Understanding Personnel Actions, IGMOD, and Action Menus

in SAP S/4HANA HR

Executive Summary

This report provides a comprehensive examination of Personnel Actions, the

Infogroup Modifier (IGMOD), and the Action Menu within SAP S/4HANA Human
Resources (HR). Personnel Actions serve as the procedural backbone for managing
employee lifecycle events, orchestrating the sequential maintenance of employee
master data across various Infotypes. The Infogroup Modifier (IGMOD) introduces
dynamic control, enabling highly customized Infotype flows based on specific
organizational and employee attributes. Complementing these, the Action Menu in
transaction PA40 offers a user-friendly interface, streamlining the execution of these
complex HR processes. Through detailed examples of hiring, employee transfer, and
termination, this report elucidates the practical application, configuration nuances,
and critical interdependencies of these SAP HR functionalities, emphasizing their role
in ensuring data integrity, compliance, and operational efficiency in modern
enterprises.

1. Introduction to Personnel Actions in SAP S/4HANA HR

Personnel actions are fundamental to managing the employee lifecycle within SAP
S/4HANA, providing a structured and auditable framework for all significant changes
in an employee's employment relationship.

1.1 Defining "Actions" and "Personnel Actions": Core Concepts and Purpose
Personnel actions are not merely isolated data entry tasks; they are designed to
automatically update multiple Infotypes in a predefined sequence, thereby ensuring
data consistency and comprehensive documentation across an employee's record.3
The primary transaction code for executing these personnel actions in the SAP GUI is

PA40.2

Central to this process is Infotype 0000 – Actions (Table: PA0000). This Infotype
functions as the initial point for any alteration in an employee's employment
relationship. It meticulously records all personnel actions, complete with effective
dates and additional details, which facilitates the maintenance of a comprehensive
historical record of an employee's employment journey.3 Key fields within Infotype
0000 include:
● MASSN (action number): This field specifies the particular type of personnel
action being performed, such as recruitment, promotion, or dismissal.3
● MASSG (reason for action): This indicates the specific underlying reason for
initiating the action, for example, a promotion due to performance or a transfer
for organizational restructuring.3
● BEGDA (start date): This denotes the date from which the personnel action takes
effect.3
● ENDDA (end date): This field indicates the date until which the measure or status
is valid.3
● STAT2 (employment status): This reflects the current employment status of the
employee, such as 'active' or 'inactive'.3

The configuration of personnel actions is performed within the SAP Customizing

Implementation Guide (IMG). The typical path for this setup is SPRO → IMG →
Personnel Management → Personnel Administration → Customizing Procedures →
Actions → Set up personnel actions.2 This configuration involves defining specific
action types and subsequently assigning them to relevant Infogroups.6

The meticulous recording of all personnel actions in Infotype 0000, complete with
start and end dates, and the maintenance of a "complete history" 3, suggests that
personnel actions serve a purpose beyond simple transactional data entry. This
design indicates that they are a core mechanism for historical data management and
auditing within the HR system. This capability is critical for ensuring compliance with
various legal and regulatory requirements, which often mandate detailed historical
record-keeping. Furthermore, it enables robust analytical reporting over time,
allowing organizations to track trends in employee turnover, promotions, or
reassignments. Without such a structured historical record, performing accurate
historical analysis of workforce dynamics would be impossible.

1.2 The Central Role of Infotypes in HR Master Data

In SAP, employee information is meticulously organized into Infotypes, which are

structured data records identified by a 4-digit key and a descriptive name.3 These
units serve to logically group specific categories of information about an employee,
ensuring data consistency and facilitating efficient management.8

Examples of commonly utilized Infotypes include:

● 0001 – Organizational Assignment: This Infotype contains crucial data pertaining
to an employee's organizational affiliation, such as their employee group
(PERSG), employee subgroup (PERSK), organizational key (ORGEH), assigned
position (PLANS), and relevant cost center (KOSTL).3
● 0002 – Personal Data: This Infotype captures fundamental personal details,
including the employee's surname (NACHN), first name (VORNA), date of birth
(GBDAT), and gender (GESCH).3
● 0006 – Addresses: This Infotype records an employee's various address details.8
It can be further subdivided using
subtypes (e.g., "Home," "Emergency Contact," "Temporary Address") to
categorize different types of addresses, allowing for distinct control features and
data management rules for each.8
● 0008 – Basic Pay: This Infotype stores an employee's fundamental salary data,
encompassing basic salary, bonuses, and other remuneration components, which
are vital for accurate payroll accounting.3

Infotype data is maintained and edited primarily through specific transactions within
the Personnel Administration (PA) module:
● PA20 (Display employee data): This transaction allows users to access and
view Infotype records without the ability to make changes.3
● PA30 (Change employee data): This transaction is utilized for updating
individual Infotypes, such as personal data, addresses, or working time
 regulations.3
● PA70 (Fast Data Entry): This transaction provides the capability to maintain a
single Infotype for multiple employees simultaneously, enhancing efficiency for
mass updates.8

A critical characteristic of most Infotype records is the presence of a start date

(BEGDA) and an end date (ENDDA), often referred to as validity dates.8 This time-
dependency allows for the maintenance of data for precise periods and enables the
system to track historical changes to an employee's record over time.8

The concept of Infotypes, particularly with their support for subtypes and validity
dates 8, signifies a highly granular data model within SAP HR. This level of detail
facilitates the precise management of employee attributes, which directly influences
downstream processes such as payroll 3 and time management.9 Moreover, the ability
to track data changes over time through validity dates is indispensable for regulatory
compliance and maintaining comprehensive audit trails, especially in industries
subject to stringent regulations. Without this inherent granularity, it would be
exceptionally difficult to accurately calculate historical pay, track evolutionary
changes in organizational structure, or comply with various data retention policies.
This structured approach to data management not only ensures operational
efficiency but also underpins legal and financial accuracy, establishing Infotypes as
the foundational elements for reliable HR operations in SAP.

