81745592 the secrets to reporting success using sap query

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The Secrets to Payroll Reporting Success Using SAP Query

Danielle LaroccaAxon Global Solutions

2What Well Cover

Reporting options available for HR and Payroll SAP Using SAP Query Creating a report using SAP Query basic screens Creating a report using SAP Query advanced screens Exploring configuration decisions Uncovering tips and tricks Wrap-up

3What Reporting Options Are Available?

1. Custom-coded reports (using ABAP, SAPScript, .NET, etc.)2. SAP NetWeaver Business Intelligence (BI)3. Third-party add-on solutions (i.e., Cognos)4. SAP standard canned reports5. Report Painter/Report Writer6. SAP preinstalled reporting tools (Query Tools) SAP Query InfoSet (Ad Hoc) Query QuickViewer

41. Custom-Coded Reports

Any report requiring a trained programmer to insert code (ABAP, etc.) to collect information, design output, and produce a report

Every company has some of these custom reports

Sample of custom ABAP report appears at right

52. SAP NetWeaver Business Intelligence (BI)

A separately purchased, licensed, and installed SAP component

Is a preconfigured integrated repository that summarizes data from SAP ERP 6.0, plus external sources, into a management-level strategic database

Formerly known as SAP BW (now called SAP NetWeaver BI) this reporting component is part of the standard SAP NetWeaver install. The SAP ERP 6.0 license includes BI, Portal, XI, etc. No additional purchase is required.

63. Third-Party Add-On Solutions

A separately purchased, licensed, and installed solution available to attach to your SAP solution

A preconfigured integrated repository that summarizes data from R/3, plus external sources, into a management-level strategic database

74. SAP Standard Canned Reports

SAP delivers hundreds of standard reports for each application area

They can be found via the General Report Selection navigation on the SAP Easy Access Menu

85. Report Writer/Report Painter

An SAP-standard visual report development tool Painter can be utilized within all financial sub modules GUI makes development a snap Painter reports can be used in drill-down reporting

96. Preinstalled SAP Query Reporting Tools

A. SAP Query B. InfoSet (Ad Hoc) QueryC. QuickViewer

10

A SAP Query

Best HR Query tool Powerful, easy-to-use report

writing tool that you can use to create reports for any SAP module

Offers a range of ways to define output and create different types of reports, such as basic lists, statistics, and ranked lists

11

B InfoSet Query (Referred to as Ad Hoc Query in SAP ERP HCM only)

Quick, one-time look-up utility for fast access to basic data

WYSIWYG (What You See Is What You Get) quick and dirty utility to access counts and simple basic lists

12

C QuickViewer Create WYSIWYG views of

data called QuickViews QuickViews are not reports

that can be exchanged among users

You can convert QuickViews to reports to be used with SAP Query

13

What Are the Differences Between All These Tools?

Custom-coded reports SAP standard canned

reports SAP preinstalled reporting

tools (Query, InfoSet, Ad Hoc, QuickViewer)

Free & Real Time

Third-party add-on solutions

Requires Purchase and Implementation & Not

Real Time

Free & Not Real Time

SAP NetWeaver BusinessIntelligence (BI)

14

Which Tool Should I Use?

No single tool alone meets all requirements for all companies A thorough review of your business needs, existing solutions, and

infrastructure can help you decide which tool is appropriate forspecific needs

Can use multiple tools at any given time For example, use Report Painter for detailed financial reporting,

SAP Query for all HR reporting, and SAP NetWeaver BI can be used as a data warehouse solution that includes data from multiple systems for strategic analysis

15

Mastering Standard SAP Query Tools

SAP preinstalled reporting tools in the Query family SAP Query InfoSet (Ad Hoc) Query QuickViewer

The tools delivered with your SAP system are: Easy to set up, easy to use, real-time Available for every application module in SAP Allow end users (without technical skills) create their own

reports

Please check out the session titled Mastering Standard SAP Query Tools to learn more

16

Comparing Your SAP Reporting Options

Compatible with all current versions of SAP R/3

Compatible with all current versions of SAP R/3

ALLSAP R/3 4.6C+SAP R/3 4.6C+SAP R/3 3.x+

Highly robust ad hoc or standard reports with huge array of capabilities

Highly robust ad hoc or standard reports with huge array of capabilities

Robust reports including subtotals, sorts, colors, etc.

