Integration with OM and PA in SAP HCM

Introduction

In SAP HCM (Human Capital Management), the integration between Organizational Management (OM) and Personnel Administration (PA) is essential for managing employee data and organizational structures. OM focuses on the structure of the organization, such as departments, positions, and reporting lines, while PA focuses on personal employee data, including employment history, pay, and benefits. This tutorial will guide you through the integration of OM and PA with real-world examples.

Step 1: Understanding OM and PA Modules

Before we dive into the integration process, it is important to understand what OM and PA represent:

• Organizational Management (OM): Manages the structure of the organization, including positions, jobs, and relationships between various organizational units.
• Personnel Administration (PA): Maintains employee data, such as personal information, job assignments, payroll details, and more.

Example: The OM module can include departments like "IT" or "HR," while the PA module will hold data about employees working in these departments, such as their names, job titles, and contact information.

Step 2: Basic Integration Overview

OM and PA are tightly integrated to ensure smooth data flow between organizational structures and personnel data. Some of the key integration points are:

• Position Data Integration: Positions in OM are linked to personnel numbers in PA. This allows you to track employees by position.
• Organizational Assignment: The organizational structure in OM determines the reporting lines for employees in PA, which is essential for performance reviews and other HR activities.
• Job Assignments: Employees in PA are assigned to specific jobs and positions in OM, ensuring consistency in organizational structures.

Step 3: Setting Up the Organizational Structure in OM

The first step in integrating OM and PA is setting up the organizational structure in SAP. This includes defining organizational units, positions, and jobs.

Example: In OM, create a department "IT" and assign a position called "Software Developer." This position will later be assigned to employees in the PA module.

Use transaction PPOME to create and manage organizational units and positions. Once a position is created, it will be available for assignment to employees in PA.

Step 4: Creating and Maintaining Employee Records in PA

After setting up the organizational structure in OM, the next step is to maintain employee records in PA. This involves entering personal information, job assignments, and linking employees to positions in the OM structure.

Example: In PA, create an employee record for "John Doe" and assign him to the "Software Developer" position in the "IT" department, which was created in OM.

Use transaction PA30 to create or modify employee records. You will enter the personal data and assign the employee to the relevant position.

Step 5: Integration Points Between OM and PA

There are several key integration points where data from OM is transferred into PA. These include:

• Position Assignment: When an employee is assigned to a position in OM, this assignment is reflected in PA, enabling the employee's job title and organizational structure to be linked.
• Org Unit Assignment: Employees in PA are assigned to specific organizational units in OM, such as departments or teams.
• Job Information: The job associated with a position in OM is linked to the employee’s record in PA, helping to manage job classifications and compensation.

Step 6: Example of Position Assignment

In this step, we will walk through an example of assigning an employee to a position within an organizational unit.

Example: Assign "John Doe" to the "Software Developer" position in the "IT" department. This position is created in OM, and the assignment is reflected in PA.

1. Go to transaction PA30 to open the employee's record.
2. Under the Organizational Assignment section, select the "Position" field.
3. Enter the position ID created in OM (e.g., "Software Developer").
4. Save the record, which now links "John Doe" to the "Software Developer" position in OM.

Step 7: Reporting and Tracking Integration Data

Once the integration between OM and PA is set up, you can track and generate reports on employees and their positions within the organization.

Example: You can generate a report that shows all employees in the "IT" department, along with their respective positions and job titles.

Use transaction SE16 or PA20 to view personnel data and report on organizational assignments.

Step 8: Managing Changes in Organizational Structure

As the organizational structure evolves, positions and job assignments may change. These changes in OM must be reflected in PA to ensure accurate employee records.

Example: If the "Software Developer" position is renamed to "Senior Software Developer," you would update the position in OM and then update the employee record in PA to reflect the change.

Use transaction PPOME to update the position in OM, and then update the employee's position in PA using PA30.

Step 9: Benefits of OM and PA Integration

The integration between OM and PA offers several benefits:

• Streamlined HR Processes: With data flowing seamlessly between organizational structures and employee records, HR teams can manage employees more efficiently.
• Accurate Reporting: By linking employee data with organizational positions, HR teams can generate accurate reports on workforce distribution, staffing levels, and job assignments.
• Improved Data Consistency: Any changes made in the organizational structure are automatically reflected in employee records, ensuring data consistency across the system.

Conclusion

In this tutorial, we explored the integration between Organizational Management (OM) and Personnel Administration (PA) in SAP HCM. By ensuring that employee records and organizational structures are properly linked, HR departments can streamline operations, improve data accuracy, and facilitate better decision-making. With the integration of OM and PA, SAP HCM provides a powerful tool for managing both the organizational structure and employee data in a unified way.