1.3 Infogroups: Orchestrating Infotype Sequences

Infogroups are a fundamental component of personnel actions, serving as a logical

grouping of Infotypes that are processed in a specific, predefined sequence.10 Their
primary purpose is to guarantee that all necessary information for a particular
business process, such as hiring or a promotion, is consistently and completely
captured and stored within the system.12

When a personnel action is executed, for example, using transaction PA40, the
system automatically triggers the Infotypes defined within the assigned Infogroup.
This guides the user through the required data entry screens one after another in a
systematic flow.8 This standardized sequence is crucial for minimizing data entry
errors and ensuring that no critical data points are inadvertently overlooked during
complex HR processes.13

Infogroups are highly customizable, allowing organizations to tailor them precisely to

their specific operational requirements.11 They are configured within the SAP
Customizing Implementation Guide (IMG) via the path:

SPRO → Personnel Management → Personnel Administration → Customizing

Procedures → Actions → Define Infogroups.6

A significant aspect of Infogroup configuration is their user group dependency.7

This functionality enables the definition of different Infogroup sequences based on
the user group (

UGR parameter) assigned to a user in their user master data (accessible via
transaction SU3).7 For instance, a hiring action initiated by a user belonging to a US
user group (e.g., UGR 10) might necessitate a different set of Infotypes compared to
the same action performed by a user in an Indian user group (e.g., UGR 40).7 If a
user's

UGR parameter is not explicitly maintained or if no specific entry exists for their
assigned user group, the system will default to a reference user group to determine
the applicable Infogroup.13

Infogroups are typically linked directly to specific personnel action types.7 For
example, a "Hiring Action" might be associated with an Infogroup that mandates the
sequential processing of Infotypes such as 0000 (Actions), 0001 (Organizational
Assignment), 0002 (Personal Data), 0006 (Addresses), 0007 (Planned Working
Time), 0008 (Basic Pay), 0009 (Bank Details), 0014 (Recurring
Payments/Deductions), 0015 (Additional Payments), and 0021 (Family
Members/Dependents).13

The concept of Infogroups provides a structured framework for data entry, which
inherently promotes consistency and completeness.12 However, the capability to
define Infogroups as "user-group dependent" 7 introduces a crucial layer of flexibility.
This design approach reflects a deliberate balance between enforcing rigid process
standardization and accommodating the necessity to adapt to diverse organizational
or regional requirements. If the system were solely based on rigid standardization, it
would lack the agility to address country-specific legal mandates or internal
departmental variations. Conversely, a system that is purely flexible without
structured Infogroups would risk data inconsistencies and operational inefficiencies.
This balance allows global organizations to implement a single SAP S/4HANA system
while effectively managing country-specific legal requirements (e.g., different
mandatory Infotypes for hiring in various countries) or internal departmental
variations, thereby optimizing both operational efficiency and regulatory compliance.

Table 1: Key Personnel Action Types and Associated Infogroups (Example)

This table visually illustrates the direct link between a personnel action, representing
a significant business event in an employee's lifecycle, and the structured sequence
of Infotypes (data elements) that it triggers. This is a foundational concept for
understanding how SAP HR processes employee lifecycle events. By presenting
specific examples, it transforms the abstract concept of an "Infogroup" into a
concrete and comprehensible mechanism, demonstrating its crucial role in guiding
data entry and ensuring completeness.

Action Type Action Name Example Description of Key Infotypes

Infogroup ID Infogroup (Example)

01 New Hire HIRE Standard Hiring IT0000, IT0001,

IT0002, IT0006,
IT0007, IT0008,
IT0009, IT2006

02 Organizational ORG_REASS Employee IT0000, IT0001,

Reassignment Transfer IT0007, IT0008,
IT0009

10 Leaving TERM Employee IT0000, IT0001,

Termination IT0002, IT0713

03 Promotion PROM Employee IT0000, IT0001,

Promotion IT0008

Table 2: Common Infotypes and Their Purpose in HR Master Data

This table serves as a quick reference guide to the most frequently encountered
Infotypes in SAP HR. It provides their numerical keys and a concise description of the
type of data they store. For a technical user, this information is essential for quickly
identifying where specific employee data resides and how it is categorized within the
SAP system.
Infotype Number Infotype Name Purpose / Key Data Stored

0000 Actions Records all personnel actions

(Hiring, Transfer, Termination)
with dates and status.

0001 Organizational Assignment Employee group, subgroup,

personnel area, personnel
subarea, company code,
position, cost center.

0002 Personal Data Employee's name, date of

birth, gender, marital status,
nationality.

0003 Payroll Status Payroll-relevant control data

(e.g., earliest retro.
accounting period).

0006 Addresses Employee's permanent

address, emergency contact,
temporary address (via
subtypes).

0007 Planned Working Time Work schedule rule, daily

working hours, full-time
equivalent.

0008 Basic Pay Basic salary, wage type, pay

scale group/level,
remuneration components.

0009 Bank Details Employee's bank account

information for salary
payments.

0021 Family Members/Dependents Information about family

members, including spouse,
children, and their dates of
birth.