Basic lists onlyBasic lists onlyRobust reports including subtotals, sorts, colors, and calcs

Excel, Web, or Crystal

Excel, Web, or proprietary

Standard or Graphical format

Standard or Graphical format

Standard formatGraphical or Standard format

Separate system to SAP R/3 that extracts and merges data from multiple systems to allow for end-user ad hoc analysis

Separate system that extracts and merges data from multiple systems to allow for end-user ad hoc analysis

End-user tool that allows for pre-delivered or custom, standard, or flexible analysis

End-user tool with a WYSIWYG approach to create a QuickView of R/3Equivalent to an SE16 table view but can be converted to SAP Query

End-user tool with a single-screen WYSIWYG approachEquivalent to an SE16 table view

Robust end-user tool for basic, statistical, and ranked lists

SAP NetWeaver

BI

Third-Party

Module-Specific

IS

QuickViewInfoSet Query

SAP Query

17

Where QuickViewer and Ad Hoc Query Tools Fit

You can use the InfoSet Query (Ad Hoc Query) or QuickViewer for a quick retrieval of data from SAP R/3, similar to an SE16 or SE17 data collection from a table

Unlike a comprehensive reporting tool for designing output with formatting, subtotals, and calculations like the SAP Query, these tools allow you to grab the data you need quickly

These tools are most often used as a quick-and-dirty database pull of your SAP R/3 data in a format friendlier than SE16 or SE17 and with more data available

Both are available in your standard SAP R/3 4.6C system

18

Best Practice Recommendation for Query Use

Using a single query reporting tool ensures that: Data is collected and presented in the same format using the

same criteria Security is the same for all Standardization for naming conventions, storage, etc., is

compliant You are not at risk for pulling different numbers with

different tools Recommendation

Use SAP Query for all HR and Payroll query reporting needs

19

How SAP Query Works Behind the Scenes

Two major components: Query Groups and InfoSets

20

One-Time Configuration Takes Only Five Minutes!

Step 1 Create InfoSets (DataSource)Step 2 Create Query GroupsStep 3 Assign InfoSet to Query Group

h View the take home CD for the session Mastering Standard SAP Query Tools: From Strategic Decisions toConfiguration Steps to Ongoing Administration

h This session covers everything you need to know to perform the one-time configuration of the SAP Query tool

21

What Well Cover

Reporting options available for HR and Payroll SAP Using SAP Query Creating a report using SAP Query basic screens Creating a report using SAP Query advanced screens Exploring configuration decisions Uncovering tips and tricks Wrap-up

22

How to Create a Basic Report with the SAP Query

Navigate to SAP Query (SQ01) Enter a name for your report and click Create You are prompted to select a data source

23

What Well Cover

Reporting options available for HR & Payroll SAP Using SAP Query Creating a report using SAP Query basic screens Creating a report using SAP Query advanced screens Exploring configuration decisions Uncovering tips and tricks Wrap-up

24

You Walk Through Seven Basic Screens to Create a Report

Give the report a name

Select field groups

Select fields

Add fields to the report selection screen

Specify the order and output of your fields

Fill out the selection screen

View your report output

25

Screen #1 Title Format

Stores the name of the report, page size, and other basic information

Use the forward arrow to proceed through the seven screens

26

Screen #2 Select Field Groups

Select the field groups containing the fields you want included in your report List of field groups is from

the SAP InfoSet using logical database PNPCP as its data source

Use the navigational arrows to navigate between the screens

27

Screen #3 Select Fields

Select the fields to include in your report

28

Screen #4 Add Fields to the Selection Screen

Lists all fields selected on the previous screen

Select fields that will display as additional selection criteria on the selection screen

