How to better design your HR actions to improve HCM Reporting

July 31, 2017
Written by Danielle Larocca

Senior Vice-President of HCM Solutions Danielle Larocca has worked in the SAP HCM space for over 20 years. An SAP Mentor and featured speaker at numerous conferences, Danielle has authored four best-selling books on SAP, is the Technical Editor for the SAP Professional Journal, and often the Voice of the Expert on SAPInsider’s Ask the Expert series for HR.

Designing your Employee actions

This blog talks about configuring actions properly in order to improve data and reporting.  The configuration of personnel actions such as hiring, terminations, and organizational assignments in SAP ERP HCM is completely customizable. The SAP-delivered actions can be customized to your company's needs so you can collect necessary data and assign specific employment statuses. The employee data collected during your actions then can be classified with reason codes that will provide you with better employee groupings for reporting. Before you configure new actions, here are three questions to ask:

What data do I need to collect?

  1. What statuses do I want to assign?
  2. What reporting goals do I have related to these actions?

I'll explain why these questions are so important. Then I'll show you how to create your own HR actions.

Determining which infotypes go into each action boils down to what data you want to collect. Take organizational actions, for example. For a simple promotion, you could start with an infotype 0000 (using an infotype 0000 at the beginning of an action records the action and its reason code), an infotype 0001 that records the organizational change, and an infotype 0008 that records the change in salary. Those are the basics, but you need to think a step further. Is there any other pertinent information that you wish to recall along with the promotion? See the table below for a sample checklist to stimulate your thought process on what infotypes to include in an action.


Infotype to Add

Does this action require a change to any dates collected for the employee?

Infotype 0041 Date Specifications

Does this action require any reminder dates to be updated for the employee?

Infotype 0019 Date Monitoring

Does the change in their status (PT to FT or vice-versa) have an impact on their benefits eligibility?

Infotype 0171 General Benefits Information (and other benefits-related infotypes)

Does their employee life event require update or delimitation of their spouse or dependent information?

Infotype 0021 Family/Related Person

If you are processing employee address changes, do they also have a bank change that would impact their direct deposit?

Infotype 0009 Bank Details

Does their leave event require a change to their travel privileges while on leave?

Infotype 0017 Travel Privileges


After you determine what data you want to collect, you need to determine which statuses to assign.

Just a note:  It is possible to create an action without an infotype 0000. For example, if you are creating an action to update an address, you can decide whether or not you want an infotype 0000 to be recorded for the address change. The system already date delimits the old address, so history is properly preserved. Therefore, you may not want an infotype 0000 created.

What statuses do I want to assign?

Actions can be used to change the status of an employee—e.g., new hire actions make them active, terminations make them withdrawn, etc. You have three options for the statuses to assign for each action. The first is the basic employment status. You use this to set the status to which you want the employee to be changed. This appears on infotype 0000 in the Employment Status field. The options include:

  • 0: Employee not with company (used for termination actions)
  • 1: Employee with company, but inactive (used for unpaid leaves)
  • 2: Employee with company, but as retiree (used for retiree actions)
  • 3: Employee active in company (hire/rehire and non-status change organizational actions).

The next status is the Special Payment Status. The three options that would update the infotype 000 are:

  • 0: Special payment: no entitlement
  • 1: Special payment: standard wage type
  • 2: Special payment: special wage type

The third status, Customer Specific Status, is optional. To learn more about it see this blog:“A Quick Fix to Employee Status that can improve your HCM Reporting”. 

Maximizing the use of Reason Codes

The use of reason codes can really make or break you when it comes time to evaluate employees who have undergone actions. The termination example is a good indicator of that. Without recording why someone was terminated, the actual record of a termination action does not give you much. A best practice is to determine what reasons you want to track and to evaluate your turnover reports to see what your needs really are. After making a list of termination reasons, see if you want to group them to make them more useful as shown in the table below.

Reason Code

Reason Description


Reason Code

Reason Description





Better opportunity – more money


Military duty



Better opportunity – better benefits





Better opportunity – commute related


Excessive tardiness



Dissatisfaction with job


No call no show



Dissatisfaction with supervisor


Gross misconduct



Dissatisfaction with pay


These sample codes allowed me to classify my termination reason codes into four categories: unavoidable termination (A), employees who took positions at another company (B), employees who were terminated for cause (C), and employees who quit because they were dissatisfied with the company (D). Using the A, B, C, D numbering convention allows me to group the codes as needed and simplifies reporting later on.

You can also maximize the use of the reason codes for pay-change-related actions. An employee's pay could change for at least a dozen reasons. Only through properly grouping these pay changes into categories can you address your reporting needs. For example, distinguishing which employees were promoted and demoted in a certain period of time is a frequent reporting need to satisfy governmental regulatory reporting, such as affirmative action plan reporting in the US. Creating actions specific to promotions or demotions or having multiple specific reason codes for a single pay-change action is a way to meet that requirement.

Creating actions in SAP is an easy task. Once you have thought through the three questions above, you can complete the configuration using the SAP Implementation Guide (IMG). The configuration of actions and reason codes is most often performed by the functional person responsible for system configuration. It is important to note that the business side of the organization should dictate what the actions and reason codes are. They should not be driven by the payroll department or the IT organization.

Check out my blog "How to Create an Action in SAP" which includes the basic step-by-step procedures for creating an action and its related reason codes in SAP HCM.