0713 Termination of Contract Specific data for severance

pay calculation (e.g.,
termination type, seniority).
2. Deep Dive into IGMOD (Infogroup Modifier)

The Infogroup Modifier (IGMOD) is a powerful feature in SAP S/4HANA HR that

provides dynamic control over personnel actions, allowing for highly flexible and
context-aware Infotype processing.

2.1 What is IGMOD? Definition and its Significance

IGMOD (Infogroup Modifier) is an SAP feature specifically designed to differentiate

the Infotype flow for personnel actions based on various criteria.9 It functions as a
decision tree, enabling the system to dynamically determine which specific sequence
of Infotypes (i.e., which Infogroup) should be presented to the user during the
execution of a personnel action.9

Beyond merely controlling the sequence of Infotypes, IGMOD also possesses the
capability to influence screen modifications and to set default values for certain
fields within Infotypes.16 This dynamic functionality is essential for tailoring HR
processes to accommodate diverse organizational structures and different
categories of employees.

The significance of IGMOD lies in its capacity to introduce granularity and

adaptability into otherwise standard HR processes. Instead of a rigid, one-size-fits-
all approach, IGMOD empowers organizations to implement variations in data entry
requirements based on a multitude of attributes. This flexibility eliminates the need
for separate, inflexible configurations for every conceivable scenario, thereby
streamlining system management.

The core function of IGMOD, to "differentiate infotype flow per personnel actions
based on criteria" 16, implies that a single personnel action, such as "Hiring," can
exhibit varied behaviors depending on the specific context in which it is executed.
This capability is paramount for organizations that operate across multiple
geographic regions, manage various business units, or employ a diverse workforce
comprising full-time, part-time, or contract workers. Without the dynamic control
offered by IGMOD, maintaining distinct Infotype sequences for each variation would
lead to an unmanageable proliferation of personnel action types and an excessively
complex, redundant configuration landscape. This makes IGMOD a critical enabler for
complex, global HR structures within SAP S/4HANA. It allows for centralized system
management while simultaneously accommodating localized or specialized HR
process requirements, which significantly reduces configuration overhead and
enhances overall system maintainability.

2.2 How IGMOD Controls Infotype Flow and Screen Modifications

The primary function of IGMOD is to generate and return an "Infogroup modifier"

value. This modifier then acts as a key to determine the specific Infogroup definition,
which is configured in table V_T588D, that should be utilized for a given personnel
action.9

The criteria employed within the IGMOD decision tree can be highly detailed and
encompass a wide range of organizational assignments and employee attributes.
These include, but are not limited to:
● Company Code 9
● Personnel Area 9
● Personnel Subarea 9
● Employee Group 9
● Employee Subgroup 9
● Even Infogroups themselves can be used as criteria.9

Example: Consider an organization that requires different Infotype sequences for

hiring regular full-time employees versus part-time employees. IGMOD can be
configured to evaluate the "Employee Subgroup".16 Based on this evaluation, it would
return a specific modifier, for instance, 'REG' for regular employees and 'PT' for part-
time employees. These distinct modifiers then point to different Infogroups.
Consequently, a regular employee's hiring action might necessitate the completion of
8 Infotypes, whereas a part-time employee's hiring action might only require 5.16

This dynamic control empowers organizations to precisely tailor the user experience
and data capture requirements to the specific context of the employee and the
personnel action being performed.9 Furthermore, IGMOD serves as a foundational
mechanism for automatically generating default values for fields within various
Infotypes.9

By dynamically adjusting the Infotype flow and even pre-populating fields 9, IGMOD
directly impacts the user experience for HR administrators. A streamlined, context-
specific data entry process, such as presenting fewer Infotypes for part-time hires,
significantly reduces the cognitive load on users, minimizes the potential for data
entry errors, and ultimately improves operational efficiency. This capability extends
beyond mere technical configuration; it fundamentally optimizes the human-system
interaction to enhance data quality at the source. If users are confronted with an
overwhelming number of irrelevant fields, the quality of the data entered is likely to
suffer. Therefore, IGMOD contributes substantially to the overall usability and
effectiveness of the SAP S/4HANA HR system by streamlining processes, ensuring
that only relevant data is requested, and potentially pre-populating fields to
accelerate data capture.

2.3 Configuration of IGMOD: Leveraging Feature PE03

IGMOD is configured as a "feature" within SAP HR. Features are essentially decision
trees utilized to determine default values or to control various aspects of system
behavior.16 The primary transaction code for accessing and maintaining these
features, including IGMOD, is

PE03.16

Within the PE03 transaction, an administrator can meticulously define the decision
logic for IGMOD. This involves setting up a decision tree where various criteria, such
as company code or employee group, lead to the determination of different return
values, which are the Infogroup modifiers.7

For example, a typical entry in PE03 for IGMOD might illustrate a dependency on the
Action Type (MASSN): |---MASSN (Action Type) |---CA (Your action) |--- CA (Return
value Igmod which is defined in table V_T588D).17 This structure indicates that for a
specific action type (ee.g., 'CA'), a corresponding Infogroup modifier ('CA') is
returned, which then dictates the subsequent Infogroup sequence.
It is crucial to note that features like IGMOD must be activated within PE03.19 If a
feature is not activated, the system may generate errors, signaling that the expected
dynamic behavior is not being triggered.19 Activation can be performed for individual
features or for all features, a step particularly important after system upgrades or
significant configuration changes to ensure all functionalities are operational.19

The reliance on "features" like IGMOD, configured through a technical transaction

such as PE03 18, reveals a deeper, less visible layer of SAP's HR logic. These features
operate in the background, not immediately apparent in the end-user interface (e.g.,
PA40), yet they profoundly influence how the system behaves dynamically. This
architectural design implies that effective management of SAP HR necessitates not
only an understanding of the user-facing transactions but also a comprehensive
grasp of these underlying configuration "features" that govern dynamic system
responses. They represent the "behind-the-scenes" intelligence that drives adaptive
processes. For functional consultants and HR IT specialists, mastering PE03 and the
various HR features is therefore indispensable for advanced customization, efficient
troubleshooting, and optimizing HR processes, as these features are the arbiters of
the system's adaptive capabilities.