Click Basic List to proceed to the next screen

29

Screen #5 Basic List Line Structure Screen

Specify the order and output of fields, and indicate any counts or totals

To proceed, click the Execute icon

You can also create Statistics and Ranked Lists

30

Screen #6 Selection Screen

Specify the data you want to see in your output

Enter any specifications and click the Execute icon to see the finished report

If you added any fields in screen #4, they display on the selection screen in the Program selections section

31

Screen #7 Your Finished Report

32

Compare the Report Output with Screen #5

33

Taking a More In-Depth Look at Each Screen (1-7)

When we went through the creation of a report, I mentioned only the items minimally required on each screen to make a basic report

Lets take a more detailed look at each screen to see what options are available and what other functionality is present

When training users on the use of the tool, you should have themmaster the seven basic screens before moving on to the more advanced screens (8-14)

34

A Detailed Look at Screen #1

Title is required; other fields are for reference onlyFor reports formatted as ABAP Lists, enter the max width for lines and columns or you can otherwise ignore

You can save a variant with the report so each time it is executed the standard saved values in the variant are presentYou can alter the print width settings if printing your report directly from SAP as an ABAP List

35

A Detailed Look at Screen #1 (cont.)

You can choose the report output format on a selection screen (#6), but you can also save the preferred format here

Each option is explained in detail on the next slide

36


These definitions also apply to the output options you see on your selection screen (#6) when executing your report

37


Any field group in your InfoSet during one-time configuration appears here Compare it to the configuration screen seen in the earlier presentation (below)

38


This screen opens all the field groups (from screen #2) to show all fields available for reporting

Use the page up and down buttons to scroll through the multiple fields and select the fields of interest

39


All fields selected on screen #3 appearChoose the fields you want to appear on the selection screen (#6) when executing the reportYou can select or limit your output using any of these valuesFor example, you can add the Flight date field to your selection screen, so that when you run your report you can specify the date you are interested in so that your report output is limited to that date

40


Indicate whether you will permit multiple selections for a field (i.e., multiple flight dates) or a single value only

41


Basic list with box: Used for displaying the basic ABAP list with lines separating the columns Columns separated by |: Used for basic ABAP lists; inserts a vertical bar after each field on a line except the last. An underscore is output before and after each control level text (if sorting and sub-totaling is used) and inserted before and after each total. In addition, the individual columns in the standard header are separated by vertical bars.Compressed display: Displays the basic list in compressed formatPermit row count in SAP List Viewer: Counts the number of rows in the list when it is displayed with the SAP List Viewer (ALV)

42


Line is where you specify on which line number you want your output to appear

Sequence column identifies the sequence you want your data to appear in with the line

Sort column assigns sequence numbers between 1 and 10; lets you sort on up to 10 different fields

Use the Total column to place a check mark for each numeric field that you want to output the total

Counter column is listed immediately to the right of the Total column. You can mark checkboxes for the Counter column for each field you want to count.

43


Default information contained on the selection screen is based on the logical database selected; each has its own values

For example, the SAP Training Flight Scheduling System F1S database has the fields shown here associated with it. Often, the most common fields are available for selection.

44


Use the toolbar buttons to extract your finished report to Microsoft and other applications.

Your Take-Home CD has a guide to what each button does!

45

What Well Cover


46

Moving on to the More Advanced Screens

These examples use the SAP ERP HCM solution to produce a list of fictitious associates

Before and after shots show entering values on the advanced screens followed by pictures of the impact it has on the finished report output

Master the basic screens (1-7) before moving on to the advanced screens (8-14)

47

What the Report Output Looks Like Before Changes in ALV

48

What the Report Output Looks Like in ABAP LIST Format

It is easier to see formatting changes made on the advanced screens

I use this format in some examples

49

Lets See a Demonstration of Creating an SAP Query Report

50

How to Create an SAP Query Using the Advanced Screens

Add sub-totals to the report

Change sub-total texts

Format the list line

Alter the column widths, add colors, hide leading zeros, and create templates

Insert text to appear before output for each line

Create custom headers and footers

Create graphics (charts and diagrams)

