SAP ABAP IMG Activity HRASR_DPF_ORG_FILE (Digital Personnel Files (DPF))
Hierarchy
EA-HRGXX (Software Component) Sub component EA-HRGXX of EA-HR
   PA-AS (Application Component) HR Administrative Services
     PAOC_ASR_PERSONNEL_FILE (Package) Digital Personnel Files
IMG Activity
ID HRASR_DPF_ORG_FILE Digital Personnel Files (DPF)  
Transaction Code S_AEN_10000813   (empty) 
Created on 20050331    
Customizing Attributes HRASR_DPF_ORG_FILE   Digital Personnel Files (DPF) 
Customizing Activity    
Document
Document Class SIMG   Hypertext: Object Class - Class to which a document belongs.
Document Name HRASR_DPF_ORG_FILE    

Use

The digital personnel file (DPF) is a central storage for all documents relevant to the employees of a company. It is based on SAP Records Management. The DPF is based on the record model that structures the various folders of the DPF and decides which documents the system stores in a particular folder.

The DPF is based on exactly one record model that is binding for all employees. It is not possible to used different record models for different employee groups.

The standard system contains a record model with standard settings. To set up the digital personnel file, you can use or enhance this sample record model or create your own model. Depending on which course of action you take, you must make different settings in each case. In the Activities area of the documentation of the individual IMG activities, the information is separated into two sections, When using the sample record model and When using your own record model. If you enhance the sample record model, you must take the notes in both sections into account.

The DPF can be filled with documents either manually by an HR Administrator or automatically using the processes within HCM Processes and Forms. In the latter case, the system creates the DPF automatically for the relevant employee when a process is completed. An administrator with the relevant authorization can search for, display, add, and delete documents in the DPF, for example, and also display process forms and steps.

There are two types of documents in the digital personnel file that have to be taken into account separately in the individual IMG activities:

  • Process documents: These documents are the result of a process that an administrator performs for an employee, and consist of various attachments or forms. The system adds the process documents to the DPF.

    Example: If an administrator performs the process for maternity leave for an employee, the system generates a maternity leave form and the Doctor's Certificate attachment. The system saves this document in the DPF.

  • Archived documents: The system does not add archived documents to the DPF. It can only display them using the DPF.

You use Customizing for this section to set up SAP Records Management to use digital personnel files.

For more information, see SAP Library under SAP NetWeaver Library -> SAP NetWeaver by Key Capability -> Application Platform by Key Capability -> Business Services -> SAP Records Management.

Requirements

To ensure that the system creates the digital personnel file when a process is completed in HCM Processes and Forms, check the following settings:

In the event type coupling (transaction SWETYPV), in the object type CL_HRASR00_WF_PROCESS_OBJECT (object category: ABAP Class, event: COMPLETED, receiver type: HR Administrative Services), the Linkage Activated indicator is set for the receiver function module HR_ASR_START_PERSFILE_CREATION.

Standard settings

Activities

Example

Business Attributes
ASAP Roadmap ID 204   Establish Functions and Processes 
Mandatory / Optional 1   Mandatory activity 
Critical / Non-Critical 1   Critical 
Country-Dependency A   Valid for all countries 
Assigned Application Components
Documentation Object Class Documentation Object Name Current line number Application Component Application Component Name
SIMG HRASR_DPF_ORG_FILE 0 AEN0000011 HR Administrative Services 
Maintenance Objects
Maintenance object type    
History
Last changed by/on SAP  20050418 
SAP Release Created in 600