Table 3: IGMOD Decision Tree Criteria and Return Values (Conceptual Example)

This table provides a conceptual illustration of how IGMOD, functioning as a decision

tree, dynamically determines the appropriate Infogroup modifier based on various
organizational and employee attributes. It clarifies the "if-then" logic that underpins
tailored Infotype flows, which is a core aspect of IGMOD's powerful customization
capabilities.

Decision Criteria Condition (Example) IGMOD Return Value Corresponding

(Input) (Output) Infogroup
Description
(V_T588D)

Company Code CC = 'US01' (US 'US_REG' US Regular Employee

Headquarters) Hiring

CC = 'DE01' (German 'DE_REG' German Regular

Subsidiary) Employee Hiring

Employee Group EG = '1' (Active 'SAL_HIRE' Salaried Employee

 Employee) & ESG = '1' Hiring Sequence
(Salaried)

EG = '1' (Active 'PT_HIRE' Part-Time Employee

Employee) & ESG = Hiring Sequence
'4' (Part-Time)

Action Type MASSN = 'HIRE' 'HIRE_DEF' Default Hiring

Infogroup

MASSN = 'TRNS' 'TRNS_DEF' Default Transfer

Infogroup

3. The Action Menu: User Interface for Personnel Actions

The Action Menu serves as the primary gateway for HR users to execute personnel
actions in SAP S/4HANA, providing a tailored list of available processes.

3.1 Definition and Functionality in PA40

The Action Menu is the specific list of personnel actions that are presented to the
user on the PA40 (Personnel Actions) transaction screen.10 It functions as a
centralized and organized interface, enabling HR administrators to initiate various
employee lifecycle events, such as hiring, employee transfer, or termination,
efficiently.10

Fundamentally, the Action Menu is a curated collection of all personnel actions that
have been configured for a particular enterprise and for which a user possesses the
necessary authorization to perform.10 When a user accesses PA40, the Action Menu
displays these available options, from which the user selects the desired personnel
action to proceed.10

Beyond the traditional SAP GUI (PA40), the concept of an action menu has evolved
and extends to the WebClient UI in SAP. In this environment, it can be utilized to
perform actions directly on fields within form views and tables, facilitating various
communication channels such as sending emails or initiating phone calls.20 This
evolution underscores SAP's ongoing commitment to developing more integrated and
user-friendly interfaces, exemplified by the SAP Fiori design principles.

The role of the Action Menu in displaying "configured personnel actions" 10 and its
progression to the WebClient UI 20 and subsequently to SAP Fiori 14 strongly
emphasizes SAP's focus on enhancing the user experience. A meticulously configured
and streamlined action menu, designed to avoid "scrolling through a long list of
actions" 21, directly contributes to increased user efficiency and reduces the need for
extensive training. This focus is not merely on aesthetic appeal but on tangible
operational performance. A cluttered or poorly organized menu can significantly
impede user speed and increase the likelihood of errors. Therefore, optimizing the
Action Menu configuration is a key best practice for SAP S/4HANA HR
implementations, as it directly contributes to higher user adoption rates, faster data
entry, and overall improvements in HR operational efficiency.

3.2 Customizing the Action Menu: User Group Dependency and Configuration
Paths

The display of the Action Menu is highly customizable and can be made dependent on
the user group (UGR) parameter.7 This functionality means that different users or
groups of users can be presented with distinct sets of actions within their PA40
menu. This differentiation is based on the

UGR value assigned to their individual user parameters (configured via transaction
SU3).7 If the

UGR parameter is not explicitly set for a user, the system may default to a standard
user group, such as '00' or '10', to determine the relevant menu display.14

The standard Action Menu for PA40 is typically associated with Menu Type 'M' and
Menu '01'.6 All personnel actions intended to be displayed and executed through
PA40 must be assigned to this specific menu type and menu combination.7

The customization of the Action Menu involves several steps within the SAP
Customizing Implementation Guide (IMG):
● The primary navigation path is SPRO → IMG → Personnel Management →
Personnel Administration → Customizing Procedures → Actions → Change
action menu.6
● Within this configuration path, administrators select Menu Type 'M' and Menu
'01'. They then proceed to assign the desired personnel actions to this menu,
specifying their sequence numbers to control the order of display.6
● The management of user group dependency for menus and Infogroups is often
handled in a related configuration step: User Group Dependency on Menus and
Info Groups.6

The ability to make the Action Menu "dependent on the user group" 10 directly links to
SAP's robust authorization concept. By controlling which actions appear based on a
user's

UGR parameter, organizations can effectively enforce role-based access. This

ensures that HR personnel are only presented with, and can execute, actions that are
directly relevant to their specific responsibilities. This serves as a critical security
measure, actively preventing unauthorized actions and simultaneously simplifying the
user interface by removing irrelevant options. It functions as a proactive security
control implemented at the user interface layer. Therefore, the proper configuration
of the Action Menu, in conjunction with precise user group assignments, is essential
for establishing robust security protocols, ensuring compliance with internal controls,
and providing a tailored, efficient user experience within SAP S/4HANA HR.

