Usually, there is a lot of information around us both at the organization level and at the individual level. And...
its always true that "data rules the world." In this world of information, it's often quite tricky to capture and utilize data in the right way. Thinking of a similar scenario in HR systems, there are tons of documents involved, such as appraisal documents etc. Is there a way to get all these documents to be stored in the HR system itself (as a folder per employee) and thus ensuring data security? The answer to such a question is the "DPF - Digital Personnel File". Here in this article, I would like to share that information how the digital personnel file can be used, where it can be used and what benefit we get from using it. What is the Digital Personnel File? 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. Why do we need Digital Personnel File? The DPF provides you with central access to all employee documents. This access enables you to simplify and optimize the tasks of your HR administrator and design the layout of your document storage more effectively. Advantages: 1. You have fast and secure access to archived documents. 2. You can enter Office documents and notes directly in a record, using document templates if required. 3. You can include Internet or Intranet pages in a record. In addition to documents, you can also integrate other diverse electronic elements (the elements can originate from the local SAP system, from other SAP systems or from non-SAP systems): a) Business Objects b) Transactions c) Reports ->These integration options mean that the record provides a universal view of all the information objects that exist for a business process. - > Access to information is facilitated. The user no longer has to navigate through systems to find information objects, because all the information objects for the whole record are available in one structured view. Clicking on an object in this view displays it directly. ->In addition, the integration of the WebFlow Engine and an ad hoc workflow tool enables you to efficiently control your processes from the record. How can we use the Digital Personnel File ? 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 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. More in detail: The DPF is based on exactly one record model that is binding for all employees. It is not possible to use 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. Let's have a look at the basic terms involved before we start doing it. Basic terms in records management : Element An element is a piece of information that is checked into Records Management. Elements can be integrated into records, but they don't necessarily have to be. Record model A record model is a template for records, which is created using the customizing feature. The template defines the structure of the records. Records that are based on the same record model always have the same structure. This improves user orientation within the records. File plan A file plan is a central registry used for the management of records. The use of a file plan is optional. Service provider Service providers enable integration of elements into Records Management and access to elements. Each service provider is responsible for a particular group of elements (for example, service provider for documents, service provider for notes, service provider for business objects). Within a service provider, you can adapt element types to further subdivide this group. Element Type An element type groups similar elements together. Element types are the starting point for checking new elements into Records Management or searching for them in Records Management. To create element types according to customer-specific requirements, use the IMG activity Registry Maintenance. Area Records Management has an underlying framework that can also be used for other applications outside of Records Management. Each application has its own framework area. An area contains a group of service providers. It defines attributes for the element types of these service providers. Steps to add a document or attachment to a record 1. Goto Transaction : srmregedit SAP provides standard set of service providers. It can be used or copied in order to cater to the needs of the customer. The service provider acts like a heart for the entire function. 2.You can use the standard record model or copy the existing record model. Use transaction organizer to access SAP records management. 3.SAP also provides a content model. Use the existing one, or copy the content model if some specific properties have to be set for the documents. Use transaction DMWB to go to the document modeler workbench. Documents to be supported by the DPF 1. HR master data - Infotypes 2. Adobe forms (from the process framework) 3. Archive link documents 4. Documents like resumes, tax cards, notification on confirmation, salary change etc. Saujanya GN is currently working in ERP HCM, SAPLabs, India as a Development specialist.
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