed the SAP HCM HR_ReEmployment analysis to provide a better overview of employee movements. It identifies employees who have been hired several times within a certain period and provides valuable insights into HR policy. This allows fluctuation patterns to be recognised, employee retention measures to be optimised and the potential of returning employees to be exploited in a targeted manner. These processes can be further optimised with AI-supported analyses.

Infotype ‘0001 – Organisation Assignment’ (Table: PA0001)

Infotype 0001 – Organisational Assignment maps the organisational structure of an employee, such as department, position, cost centre and personnel area. It ensures that each employee is assigned to the correct organisational unit and thus supports the correct administration of the company structure.

Important fields:

• PERSG: Employee group (e.g. employee, worker, trainee).
• PERSK: Employee group (e.g. full-time, part-time).
• ORGEH: Organisation key (e.g. department).
• PLANS: Position (position in the organisational structure).
• KOSTL: Cost centre (important for budgeting and cost tracking).

Application example:

A change of department is documented in infotype 0001 in order to keep the organisational data up to date.

Infotype ‘0002 – Personal Data’ (Table: PA0002)

The basic personal information of an employee is stored in infotype ‘0002 – Personal data’. This includes the name, date of birth, gender and marital status. This data is important for payroll accounting, tax calculation and other administrative processes.

Important fields:

• NACHN (surname): Stores the last name of the employee.
• VORNA (first name): Saves the employee’s first name.
• GBDAT (date of birth): Records the employee’s date of birth.
• GESCH (Gender): Stores the employee’s gender (e.g. male, female, diverse).
• FANAT (Nationality): The nationality of the employee.

Infotype ‘0006 – Address’ (Table: PA0006)

Infotype ‘0006 – Address’ contains the employee’s home address. This information is not only important for administrative purposes, but also for sending payslips or other relevant documents.

Important fields:

• STRAS (street and house number): Stores the street and house number of the employee’s address.
• ORT01 (City): The employee’s place of residence.
• PSTLZ (postcode): The postcode of the address.
• LAND1 (Country): The country in which the employee lives.
• ADDR2 (address suffix): Additional address information, e.g. flat number.

Analyses from our portfolio:

The HR_DuplicateAddress analysis searches infotype 0006 (address) for duplicates in order to identify and clean up redundant or incorrect data records. This is essential to ensure data quality management in HR administration and to avoid potential conflicts in address maintenance.

Another analysis with a similar approach is HR_DuplicateBankAccount. This analysis checks infotype 0009 (bank details) for duplicate entries. This is particularly important as duplicate or incorrect bank details can not only affect payroll, but also potentially harbour legal and financial risks.

Infotype ‘0008 – Basic Allowance’ (Table: PA0008)

The ‘0008 – Basic Remuneration’ infotype stores an employee’s basic salary data, such as basic salary, bonuses and other remuneration components. This information is used in payroll accounting to calculate the correct salary payments.

Important fields:

• LGART (wage type): Defines the type of remuneration (e.g. basic salary, performance bonuses).
• BETRG (Amount): The actual amount of basic remuneration (basic salary).
• ANZHL (number): The number of units (e.g. hours or days) of remuneration.
• EINHE (unit): Unit of remuneration (e.g. hourly wage, monthly salary).
• BEGDA (start date): Date from which the remuneration applies.
• ENDDA (end date): Date until when the remuneration is valid.
• STELL (remuneration level): The remuneration level of the employee.
• TRFGR (pay scale group): Pay scale group if the employee is subject to a collective agreement.
• TRFST (pay scale level): Pay scale level within the pay scale group

Analysis from our portfolio:

Another analysis from our portfolio is HR_BaseSalaryChanges, which analyses infotype 0008 (base salary). It identifies unauthorised or incorrect adjustments to ensure correct payroll accounting and facilitates compliance with legal requirements for basic remuneration.

Infotype ‘0015 – One-off payments and deductions’ (Table: PA0015)

The infotype ‘0015 – One-off payments and deductions’ records one-off payments or deductions, such as special bonuses or one-off salary reductions. This infotype is used if payments or deductions are only made once, e.g. for a specific month.

Important fields:

• LGART (wage type): Defines the type of one-off payment or deduction (e.g. bonus, Christmas bonus).
• BETRG (Amount): The one-off amount that is paid or deducted.
• ZDATU (payment date): The date on which the payment is made.

Analysis from our portfolio:

The HR_AdditionalPayment analysis can be used to identify all employees who have received one-off payments or deductions. This creates transparency for special remuneration, supports correct accounting and provides valuable insights for optimising wage and salary structures.

Other important infotypes

0007 – Work schedule

0009 – Bank details

0014 – Recurring payments/deductions

0032 – Training data

Summarised: How SAP HCM supports you in PA

With its infotypes, the PA module in SAP HCM provides a structured and comprehensive basis for personnel administration. From the documentation of personnel measures and the mapping of the organisational structure to the administration of remuneration and address data: Each infotype fulfils a central function and contributes to efficiency in personnel administration. In addition, the infotypes developed by dab: Daten – Analysen & Beratung GmbH from the dab Analytic Suite enable a targeted evaluation of the data, increase transparency and help to make targeted use of optimisation potential in personnel administration.