4. Practical Examples: Personnel Actions in Action

This section provides detailed examples of how personnel actions are executed for
common employee lifecycle events, highlighting the sequence of Infotypes and
critical data changes.

4.1 Hiring a New Employee

The hiring process is a foundational personnel action, typically initiated via T-code
PA40.2 The process commences by entering the effective hiring date and selecting
the "Hire" action type from the available options.2 If the system is configured for
internal number assignment, a unique personnel number for the new employee is
automatically generated by the system.2

The hiring action triggers a predefined sequence of Infotypes, known as an Infogroup,

which is designed to capture all necessary employee data in a structured manner.8
While the precise sequence is customizable to meet specific organizational
requirements, a typical flow includes the following key Infotypes and associated data
entry:
● IT0000 – Actions: This is the initial Infotype processed. Here, the "Hire" action
type and the specific reason for hiring (e.g., new position, replacement) are
recorded. Crucially, the employee's employment status (STAT2) is set to 'Active'.3
● IT0001 – Organizational Assignment: This Infotype is essential for formally
assigning the new employee to their designated organizational unit. Data entered
includes the Employee Group (PERSG), Employee Subgroup (PERSK), Personnel
Area, Personnel Subarea, the specific Position (PLANS) they will occupy, and the
associated Cost Center (KOSTL).3
● IT0002 – Personal Data: This captures fundamental personal information about
the new hire, such as their surname (NACHN), first name (VORNA), date of birth
(GBDAT), and gender (GESCH).3
● IT0006 – Addresses: This Infotype records the employee's residential address
and any other relevant contact addresses, often utilizing subtypes for different
address types (e.g., permanent, emergency).3
● IT0007 – Planned Working Time: This defines the employee's work schedule
rule and their standard working hours.3
● IT0008 – Basic Pay: This Infotype establishes the employee's basic salary,
relevant wage types, and pay scale data (e.g., pay scale group and level).3
● IT0009 – Bank Details: This is where the employee's bank account information
for salary payments is recorded.8
● IT2006 – Absence Quotas: This Infotype is used to set up initial leave
entitlements for the new employee.8

During the hiring action, the system guides the user sequentially through each
Infotype screen. After data is entered and saved for one Infotype, the system
automatically presents the next one in the predefined sequence.8 For instance, upon
completion of IT0000, where
MASSN is set to 'Hire' and STAT2 to 'Active', the system will then prompt for data in
IT0001, where fields like PERSG, PERSK, PLANS, and KOSTL are populated.
Subsequently, IT0002 will require the input of NACHN, VORNA, GBDAT, and GESCH.3

The "Hiring Personnel Action links infotypes in a logical sequence to help you maintain
the infotypes in the correct order".8 This design highlights that SAP's personnel
actions are fundamentally engineered for end-to-end process automation. This
extends beyond simple data entry; it is about ensuring that all necessary data points
across multiple Infotypes are captured consistently and in the precise order required
to establish a complete and compliant employee record. This systematic approach
significantly reduces the need for manual intervention and mitigates the potential for
human error. This structured approach to hiring is therefore crucial for achieving
rapid and efficient onboarding, ensuring that new employees are correctly configured
within the system from their first day, which in turn has direct implications for
accurate payroll processing, benefits administration, and organizational reporting.

Table 4: Infotype Sequence for Hiring Action (Example)

This table provides a concrete, step-by-step example for the most common HR
action, hiring. It details the expected flow of Infotypes and the typical data operation
(e.g., creation) for each. This helps users visualize the entire process and understand
which data points are critical at each stage of onboarding.

Sequence No. Infotype No. Infotype Name Operation Key Fields/Data

Examples

01 0000 Actions INS (Create) Action Type:

Hire, Reason:
New Position,
Start Date,
Employment
Status: Active

02 0001 Organizational INS (Create) Personnel Area,

Assignment Personnel
Subarea,
Employee
Group,
Employee
Subgroup,
 Position, Cost
Center

03 0002 Personal Data INS (Create) Last Name, First

Name, Date of
Birth, Gender,
Nationality

04 0006 Addresses INS (Create) Address Type:

Permanent
Residence,
Street, City,
Postal Code,
Country

05 0007 Planned INS (Create) Work Schedule

Working Time Rule, Weekly
Working Hours,
Time
Management
Status

06 0008 Basic Pay INS (Create) Wage Type,

Amount,
Currency, Pay
Scale Group,
Pay Scale Level

07 0009 Bank Details INS (Create) Bank Key, Bank

Account
Number,
Account Holder,
Payment
Method

08 2006 Absence Quotas INS (Create) Quota Type:

Annual Leave,
Entitlement
Amount, Validity
Period

4.2 Employee Transfer (Organizational Reassignment)

An employee transfer, often referred to as an organizational reassignment, is another
common personnel action that signifies a change in an employee's organizational
belonging or role within the company.4 Reasons for such transfers can include grade
classification changes, the end of a transshipment assignment, or a formal
transfer/deputation to a new department or location.7