51

Navigating to the Advanced SAP Query Screens

From the basic list line structure screen (#5), use the forward navigation arrows or use the menu Goto > Basic List and navigatedirectly to the screen

52

Screen #8 Add Sub-Totals to the Report

Any field indicated on screen #5 as a sort is available here

Use this screen to specify sub-totaling

53

See What the Sub-Total Looks Like

Before

After

54

Screen #9 Change Sub-Total Texts on the Report

Any field selected on screen #8 for sub-totaling is available here

Use this screen to modify how sub-total texts appear on a report

55

See What the New Sub-Total Text Looks Like

Before After

56

Screen #10 Change Line Output Options

Change the color of the list, remove headers, and insert blank lines or pages

57

See What the Changes Look Like

Before

After

58

Screen #11 Field Output Options

Use this screen to vary the layout of the columns in your list

Change column color, vary position in the file, change column widths, hide leading zeros, and create templates

59


BeforeAfter

60

Screen #12 Insert Text Before Data Output

Any field selected on screen #11 for the template is available

Insert text into the report output for each individual line item

61


BeforeAfter

62

Screen #13 Create Custom Headers and Footers

Insert headers and footers into your report, including the insertion of page numbers and dates

Shortcuts&%DATE &%TIME&%PAGE

63


BeforeAfter

64

Screen #14 Graphics

Display one-line basic lists, statistical lists, and ranked lists in graphical format

65


66

What Well Cover


67

Configuration Decisions

Did you attend the session called Mastering Standard SAP Query Tools: From Strategic Decisions to Configuration Steps to Ongoing Administration?

That session covered everything you need to know to use the end-user reporting tools delivered with your solution, including best practice deployment strategies

Please review that session for detailed explanations and how-torecorded demos

Here is just a quick overview of how and why the configuration is so important

68

The SAP Query Family of End-User Reporting Tools

Two major components: Query Groups and InfoSets

69

Query Groups

Formerly known as User Groups Use to create, modify, and execute reports in a certain area within

SAP ERP 6.0 Users are grouped by: Payroll Finance Accounts Payable Sales HR

70

InfoSets

Pre-arranged groupings of data from which you select the fields for a report

Most popular data source is an SAP-delivered Logical Database (LdB) Every module in SAP has these Explore via transaction SE36

71

One-Time Configuration Takes Only Five Minutes!

Step 1 Create InfoSets (DataSource) Step 2 Create Query Groups Step 3 Assign InfoSet to Query Group

h These configuration steps are the same for SAP Query and InfoSet/Ad Hoc Query. This configuration can also be used for QuickViewer do it once and you are done!

The one-time, technical configuration is the easy part

S l ti

72

Strategic Decisions, Configuration Options, Etc.

Just because SAP Query tools are easy to turn on and use, does not mean that you should dive in just yet

Before starting youll need to do some planning: Which application area will you use? What is your client/transport strategy? Who will own the InfoSets? What can you base queries on? How does security work for SAP queries?

73

Which Application Area Will You Use?

Impacts where your reports are stored in SAP and to which clients they are available

Two options GLOBAL Automatically available to all clients on an

application server STANDARD Available only on the client in which it is created

(although it can be copied between clients without transports)

h Beginning with SAP R/3 4.6, SAP delivers many of its standard reports in the SAP Query global application area

Best business practice is to create objects in the standard area and to keep them client-specific

74

What Is Your Client/Transport Strategy?

With traditional development items (like custom ABAP program reports), a life cycle is usually in place Object is created in a DEV client, transported to a TEST client,

and then moved to a PRODUCTION client Query-based tools are designed to be used as a live tool in your

production client; however, the one-time configuration of the tools requires otherwise

Design the InfoSets in your DEV environment and maintain your query groups and the queries themselves in your live PRODUCTION environment

75

Who Will Own the InfoSets?

