Creating OM and PA data through LSMW

There are many ways to upload your PA and OM master data to SAP HR, but the one method that I have learned to have more control over and have minimal data errors is by using LSMW. There should be a Data Migration strategy indicated on your Business Blueprint documenting the sequence of OM and PA infotypes to be loaded.  The DM strategy would contain also the scope of data to be loaded, the freeze date of the snapshot of the data, the key dates to be used, the list of LSMW programs to be created and of course some volumetrics of the data to be loaded. That way you have a complete plan in your hands that you can follow. Now let’s get started.

Typically, you would need an initial upload in PA just to get things started. You should load these infotypes first:

  • Actions Infotype (IT0000) – This record captures the EE’s hire date into the organization as well as their personnel number and some Enterprise structure details
  • Organization Assignment Infotype (IT0001) – This record captures the some more information about the EE’s Enterprise Structure Details except for Position, Job and Org Unit. You can use the default position 99999999.
  • Personal Data infotype (IT0002) – This record captures initial basic personal information like the First Name, Middle Name and Last Name. Personally Identifiable Information (PII) is not loaded, only when authorizations in SAP HR are active. And PII is normally loaded only in the Production system.

There are many alternatives to uploading these infotypes with an LSMW, and the most efficient way I have used so far is recording the Conversion Hire Action into the LSMW. The Conversion Hire Action is configured only for the three initial infotypes mentioned above.  You can remove the conversion action from PA40 once you are live. As for other PA infotype uploads, I recommend that you simply use PA30 when recording the PA infotype creation for the LSMW. You will have more control and flexibility in the long run.

Once you have this initial PA upload ready you can at this point prepare your OM data.  Don’t worry, the current org assignment of the EE will be loaded in another LSMW upload as soon as the OM data is loaded and verified.

In your current SAP Installation, SAP has some standard delivered OM objects for your org structure that you may not need. To delete these objects you may have to use report RHRHDL00. This program will delete all infotype objects associated with an object. Cleaning up the SAP system will reduce data errors in your uploads.  If you skip this step you may end up having a German named Org Unit, Position or Job in your Org plan, so it is better to safe now than sorry later.

OM data must be loaded in a correct sequence depending on your requirements; one must plan the creation of your organization structure with ESS/MSS in mind. That way your approval hierarchy will be in place and you will avoid a lot rework when you are implementing ESS/MSS. I have written down a sample sequence just to give you an idea how OM infotypes should be loaded.  There are several ways for you to use an LSMW you could either have multiple LSMW’s for each object to be loaded or you can have just one for the objects and another for the relationship objects.  I don’t recommend using the OM actions as it is just too much data to verify in one go.  You can use PO03, PO10, PO13 or PP01 as part of your LSMW recordings.

If you have multiple companies I suggest that you load the smallest organization first so that you can confirm that your LSMW’s work and your data sheets are organized correctly. If you need to load in piecemeal then do so, that way you have more control and it will be easier for you to verify what you have loaded. But that’s really all up to your overall strategy. Let’s take a look below.

  1. Org Unit Objects (IT1000)
  2. Job Objects (IT1000)
  3. Position Objects (IT1000)
  4. Org to Org relationship objects (IT1001)
  5. Position to Job Relationship Objects (IT1001)
  6. Position to Org Unit Relationship Objects (IT1001)
  7. Chief Position Object (IT1001)

I recommend that you load all the objects first and then the relationships, you can upload the rest of the related infotypes later once you have at least uploaded these objects and their relationship infotype records.

When it comes to number ranges for these objects the best way would be use external number ranging and assign the object IDs yourself.  When I had used internal numbering for the objects, I had to spend some time creating the object relationships sheet manually before I do the upload into the different SAP systems as the internal numbers  assigned during the LSMW upload differ from DEV,QAS and PRD. So your data sheets are off already once you switch from DEV to QAS and then again from QAS to PRD.  If you use external  number ranges that would make the LSMW uploads into the different SAP systems easier as you will have the same object id throughout the conversion activity, therefore negate the need to redo your data sheets.

With all these OM objects loaded, a consistency check must be executed.  OM-PA Integration reports RHINTE10 and RHINTE20 must be executed so that all OM objects that are uploaded are also present in the PA side.  When you have performed these two reports, it will be time to upload your next PA LSMW upload which is the Organization Reassignment data. This data represents the EE’s current position in the organization as of the freeze date that has been agreed upon with the client. If there are recent changes to an EE’s position after the freeze, you have to discuss with your client how you want to update your MD.

Assuming that your Org Assignment LSMW update went well,  you need  to execute RHINTECHECK. This program will basically report which PA or OM data is inconsistent  and is able to provide an explanation

To investigate the inconsistency, go to PA30 and look at  the Organization Assignment infotype (IT0001) of each employee in the report. Once you are in infotype 0001 click  on the Org Structure button and compare the values in the pop-up box and IT0001.This will show you whether the Position or Org Unit or Job are the ones that have inconsistency and which EE has the inconsistency

If you click on the Org Structure button in infotype 0001 and you get an error message that there is no Org Structure for this object then there is no holder for that position in OM. You have to execute RHINTE00 with the create holder relationships only.  Be careful that you only create the holder relationships only, otherwise you will have the program create extra OM objects that you will not need. Now if you look  the Org structure button in IT0001 and you do get some data but it is not the same as the one in IT0001. Let’s say after confirming with your client that the data in OM is correct, then you need to execute RHINTE30. This report creates a batch input session for specified personnel numbers. The session updates IT0001 for the persons concerned. I recommend that you start this report in test mode initially.  With these tips you will be able to upload your PA and OM master data in all your SAP systems consistently.

As I said in the beginning of this blog that there are many ways to upload your data, I only discussed one method of uploading it.  I have used this method many times and this is a method I would recommend to most clients because you have more control and it is much faster than the other methods I have used in my career with SAP.  The trick here is to organize your data, make sure that all the objects you need are present and stay in constant communication with your client as they own Organization Plan you are loading and therefore are the best persons to verify your Org Plan.


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