The transfer action, typically initiated via PA40, involves updating existing Infotypes
to reflect the new organizational or employment details. Key Infotypes and the nature
of data changes include:
● IT0000 – Actions: This Infotype records the "Organizational Reassignment"
action type and the specific reason for the transfer (e.g., department change,
promotion). The employment status typically remains 'Active'.3
● IT0001 – Organizational Assignment: This is the most critical Infotype for a
transfer. It captures changes to fundamental organizational data such as
Personnel Area, Personnel Subarea, Employee Group, Employee Subgroup,
Position (PLANS), and Cost Center (KOSTL).3 Often, the existing record for
IT0001 is delimited (given an end date), and a new record is created with the new
organizational assignment details, effective from the transfer date.28
● IT0007 – Planned Working Time: If the transfer involves a change in work
location or role that affects the employee's work schedule, this Infotype may
need to be updated with a new work schedule rule or time profile.29 For instance,
a transfer to a different country might necessitate a new holiday calendar and
time profile.30
● IT0008 – Basic Pay: Changes to basic pay may occur if the new position or
organizational unit has a different pay scale structure or remuneration policy.3
Similar to IT0001, the existing basic pay record might be delimited, and a new
one created with the updated pay details.
● IT0009 – Bank Details: While less common, if a transfer involves a change in
company code across different legal entities or countries, bank details might
need review or update, especially if country-specific payment methods or pay
scale areas are involved.24

A particular complexity arises with time profiles and balances during transfers.
When an employee is transferred to a new location, new time accounts (e.g., for leave
accruals) are often created automatically. However, the old time accounts typically
need to be closed manually, and any remaining balances may require manual transfer
to the new accounts.30 This involves adjusting the old accounts to zero and adding
the transferred balances to the new ones.30
Employee transfers are complex because they involve modifying existing data, often
necessitating the delimiting of old records and the creation of new ones, each with
distinct validity dates. This characteristic underscores the time-dependent nature of
HR master data within SAP. The system must accurately reflect changes in an
employee's organizational context, pay structure, and time management rules over
time. This dynamic data management is crucial for maintaining historical accuracy,
ensuring correct payroll processing, and enabling precise reporting on workforce
movements. The intricate interplay of delimiting and creating records ensures that a
complete audit trail is preserved, which is vital for compliance and operational
transparency.

Table 5: Infotype Changes for Organizational Reassignment (Example)

This table highlights the complexity inherent in employee transfers, demonstrating

how existing records are delimited (given an end date) and new ones are created with
new validity periods. This explicitly emphasizes the time-dependency of HR master
data in SAP and how the system manages changes over time.

Sequence Infotype No. Infotype Operation Key Impact /

No. Name Fields/Data Purpose
Examples

01 0000 Actions INS (Create) Action Type: Records the

Org. transfer
Reassignme event.
nt, Reason:
Department
Change,
Start Date

02 0001 Organization DEL (Delimit Old Ends the

al Old) Personnel validity of
Assignment Area, Old the previous
Position organization
al
assignment.

03 0001 Organization INS (Create New Establishes

al New) Personnel the new
Assignment Area, New organization
Position, al
 New Cost assignment
Center, New from the
Employee transfer
Group/Subgr date.
oup

04 0007 Planned DEL (Delimit Old Work Ends the

Working Old) Schedule validity of
Time Rule the previous
work
schedule if
changed.

05 0007 Planned INS (Create New Work Establishes

Working New) Schedule the new
Time Rule, New working time
Time Profile details.

06 0008 Basic Pay DEL (Delimit Old Wage Ends the

Old) Type, Old validity of
Amount previous
basic pay if
changed.

07 0008 Basic Pay INS (Create New Wage Establishes

New) Type, New the new
Amount, basic pay
New Pay details.
Scale
Group/Level

08 2012 Time INS (Create) Time Manual

Transfer Transfer transfer of
Specification Type, time
s Hours/Units balances
(e.g., leave)
from old to
new
accounts.

4.3 Employee Termination

Employee termination is a critical personnel action that signifies the dissolution of the
work agreement between an employer and an employee.32 This can occur due to
various reasons, including resignation by the employee, mutual agreement, dismissal,
retirement, or even death.7

The termination action, executed via PA40, involves updating specific Infotypes to
reflect the employee's departure and to trigger necessary downstream processes,
particularly related to payroll and final settlements. Key Infotypes and the nature of
data changes include:
● IT0000 – Actions: This is the initial Infotype for termination. The "Leaving"
action type and the specific reason for separation (e.g., resignation, retirement)
are recorded. Crucially, the employment status (STAT2) is changed to 'withdrawn'
or 'inactive'.3
● IT0001 – Organizational Assignment: The employee's organizational
assignment is updated. The Employee Group (PERSG) might be changed to
'Terminated', and the assigned Position (PLANS) could be modified to a
placeholder (e.g., '99999999') to indicate it's no longer occupied.28 Similar to
transfers, the existing IT0001 record is typically delimited as of the termination
date.
● IT0002 – Personal Data: While personal data generally remains, it might be
reviewed for accuracy or for data retention purposes.
● IT0003 – Payroll Status: This Infotype contains payroll-relevant control data.
Upon termination, it is updated to reflect the employee's leaving status, which
impacts subsequent payroll runs.28
● IT0007 – Planned Working Time: The planned working time record is delimited
as of the termination date, as the employee is no longer actively working.28
● IT0008 – Basic Pay: The basic pay record is delimited as of the termination
date, stopping regular salary payments.28
● IT0713 – Termination of Contract: This Infotype is specifically designed to
register information crucial for calculating severance pay.33 It includes fields like
"Contract Termination Type" (a subtype indicating the cause for termination),
"Notice" (determining severance pay by notice), calculated and entered seniority,
and work regime details.33 This Infotype allows for severance pay proposals and
simulations.33

