Employee promotions are often considered part of the organizational assignment. However, in some countries information on promotions is required for statutory reporting. An example of this is equal opportunity survey (EOS) reporting in the US. I show you how to configure the standard SAP ERP HCM system to store promotions and use this information for required equal employment opportunity reporting without writing or modifying standard codes.

The following five steps explain the entire process of using SAP HCM ERP system’s promotions functionality for EOS reporting:

1. Configure the required actions for promotions.
2. Update the master data (actions for promotions) of the employee.
3. Download the action (promotion) details through standard program RPUEOSU0.
4. Upload the action details into infotype 0033 (statistics), subtype PR (promotions).
5. Check the data availability in infotype 0033 and subtype PR.

Before You Begin: Essential Tips on Equal Employment Opportunity (EEO) Reporting

The EOS report is required to satisfy the EEO reporting requirements established by the Department of Labor for selected federal contractors and sub-contractors, and is also applicable for certain public sectors in the US.

The promotion process discussed in this article is a prerequisite for running the EOS report. Before you run EOS you need to complete some mandatory configuration steps. These are:

1. Maintain infotype 0077 (additional personal data) for the required employees.
2. Maintain the organizational data, organizational assignment, and organizational structure.
3. Maintain compliance reports EE0-1 and VETS-100, and EOS survey reporting.
4. Check the documentation of feature EOSRA (EO Survey – Mapping of Race Keys) and review and modify the feature as required by your organization.
5. Check and review the EOS documentation for further information on standard user exits available for this configuration.

Once you have completed all these steps you are ready to run your EOS report (report RPLEOSU0) via transaction code SE38.

Step 1. Configure the Required Actions for Promotions

Most readers are familiar with configuring actions, so I am not going to go into detail about this step. If you would like more information about these configuration steps, read this SAPexperts article by Danielle Larocca: “Configure HR Actions/Events to Improve Your Reports.” Once you have configured the required promotion action for your organization, continue with the following.

Follow the personnel action configuration SPRO menu path Personnel management > Personnel administration > Customizing procedures > Actions > Setup Personnel Actions > Personnel action types. Once you have created the required action for promotions, this action appears in your actions menu. Then follow the personnel action menu path SAP Easy access > Personnel management > Human Resources > Administration > HR master data > Personnel Actions, or execute transaction code PA40. This results in the screen in Figure 1 (which shows a screenprint of the promotions actions I configured for my organization).

Figure 1

The promotion action (transaction code PA40)

Step 2. Update the Master Data of the Employee

You need to manually update the promotions data for one employee as a test. In this example, I am executing the promotions action in the Personnel Actions screen (transaction code PA40). Select the Promotion line under the Personnel Actions column in Figure 1, and click the execute icon . This results in the screen shown in Figure 2.

Figure 2

Promotion action for the employee

This employee is being promoted from 01.112012 with the new promotion action type. Choose the relevant entries from the available drop-down options: Position (50001194), Personnel area (0501), Employee group (E), and Employee subgroup (3M). Click the Change info group button, which results in the screen shown in Figure 3. This shows the info group details that are going to appear on this promotion action.

Figure 3

Info group details for promotion action

The screen shown in Figure 2 is where you update this action for all the applicable employees so that all the employee’s promotion details are available in the SAP ERP HCM system. You do this via LSMW > Legacy system migration work bench or via the BDC > Batch data conversion.

Step 3. Download the Action Details Using Standard Program RPUEOSU0

Before running this program, SAP recommends that you first identify the customized actions or events (e.g., the promotions) and the reasons that qualify as promotions for the purposes of the EOS. This program must be run in order to download the promotions action.

You access standard program RPUEOSU0 via transaction code SE38. Execute transaction code SE38, enter RPUEOSU0, and click the execute icon. This results in the screen shown in Figure 4.

Figure 4

Program RPUEOSU0

Enter all the relevant details in Figure 4, but the mandatory fields are Payroll area and Actions: Promotion. You can select the rest of the fields from the available drop-down options, such as personnel area, personnel subarea, cost center, and employee group. Select the employee subgroup option if you want to restrict this program to the respective group.

In this example, I enter N6 (my payroll area), 01.03.2012 in the from field, 31.03.2012 in the To field, and BZ (my action type for promotion). I select the Current period radio button. I have also selected year 2012 as the period for running this program. Once you have selected and entered all your relevant details, click the execute icon. This opens the screen shown in Figure 5.

Figure 5

Download option in local drive

In this example, I chose to save the file to the Desktop by using the drop-down Save as option and kept the same file name (Promotions). Then click the Save button; this saves your downloaded file on your desktop. The system automatically shows the confirmation message (Figure 6) that you have successfully created a new file in your local drive.

Figure 6

System message on successful download of promotion details into local drive

The new output file has the following details:

• Personnel number
• Name
• Action end date
• Action begin date
• Action code

The sample content of the file is captured here in Figure 7 for your reference.

Figure 7

Sample content of downloaded file

Step 4. Upload the Action Details Via Standard Program RPUEOSU1

This is the last configuration step. You upload the action details into infotype 0033 (statistics), subtype PR, using standard program RPUEOSU1. Execute transaction code SE38, enter the program name (RPUEOSU1), and click the execute icon. This opens the screen in Figure 8.

Figure 8

Batch input session screen for the promotion upload

This screen is similar to any other batch input screen and you can execute it in the background. The fields are pre-populated with your data. Click the execute icon (Figure 8) and the screen in Figure 9 appears where you can select the required file for uploading. In this example, select the Promotions Text Document 180 bytes icon and double-click to open it or click the Open button.

Figure 9

Upload the promotions text file

This opens the screen in Figure 10. This is a common screen that appears for all batch input sessions.

Figure 10

Batch input overview screen

Select the PROMOTIONS Session name (Figure 10) and click the Process button (not shown in the figure). The system opens a pop-up window with the option for running the session either in the foreground or background (Figure 11). Select the Background radio button and click the Process button again.

Figure 11

Batch input session process mode screen

Once the file is run, you can confirm it by viewing the processed status of the batch input session by double-clicking the relevant session (shown in Figure 10). You can get an overview of all batch input sessions via transaction code SM35.

Next you want to check the data availability (promotion data in infotype 0033 and subtype PR) for one employee. You can check this by reviewing the employee’s master data via transaction code PA20 (display HR master data). In the standard transaction code PA20 screen (not shown) enter the personnel number (40000132), the infotype (0033), and the subtype (PR). Click the display icon . This results in the screen shown in Figure 12.

Figure 12

Display infotype 0033, subtype PR

Raghavendran Parthasarathy

Raghavendran Parthasarathy works for Hexaware Technologies as a Principal Consultant,where he manages SAP solution design for customers across the globe. He has worked in SAP ERP HCM for over 14 years in various capacities, including payroll projects in the Middle East, Europe, and Asia/Pacific. In addition to payroll, Raghavendran has experience in negative time management, personnel administration, and recruitment. He has also been a part of portal implementations. Currently, he is involved with cloud-based HCM applications such as SAP SuccessFactors and Workday.

You may contact the author at raghs99@yahoo.com.

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