One-time configuration (specifically the creation of an InfoSet) should be done only by a trained technical professional in a development client

Be sure that your InfoSets are designed, configured, and tested appropriately

InfoSets can be completely customized to your needs A trained technical member of the team should own them,

work on them in the development client, move them to QA for testing against queries created in QA, and, once they pass testing, move them to the live production client

76

What Can You Base Queries On?

SAP Query allows you to create queries based on: Table join using a SAP NetWeaver AS table Direct read of table Logical Database (LdB) Data retrieval via integrated or external program

The source of the data used in queries is key to ensuring that they run efficiently and, more importantly, yield accurate output

Security also plays a large role

Only use Logical Databases for end user reporting

77

How Does Security Work for SAP Queries?

Proper security setup ensures that only the users you want can configure and/or use the tool Important because you dont want untrained users using the

tool or working with its configuration SAP Query security options Set security so that some users can create reports while others

can only execute them Assign transaction codes to queries to make queries available

to end users who do not have access to the SAP Query tool InfoSets should only be maintained by technical personnel in

the DEV environment, a client to which traditional end users do not have access

78

Security Is Very Important

A benefit to using an SAP-delivered logical database as the source of your data is that all the user security is already built in, so users see only the report output they are allowed to see

For more information, view the section in the SAP Help under SAPQuery Authorizations

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What Well Cover


80

Secrets to HR and Payroll Reporting Tips and Tricks

Run your queries in the background and have a scheduled ABAP program to read all the spool files created by the query

Use function module RSTS_GET_ATTRIBUTES to get spool attributes

Then call the function module CONVERT_ABAPSPOOLJOB_2_PDF to convert the spool file into PDF format

81

How to Configure Automated Query Emails to Inbox (cont.)

Call the function module SX_TABLE_LINE_WIDTH_CHANGE Example:

CALL FUNCTION 'SX_TABLE_LINE_WIDTH_CHANGEEXPORTING LINE_WIDTH_SRC = 134LINE_WIDTH_DST = 255TABLES CONTENT_IN = bufferpdf "table from FM CONVERT_ABAPSPOOLJOB_2_PDFCONTENT_OUT = out_tableEXCEPTIONS ERR_LINE_WIDTH_SRC_TOO_LONG = 1ERR_LINE_WIDTH_DST_TOO_LONG = 2ERR_CONV_FAILED = 3OTHERS = 4.

Once the call is successful, store the out_table in a UNIX file and send it using UNIX send mail

82

How Do I Audit Queries (Last Time Run and by Whom)?

Can be performed by the security/Basis team:1) Run transaction ST03 (workload analysis of SAP system)2) Select the server you want to analyze3) Choose the timeframe to analyze4) Choose transaction profile5) Sort the list by program/transaction code and look for the

one you want to find6) If found, drill down on the program/transaction code to find

who ran it and when it was run Repeat steps 2-6 for each server you want to audit

83

Movement of Query Objects Between Clients

You can move query objects created in the standard application area (not global) between clients via a special feature

You can transport query groups, InfoSets (functional areas), andqueries between clients without using the traditional transport function

For example, you can move queries created in production to your development and QA clients

84

Other Cool Things to Do with SAP Query

You can create: Statistics lists produce summary analyses of data, including

totals and averages. Statistics lists are similar to pivot tables in Microsoft Excel.

Ranked lists are helpful in statistical rank reporting, where you want not only summarized, compressed data, but you want data in ranked order (either ascending or descending)

On your take home CD is a presentation from Reporting and Analytics 2006 conference Create Simple and Advanced Statistic and Ranked Lists Using SAP Query

85

Other Cool Things to Do with SAP Query (cont.)

Create local fields within the query and do calculations Hire date + a year, salary + 4%, etc.

Add tables to your existing logical database To include custom tables, etc.

Create interfaces (flat files, positional files) Schedule queries to run behind the scenes Weekly, monthly, etc.

