Ask the Expert: How to Monitor Individual Use of HR Master Data Transactions

  • by A.J. Whalen, SAP Marketing Director, Velocity Technology Solutions
  • June 15, 2004
The sensitive nature of HR master data requires special attention of administrators. The author shows how R/3 can track the HR master data records viewed by a user. He also demonstrates how a user may thwart your efforts to distinguish snoopers from frequent master data users so that you can minimize such efforts.
Key Concept
Dear HR Expert,
Is there a way to tell if a user is “snooping” or just frequently viewing HR master data in R/3? Also, is there a report that shows which user has been viewing which personnel numbers?
Dear HR Expert,
Is there a way to tell if a user is “snooping” or just frequently viewing HR master data in R/3? Also, is there a report that shows which user has been viewing which personnel numbers?

Thanks for the question. Standard SAP report RPUAUD00 audits logged changes in infotype data by user or by personnel number, but it only tracks instances in which an actual data addition, change, or deletion was saved. Your question, however, is looking to go beyond the tracking of actual changes and instead to monitor the viewing of HR master data.

The good news is that R/3 functionality allows you to track the HR master data records that a user accesses, including those viewed but not saved. The bad news is that there are ways that users can reduce the effectiveness of this solution or remove their history altogether, making this tool somewhat less than optimal. I’ll first discuss the solution available and then warn you about the ways users can avoid having their history tracked.

First, here’s the good news. In R/3, the object history table SGOSHIST stores the audit records of a large number of objects accessed by user ID, including access to personnel numbers via HR transactions PA20, PA30, and PA40. The fields stored in table SGOSHIST are described in Table 1. You should note that the history stored in SGOSHIST is limited to the most recent access a user has made to a particular personnel number, and the table does not track the specific infotypes viewed or how long a user viewed them. For example, if you access the same personnel number every day, the audit data stored by SAP only shows the date/time stamp of your most recent viewing of that person’s master data.

A.J. Whalen

A.J. Whalen has successfully combined more than two decades of global business expertise with in-depth experience in the strategic development, management, and delivery of large-scale projects and education for SAP ERP HCM. Prior to his current role as SAP Marketing Director at Velocity Technology Solutions, he served as lead consultant for several global SAP implementations and engagements as well as an SAP Conference Producer for Wellesley Information Services. A.J. has been invited to speak at nine annual SAP educational events and holds an MBA degree from the Stern School of Business at New York University.

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