The impact of termination is significant and far-reaching:

● Employment Status Change: The employee's status changes from active to
 inactive, which has cascading effects across various HR modules.27
● Payroll Implications: Termination triggers specific payroll processes, including
the calculation of final pay, outstanding leave entitlements, and severance pay.33
The system requires data in IT0713 for severance pay calculation; its absence can
lead to cancellation of the final payroll run.33 Time evaluation for the employee
automatically stops on the last day of service.28
● Data Management: Infotypes related to the employee's active employment are
displayed for delimiting, ensuring that their validity ends on the termination
date.28

Termination is a critical lifecycle event that not only changes an employee's status
but also triggers a cascade of complex financial and data management processes.
The system's design, which includes specific Infotypes like IT0713 for severance pay 33
and automatic cessation of time evaluation 28, ensures that the organization can
accurately manage final settlements and comply with legal obligations. The
requirement to delimit records and update employment status 28 is crucial for
maintaining data integrity and an accurate historical record. Without such
comprehensive and automated processes, organizations would face significant
challenges in ensuring compliance, accurately calculating final payments, and
managing the employee offboarding process efficiently.

Table 6: Infotype Changes for Termination Action (Example)

This table details the critical Infotype updates that occur during an employee
termination, including the crucial change in employment status and the direct
implications for payroll. It illustrates how various Infotype records are delimited to
reflect the end of active employment.

Sequence Infotype No. Infotype Operation Key Impact /

No. Name Fields/Data Purpose
Examples

01 0000 Actions INS (Create) Action Type: Records the

Leaving, termination
Reason: event and
Resignation, changes
End Date, employee
Employment status.
Status:
 Inactive

02 0001 Organization DEL (Delimit) Old Ends the

al Personnel validity of
Assignment Area, Old the previous
Position organization
al
assignment.

03 0003 Payroll MOD Earliest Adjusts

Status (Modify) Retro. payroll
Accounting control data
Period for final
payroll run.

04 0007 Planned DEL (Delimit) Work Ends the

Working Schedule validity of
Time Rule the work
schedule.

05 0008 Basic Pay DEL (Delimit) Wage Type, Stops

Amount regular basic
pay.

06 0009 Bank Details DEL (Delimit) Bank Ends validity

Account of bank
Number details for
regular
payments
(may be
needed for
final
payment).

07 0713 Termination INS (Create) Termination Captures

of Contract Type, Notice data for
Period, severance
Calculated pay
Seniority, calculation
Severance and legal
Pay Details compliance.

5. Advanced Concepts and Interrelationships

5.1 Dynamic Actions: Automating Subsequent Infotype Processing

Dynamic Actions in SAP HR provide a powerful mechanism to automate subsequent

Infotype processing based on changes made in a preceding Infotype or a specific
field within it.4 This functionality ensures data consistency and reduces manual effort
by automatically triggering related Infotypes or processes when certain conditions
are met.

Dynamic Actions are configured in table V_T588Z.35 The configuration involves

specifying:
● The Infotype number for which the dynamic action should be triggered.
● Optionally, a subtype or specific field name within that Infotype.35
● A "Function Character" (FC) that defines for which type of processing (e.g.,
Create, Change, Delete) the dynamic action should be carried out.35
● A "Variable Function Part" where the actual code or logic for the subsequent
action is defined.35 This logic can involve maintaining another Infotype record (
I), setting default values (W), calling a routine (F), or even sending mail (M).35

A classic example of a standard SAP dynamic action is when an employee's marital

status is changed from 'Single' to 'Married' in Infotype 0002 (Personal Data).36 This
change can automatically trigger the system to call Infotype 0021 (Family
Members/Dependents) with the subtype 'Spouse' for processing, prompting the user
to enter the spouse's details.36 Another example is when creating a "Leave" action,
saving Infotype 0000 might automatically create an Infotype 2001 (Absences)
record, with the "Reason for Leave" defining the absence type.36

Dynamic actions enhance automation and data consistency by ensuring that related
data updates occur automatically. This significantly reduces manual effort and
minimizes the potential for errors in complex, inter-dependent HR data updates. This
capability is a powerful feature for maintaining data integrity across the various
Infotypes, as it enforces logical relationships between different pieces of employee
information. By automating these linkages, the system ensures that all relevant data
points are consistently aligned, which is critical for accurate reporting, compliance,
and efficient HR operations.

5.2 Integration with Workflows and Approvals

Personnel actions in SAP S/4HANA are not isolated processes; they are often
integrated with robust workflow and approval mechanisms to ensure proper
governance, compliance, and efficiency. This integration is a key aspect of modern
HR process management.