You can learn how to perform calculations and insert symbols and icons in the session Basic and Advanced HR Payroll Calculations Any User Can Perform Using SAP Query

86

Helpful Hints and Best Practices

Always use naming conventions for report creation Popular practice: Your initials followed by an underscore

and the report name (e.g., DLS_REPORTNAME) Groups all your reports together and makes them

distinguishable SAP Query offers a copy feature Great if you need a new report that is similar to an existing

report Select the report from the main screen and click the Copy

toolbar icon Both the report and the variant are copied

SAP Query offers a locking feature Choose the lock feature on screen #1 of SAP Query so that no

one else can modify or delete your query

87

Post-Training Pitfalls and Deployment Advice

Monitor random users as part of a regulatory audit Ensures that the tool is being properly used Look through users queries Set the SAP trace mode to on for a user Monitor the system utilization record

Routinely audit InfoSets to detect performance issues Use in cases where SAP logical databases are not being used Ensures that the retrieval methods designed work efficiently

and accurately

88

Post-Training Pitfalls and Deployment Advice (cont.)

Try to prevent duplicate queries Because the reporting tool is so easy to use, often if the reports

are not well organized, its easier to create a new report than to find an old one!

Ensure that your reports are properly cataloged Consider deploying queries via transactions or area menus

(report trees in SAP R/3 versions prior to 4.6) Users can specify a default query group (if they are assigned to

multiple groups) using parameter AQB. To toggle between multiple user groups, use SHIFT + F7.

89

Heads Up the First Time You Use the SAP Query Tool

If your company has never used SAP Query, the first time you access it, it will be in graphical mode (shown at left)

To ensure it is in standard mode, follow the menu path SQ01 > Settings > Settings > and uncheck the Graphical Query Painter box

90

Tip for Ongoing Maintenance

On the basic list screen (#5), it helps to input your sequence of fields in increments of five

That way, if you have to return to the report and add a field in the middle of the sequence, you can do so easily

91

Insert Symbols and Icons into Reports

SAP has several dozen black-and-white pictures and color graphics that you can insert into reports

These symbols and icons are available for any type of reporting,from SAP Query tool reporting to custom ABAP reporting

92

What Data Can I Report on From HR/Payroll?

SAP comes delivered with three logical databases for the HR module: PAP HR (Recruitment) applicant master data PNPCE HR (PA) personnel administration master data PCH HR (PD) Organizational Data

In addition you can build functional areas based on ABAP programming, tables, table joins etc.

The best practice is to use the SAP-delivered logical databases as your data source

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Can I Use the Query to Report on Payroll Results?

In addition to master data, applicant data, and personnel planning data, you can also evaluate payroll results using a query. A number of predefined infotypes are available for the evaluation.The wage types required for the evaluation are entered in these infotypes:

94

Can I Use the Query to Report on Payroll Results? (cont.)

You can either activate these predefined infotypes or create your own infotypes using the same structures

You can enhance these infotypes by using additional wage types and then activating the infotypes. This makes the necessary datafrom the payroll results available on the PNP logical database

More info: http://help.sap.com. Select the Find button and type in Infotypes for Evaluating Payroll Results.

95

Payroll Result Reporting

Which tables are used to populate the infotypes used for payrollresult reporting? The IT0402 would need the RT data for the current period

results The IT0458, IT0459, and IT0460 would need a combination of

CRT and TCRT. The TCRT would be used for any tax-related information.f i.e., /401, /403-/406 (FICA), etc.

You should used the CRT for any company-specific created wage types, but any wage types that are used for W-2 purposes would be stored in the TCRT table as well

96

Naming Conventions and Cataloging

Always use naming conventions for configuration items and more importantly for actual report creation

Because these items are so easy to create it is easy to find yourself with thousands of unclassified objects

97

Naming Conventions and Cataloging (cont.)

A popular practice is DLS_REPORTNAME (your initials followedby an underscore and the report name)

This way all your reports are grouped together and are more distinguishable.

