Objects on Loan

To maintain Objects on Loan (OOL) records in SAP, a user must hold one of the designated SAP security roles that allow access to Infotype 40 (Objects on Loan) within the PA30 transaction. Only users with the appropriate security can add, update, or end OOL entries.

Available SAP Security Roles

1. HR PDF Update: Grants full update access to PA30 (Maintain HR Master Data), including all applicable infotypes. This role is typically assigned to Business Center HR staff who manage a broad range of employee data.

2. HR_0040_UNL: Provides update access only to Infotype 40 (Objects on Loan) within PA30. This is a more limited role intended for users who solely need OOL update capabilities, such as those within administrative offices. 

How to Check Your Access

The simplest way to determine whether you have the required security is to attempt to open Infotype 40 in PA30.

• If you can view and update the infotype, your access is correctly assigned.
• If you are unable to access or edit Infotype 40, you will need additional security.

Requesting Additional SAP Security

If you require access to maintain OOL records, you may request the necessary security roles through the Firefly Security Request process:

1. Log in to Firefly.
2. Select the Security Request tile on the homepage.
3. Complete and submit the form to request the appropriate role.

Requests are routed through the standard approval workflow, and access will be granted once approved.

NOTE: Do not edit or change records that your department did not create. 

1. Start the transaction using the SAP menu path or transaction code.
   • Transaction Code: PA30 - Infotype 40
   • Path: Human Resources > Personnel Management > HR Master Data > Maintain > Personal tab > Infotype 40
2. Enter the employee's personnel number.
3. Click the Personal Tab.
4. Click in the margin box beside 0040 Objects on Loan.
5. Click Create (a) to create a new entry, Change (b) to edit an existing entry, Display (c) to display existing entries, Copy (d) to use an existing entry as a template, or Overview (e) to see a list of the existing objects. 

6. As required and necessary, complete/review the following fields:
   • Start (f): Date the object was loaned or provisioned to the employee.
   • To (g): Date the object will or has been returned. For active employees, the date should be left as 12/31/9999 until the object is returned.  
   • Object on loan (h): Enter the four-character code for the object on loan or use the [insert pic] search button for a list to select from.
   • Number/unit (i): Enter 1. Even if more than one item of particular objects were loaned to an employee, it is recommended to enter these as separate records. 
   • Loan object number (j): Enter a short-hand description of the object. Example: Dell Laptop D800.
   • Comments (k): Enter other identifying or pertinent information about the object. 
7. Click Save.

Multiple reports are available through the HR Toolbox, Firefly Portal, and SAP, to help Business Centers monitor and maintain accurate OOL records for their departments. Business Centers may use whichever combination of reports and tools best supports their internal processes. However, at a minimum, each Business Center must facilitate an annual review and confirmation from every employee to verify that their OOL assignments are accurate and complete. This annual verification serves as the baseline standard for ensuring OOL records remain current throughout the year.

Business Centers should also incorporate OOL checks into their employee separation and offboarding process. As part of separation process, Business Center HR staff should run the relevant OOL reports (such as the personnel‑specific Turnaround report) to provide supervisors with a complete list of assigned items that must be retrieved or resolved before the employee’s end date. This support ensures supervisors have clear, accurate information and promotes timely return of university‑owned equipment and appropriate removal of access.

A summary of the OOL reporting tools is provided in the table below, followed by more detailed information on the following Instructions tabs. 

The HR Toolbox provides four structured reports for routine OOL management, helping departments maintain accurate data and support employee onboarding and offboarding. 

All reports are located under: HR Toolbox → Data Maintenance → Objects on Loan

Departmental Objects on Loan Turnaround

The report will generate a printable OOL checklist for each employee within an org unit. This checklist is intended to be provided to each employee so they can review and sign it, confirming the accuracy of their Objects on Loan (OOL). The return date shown at the top of the document is automatically set to two weeks from the date the report is generated.

To run the report, click on Departmental Objects on Loan Turnaround and enter an 8-digit org unit. 

Objects on Loan Turnaround for a Specific Person

This report generates a complete, up‑to‑date list of all Objects on Loan assigned to an individual and is especially useful when offboarding an employee who is leaving a department or being separated from the university. It can be run at any time to support offboarding or routine OOL verification.

To run the report, click on Objects on Loan Turnaround for a Specific Person and enter an 8-digit personnel number. 

Department Objects on Loan List

This report generates a complete listing of all employees with OOL within an org unit, in a spreadsheet format. The resulting data can be easily exported into Excel.

To run the report, click on Department Objects on Loan List and enter an 8-digit org unit. To export the data, you can either copy and paste it manually or go to the External Data tab and choose Export to Excel.

Objects on Loan to Evaluate for Deprovisioning

This report generates a list of active Objects on Loan (OOL) for inactive employees. It should be run periodically to ensure that employee offboarding was completed correctly and that all OOL records were properly ended.

To run the report, click on Objects on Loan to Evaluate for Deprovisioning and enter an 8-digit org unit. To export the data, you can either copy and paste it manually or go to the External Data tab and choose Export to Excel.

Firefly’s BI Reporting tool provides interactive, user‑friendly views of OOL data using SAP information from the previous day. Reports can be filtered and customized easily for review by supervisors and HR staff.

Objects on Loan (BI Portal Report)

1. From Firefly, choose Business Intelligence Reporting > HR > Employee

2. On the Variable Entry screen, enter the Org Unit, Employee Group(s), Employee Subgroup(s), and Employment Status of the employees to retrieve data on. Use the reference table shown below to specify criteria for your reports. NOTE: Only specify Employee Subgroup when narrowing down results for a specific subset of people. 

3. Click the OK button.
4. On the results screen, the Objects on Loan are on the second tab.

Tips and Tricks

• Remove a field: Click and hold on the header of the column that you want to re-move. Drag the header off the table until you see an X, then re-lease.
• Change the Sort: Click and hold on the header of the field you want to sort by. Then drag the field to the far-left column position and let go. The table will sort by data in the first column.
• Filter by Specific Values: Right click on field header > Filter > Select filter value. Highlight your value on the left, click “add,” then “OK.”
• Change Format of a Displayed Cell: Right click on header > Properties > Characteristic. Choose from drop down and click “OK”
• Add Additional Fields: Right click on the Employee# (personnel #) header > Properties > Characteristic. Click the “Attributes“ tab. Highlight the fields on the left, click "add," then "OK".