Improve Your Tracking of Employee Documents that Need Renewal

  • by Raghavendran Parthasarathy, Principal Consultant, Hexaware Technologies
  • August 15, 2007
Discover how to use two specific infotypes together with a standard task monitoring report to track expiration dates of employee documents, including passports, visas, and driver’s licenses.
Key Concept
Standard R/3 provides different infotypes to host passport, visa, and driver’s license details. These identification records are usually stored in infotype 0185; however, the standard functionality for monitoring of tasks uses a separate infotype (0019) to track task dates and maintain expiration (also known as expiry) dates. By using the two infotypes together with the standard monitoring report, you can track expiration dates, generate reports more efficiently, schedule tasks to perform automatically, and quickly identify employees with identification records requiring renewal.

HR departments are typically required to monitor and maintain identification records for each employee on a regular basis. This task has become more complex with the globalization of the workforce. For example, companies frequently recruit experts from around the world and must comply with legal standards for monitoring employee work permits, passports, and visa statuses, to name a few.

It is crucial that these identification records be current. To meet that requirement, some companies spend tedious hours manually generating reports to determine if such records are expired. Instead, you can configure R/3 and schedule your system to issue reports on visa, driver’s license, and passport renewals on the first day of every month. The method I’ll describe, which is based on my experience, applies to Releases 4.6B and higher.

Raghavendran Parthasarathy

Raghavendran Parthasarathy works for Hexaware Technologies as a Principal Consultant,where he manages SAP solution design for customers across the globe. He has worked in SAP ERP HCM for over 14 years in various capacities, including payroll projects in the Middle East, Europe, and Asia/Pacific. In addition to payroll, Raghavendran has experience in negative time management, personnel administration, and recruitment. He has also been a part of portal implementations. Currently, he is involved with cloud-based HCM applications such as SAP SuccessFactors and Workday.

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