Personnel actions can trigger workflows, for instance, for approvals of organizational
changes, hiring requests, or terminations.37 SAP S/4HANA leverages

Flexible Workflows for these approval processes, which are deeply integrated with
the Fiori user experience.38 Managers can review and approve or reject requests
directly from their Fiori Launchpad, often through the "My Inbox" application.39
Flexible Workflows offer significant configurability, allowing for multi-step approvals,
escalation paths, and the definition of approvers based on roles, dynamic groups, or
organizational hierarchies.38

Beyond direct approvals, HR Triggers in SAP Access Control (GRC) provide another
layer of automation and security.41 These triggers automatically create access
requests whenever an Infotype is changed in the HR system.41 For example, a new hire
action (change in Infotype 0000) can automatically initiate an access request for a
new user ID in the GRC system.41 This helps organizations to set specific rules for new
users automatically and manage access based on employee lifecycle events.41 The
process involves a Business Add-In (BAdI) in the HR system that passes changed
Infotype data to the GRC system, which then uses BRF+ (Business Rule Framework
plus) decision tables to determine the type of access request to create.41

The integration of personnel actions with flexible workflows and HR triggers signifies
a profound shift towards more automated, auditable, and user-friendly HR processes
in SAP S/4HANA. This moves beyond traditional manual approvals, which can be slow
and prone to error, and enhances both security and compliance. By automating
approval routing and access provisioning based on HR events, organizations can
significantly reduce processing times, enforce policies consistently, and maintain a
clear audit trail of all changes and associated approvals. This interconnectedness
ensures that HR processes are not only efficient but also robust against unauthorized
changes and aligned with corporate governance standards.

5.3 Best Practices for Configuration and Implementation

Successful implementation and configuration of HR processes in SAP S/4HANA,

particularly concerning personnel actions, IGMOD, and action menus, require
adherence to several best practices. These practices extend beyond mere technical
setup to encompass strategic planning and organizational change management.

Key best practices include:

● Clear Transformation Readiness Strategy: Organizations should define a clear
strategy for their SAP S/4HANA transformation, understanding the impact on
people, business processes, and technology.42
● Define Clear Business Objectives: The SAP implementation must align with
broader company goals. For instance, if enhancing operational efficiency is a
goal, identify specific slow or error-prone processes that SAP S/4HANA can
optimize.42
● Effective Organizational Change Management and User Training: Resistance
to change is a common reason for implementation failures. Implementing clear
communication strategies that highlight the benefits of the new system, tailored
to each department's needs, is crucial. Comprehensive user training programs,
utilizing a mix of workshops, e-learning, and hands-on sessions, should cater to
different user roles to ensure everyone is equipped to use the new system.42
● Choose the Right Deployment Option: Organizations must evaluate whether
an on-premise, cloud, or hybrid deployment model best suits their size, data
security requirements, budget, and growth expectations.42
● Perform a Gap Analysis Before Implementation: Before embarking on
implementation, it is vital to identify existing gaps and streamline key systems.
SAP's Process Discovery tools, including the SAP Signavio Process Navigator, can
provide preconfigured templates for business processes and help analyze
current performance, identify areas for improvement, and recommend relevant
Fiori apps.23 These tools offer insights into standard capabilities and help prepare
for the transition.23
● Phased Approach: Breaking down the implementation into smaller, manageable
 phases, each focusing on key areas (e.g., starting with finance, then
incorporating supply chain and HR), prevents the project from becoming
overwhelming and helps maintain budget and timeline adherence.42
● Collaborate with SAP Consultants and Involve Your Team: Working closely
with SAP experts helps in estimating timelines and setting achievable milestones.
Empowering the internal team to contribute to discussions ensures expectations
are realistic and boosts buy-in, as they gain a clearer understanding of feasibility
based on day-to-day operations.42
● Plan for Contingencies: Being prepared for potential delays or obstacles, such
as allocating additional training time, can prevent bottlenecks later in the
project.42

The successful implementation of HR processes in SAP S/4HANA requires not just

technical configuration but also robust organizational change management and
strategic alignment. This highlights the socio-technical nature of enterprise resource
planning (ERP) projects. The system's effectiveness is not solely determined by its
technical capabilities but equally by how well it integrates with human processes,
organizational culture, and strategic objectives. A holistic approach that addresses
both the technological and human aspects of transformation is essential for
maximizing the benefits of SAP S/4HANA in HR.

Conclusion

Personnel Actions, IGMOD, and the Action Menu are interdependent components
crucial for effective Human Resources management within SAP S/4HANA. Personnel
Actions provide the structured framework for managing the entire employee lifecycle,
from hiring to termination, ensuring data integrity and historical accuracy through the
diligent use of Infotypes. The system's ability to maintain a comprehensive history of
employee changes is fundamental for compliance, auditing, and robust HR analytics.

IGMOD extends this foundational structure by introducing dynamic control, allowing

organizations to tailor Infotype flows and data capture requirements based on
specific organizational and employee attributes. This flexibility is particularly vital for
global enterprises or those with diverse workforces, enabling localized processes
within a harmonized system. The configuration of IGMOD via features like PE03
underscores the deep technical expertise required to fully leverage SAP's adaptive
capabilities.

The Action Menu, as the user interface for these processes, plays a pivotal role in
optimizing user experience and enforcing security. Its customizable nature, often
driven by user group dependencies, ensures that HR professionals are presented with
relevant actions, thereby streamlining operations and enhancing data entry
efficiency.

The practical examples of hiring, transfer, and termination illustrate the intricate
interplay of these components. Each action triggers a precise sequence of Infotypes,
with specific data operations (create, delimit, modify) that reflect the nature of the
employee lifecycle event. The system's capacity for end-to-end process automation,
further enhanced by Dynamic Actions and integration with Flexible Workflows and HR
Triggers, signifies a mature and comprehensive HR solution.

Ultimately, the success of leveraging these functionalities in SAP S/4HANA hinges not
only on precise technical configuration but also on a strategic approach to
implementation that prioritizes clear business objectives, effective change
management, and continuous user engagement. This holistic perspective ensures
that the powerful capabilities of SAP S/4HANA HR translate into tangible operational
efficiencies, compliance adherence, and an optimized employee experience.

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