More about SAP reporting




Explore Popular Tags

Query Manager SAP SuccessFactors SAP HCM reporting SAP HCM HCM Reporting SAP Payroll SAP Reporting EPI-USE Labs HCM SAP SuccessFactors Employee Central Payroll SAP SuccessFactors Reporting Intelligent HR and Payroll PRISM reporting Human Capital Management (HCM) Payroll Document Builder Payroll reporting Query Manager Analytics Connector SAP Analytics Cloud SAP HCM Data SAP Query Microsoft PowerBI SAP SuccessFactors People Analytics SAP Payroll data Variance Monitor HR and Payroll data SAP HXM SAP S/4HANA SAP S/4HANA Private Cloud Edition (S/4 PCE) Tableau Artificial Intelligence (AI) HXM Move Payroll Data SAP SAP ERP HCM SAP HCM On-Premise Solutions SAP HCM Payroll SAP HR Reporting people analytics sap query hr Data Sync Manager Employee Central Payroll Journey to SAP SuccessFactors PRISM for HCM (Private Cloud Edition) PRISM free assessment SAP HCM journey SAP and SuccessFactors HXM Reporting COVID-19 Cloud-based SAP HCM solutions Employee payroll H4S4 HCM Productivity Suite HR SAP HCM/HXM SuccessConnect reporting solution ABAP DSM for HCM Employee Central Payroll Reporting Employee data GeoClock Let's Talk HCM Machine Learning (ML) On-Premise Payroll Pay Recon SAP Data Warehouse Cloud SAP HCM Analysis SAP HCM for SAP S/4HANA On-Premise SAP HR SAP SuccessFactors HCM Journey SAP SuccessFactors Roadmaps SAP data privacy and compliance SuccessFactors Ultimate Guide: SAP HCM & Payroll Options data validation payroll control center AI BTP Data Sync Manager for HCM Digital transformation Employee Central GDPR HCM, HR Joule OData PRISM for ECP PRISM for H4S4 Query Manager with Document Builder Real-time reporting and document creation SAP Analytics Cloud (SAC) SAP Business Technology Platform SAP HCM On-premise SAP HCM for S/4HANA SAP On-Premise customers SAP Payroll to the Cloud SAP Road maps SAP customers SAP data SAP data privacy & security Success Factors SuccessConnect 2019 Tax Reporting Transformation without re-implementation accurate payroll data certification custom infotype data source ebook on-premise SAP HCM s/4HANA Analytics solutions Automated reports Automation ChatGPT Cloud migrations DSM Object Sync for SuccessFactors Hybrid Data Secure Data Types Data analysis EPI-USE Labs’ solutions Employee Letters Employee communication Free HCM Assessment HR Journey HR employee reports Human Experience Management (HXM) Human Resources Human Resources data Hybrid Reporting SAP and SuccessFactors Hybrid SAP and SuccessFactors Hybrid reporting Hybrid reporting solution Integrated reporting SuccessFactors SAP Intelligent Enterprise Microsoft Excel News OData integration OM Object Sync On-Premise Payroll S/HANA Sidecar On-premise reporting Organization of the data PA People Analytics Workforce Planning Personalized documents Protect personal employee data Report Stories Reporting and analysis Robotic Process Automation (RPA) Robotic Process Automation framework S/4HANA Private Cloud Edition (PCE) SAP Data Privacy Suite SAP Data Security SAP ERP Payroll customers SAP HCM 2023 SAP HCM Roadmap SAP HCM and Payroll customers SAP HXM 2021 SAP Mentors SAP SuccessFactors Hybrid SAP SuccessFactors Next-Gen Payroll SAP SuccessFactors Release updates SAP SuccessFactors Time Management SAP SuccessFactors Time Tracking SAP Wage Type Reporter SAP certified solution SAP migration SAPPHIRE 2018 SuccessFactors and the Intelligence Enterprise SuccessFactors' Employee Central Payroll TCO Calculator The Report Center The Road to People Analytics Time management Workforce Planning ad hoc data variances easy reporter high-speed, low-risk on-premise SAP data partner roadmap single reporting solution sq01 stories in SAP SuccessFactors People Analytics technology third party ALE STP report ASUG Accessing COVID-19 data Ad Hoc Query American Payroll Association (APA) Analytics Connector Analytics reports Analytics solution At-risk employees Australian Payroll Australian Tax Office (ATO) Automated analysis and pay run reconciliations Automatic HR reports Best practice in BI Bots Business Analytics Business Intelligence COVID-19 statistics COVID-19 vaccinations Certified solutions Check for data replication errors Client Sync Client-centric Cloud hosting SAP PCE Company Branding Compare legacy HR and Payroll data Comparing data Configuration Center Copy and mask test data Coronavirus Created timestamp Custom Development Custom store Customer-specific infotypes DSAG Data Privacy Data Replication Data Sources Data Sync Manager (DSM) Data access Data privacy regulations Data production support issue solution Democratize data Description Diversity & Inclusion reporting DocuSign Document Building Dubai Dynamic data ECC EPI-USE ERP Education sector Electronic Signatures Embedded Analytics Edition Employee Central time Employee Central timesheets Employee NICs Employee Retention Analytics (ERA) Employee payment summaries Employee right to privacy Employer NICs
+ See More

Get Instant Updates

Leave a Comment: