How To Fix HRGB_SWF001 - Employment Type could not be derived

SAP Error Message - Details

• Message type: E = Error

• Message class: HRGB_SWF - School Work Force Census

• Message number: 001

• Message text: Employment Type could not be derived

What causes this issue?

Employment Type is mandatory for all employees and all data modules that
are being extracted. There are 4 possible values:

The system issues an error message and will not allow you to continue with this transaction until the error is resolved.

1 Teacher in Regular Service
2 Agency/SA teachers in regular service
3 Teaching Assistants
4 Other support staff
An employee's employment type is derived from 3 possible levels of
contract information;
1) Snapshot Data (at census date); from the SWF Contract Details
infotype (3216)
2) Continual Assessment Data (in the previous 4 calendar months before
the census date); from the SWF Contract Details infotype (3216). If the
employee has multiple employment types then the "highest" is applied to
later modules.
SPRING: Continual Assessment from September 1st # December 31st
SUMMER: Continual Assessment from January 1st # April 30th
AUTUMN: Continual Assessment from May 1st # August 31st
3) Centrals are defaulted to '4'.
&NOTE&
The report uses the default value defined in T5GPBS_ALL table if it
cannot derive the information from one of the three levels of contract
information above. This is possible only if this value is maintained in
T5GPBS_ALL table.

System Response

No SWF data can be generated for this employee.

How to fix this error?

There are cases where this is a legitimate scenario and no data is
necessary for a specific census. In which case this information message
can be ignored. This may be the case during the SUMMER and AUTUMN
census.
However, in the cases where data needs to be extracted for this
employee, which would normally be the case in the SPRING census, you can
create any of the following:
A default value to apply to all such cases, via the T5GPBS_ALL entry.
An <LS>SWF Contract Details</> infotype (3216) record for this employee.
The latter approach is recommended.

Procedure for System Administrators

Error message extract from SAP system. Copyright SAP SE.

Smart SAP Assistant

• What is the cause and solution for SAP error message HRGB_SWF001 - Employment Type could not be derived ?

  The SAP error message HRGB_SWF001: Employment Type could not be derived typically occurs in the context of SAP HR (Human Resources) workflows, particularly when the system is unable to determine the employment type for an employee or a position during a workflow process. This can happen for various reasons, and understanding the cause is essential for resolving the issue.
  Causes:
  
  
  Missing Configuration: The employment type may not be properly configured in the system. This could be due to missing entries in the relevant tables or incorrect settings in the configuration.
  
  
  Data Inconsistencies: There may be inconsistencies or missing data in the employee master data or organizational management (OM) data that prevent the system from deriving the employment type.
  
  
  Workflow Configuration Issues: The workflow itself may not be correctly set up to derive the employment type, or it may be referencing incorrect or outdated data.
  
  
  Authorization Issues: Sometimes, the user executing the workflow may not have the necessary authorizations to access the required data.
  
  
  Custom Enhancements: If there are custom enhancements or modifications in the system, they may interfere with the standard process of deriving the employment type.
  
  
  Solutions:
  
  
  Check Configuration: Review the configuration settings for employment types in the SAP system. Ensure that all necessary entries are present and correctly set up.
  
  
  Validate Master Data: Check the employee master data and organizational management data for completeness and accuracy. Ensure that the employment type is defined for the relevant employee or position.
  
  
  Review Workflow Settings: Examine the workflow configuration to ensure that it is set up correctly to derive the employment type. Look for any custom logic that may be affecting this process.
  
  
  Authorization Check: Verify that the user executing the workflow has the necessary authorizations to access the required data. Adjust roles and permissions as needed.
  
  
  Debugging: If the issue persists, consider debugging the workflow to identify where the process is failing. This may involve checking the workflow logs and tracing the execution path.
  
  
  Consult Documentation: Refer to SAP documentation or notes related to the specific version of SAP you are using for any known issues or additional troubleshooting steps.
  
  
  Contact SAP Support: If you are unable to resolve the issue, consider reaching out to SAP support for assistance. They may provide insights based on the specific version and configuration of your system.
  
  
  Related Information:
  
  Transaction Codes: You may use transaction codes like PA30 (Maintain HR Master Data) to check employee data, and SWI1 (Work Item Selection) to monitor workflow items.
  Tables: Familiarize yourself with relevant tables such as T001 (Company Codes), PA0000 (Actions), and T529A (Employment Types) to understand how employment types are stored and configured.
  SAP Notes: Search for SAP Notes related to HR workflows and employment types for any patches or updates that may address known issues.
  
  By following these steps, you should be able to identify the cause of the error and implement a solution to resolve it.