Cuts down on people mistakenly changing others reports

98

Proper Use of Period Fields

Many people have difficulty determining how the period fields function within the SAP ERP HCM module selection screens As a result, their reports include data they did not intend

to include

99

In SAP, whenever a report is executed (based on a logical database, as queries are) where no variant exists for it as a default, the SAP system period default is the period labeled Other period

If you leave this Other period selection in place, and if you do not enter a specific date range to the right of it, your report will pull every record from the SAP ERP HCM database; and needless to say, this is not a good idea

The following slides describe how to use each period selection option

Proper Use of Period Fields (cont.)

100

The most popular and commonly used in SAP Query tool reporting

Ensures the data you have retrieved from the database is valid as of today

If any future-dated records exist (for example, future-dated increases or organizational changes), they are not included in the report output because, technically, they do not exist yet

If you select the Today period indicator for your report, the system date is used as the key date for the Person selection period

Today Period Field on Selection Screen

101

Current Month and Current Year Period Fields

Current month If you select the Current month option, the first and last

days of the current month (as determined by the system date) are used as the start and end dates for the Person selection period

Current year If you select the Current year option, the first and last days of

the current year (as determined by the system date) are used as the start and end dates of the Person selection period

102

Up to Today and from Today Period Fields

Up to today If you select the Up to today field, the beginning of time

(defined as 01/01/1800) and the system date are used as the start and end dates of the Person selection period

This is the opposite of the From today period selection From today If you select the From today option, the end of time (defined as

12/31/9999) and the current system date are used as the start and end dates of the Person and data selection period

This is the opposite of the Up to today period selection

103

Other Period and Person Selection Fields

Other period is the system default; to select Other period, enter a date range on the screen

Person selection period enables you to specify the period in which employee data records are read Only records that overlap with the specified period by at least

one day are selected; to define an interval, enter the start date in the left column and the end date in the right column

You can select Other period Enter dates in the range boxes to its right and in the Person

selection period fields below it to ensure that the system selects only employees who are members of the company on at least one day in the specified periodf These are persons with valid organizational assignment

(infotype 0001) records

104

PD Reporting And Evaluation Paths

Many standard PD and Organizational Management reports allow you to specify an evaluation path in the report selection criteria

By choosing the right evaluation path and root object, you can not only greatly reduce the number of times you run a report, but also possibly decrease the run time of the report itself

Most importantly, you increase your chances of yielding accurate output!

105

What Is an Evaluation Path?

A series of instructions that tell SAP ERP 6.0 to look for particular relationships between specified object types and report back theobjects that fall in that path

Each evaluation path starts from a root object and continues evaluating a structure until it cannot find the specified relationships anymore

Evaluation paths are the road maps that help to navigate structures

Definition

106

Where to View or Maintain Evaluation Paths

Table T77AW Transaction code OOAW Implementation Guide (IMG) path: Personnel Management Personnel Development Basic Settings Maintain Evaluation Paths

Your take home CD includes a detailed documentthat explains the anatomy of an evaluation path(Anatomy of an Evaluation Path.ppt)

107

Eliminate Duplicate Line Reporting

When executing virtually any SAP report, you see a Selection screen where you further clarify selections

The most common date parameter for reporting in the SAP ERP HCM solution on the Selection screen is the date selection period Today Selecting Today ensures that the data you retrieve from the

database is valid as of today Selecting Other period or leaving it blank pulls all records in the

database, resulting in multiple lines per person. Many users wonder why they sometimes retrieve multiple (or

duplicate) line items when selecting Today for an SAP ERP HCMreport

108

This happens only with certain infotypes that have multiple values in a single or table-based storage space

An infotype that does not produce multiple lines in an SAP Query is infotype 0002: Personal Data This is because infotype 0002

stores each piece of information in a single identifiable field

Eliminate Duplicate Line Reporting (cont.)

109

Behind the scenes, the data entered into the fields on infotype 0002 is stored in the SAP database in the P002-VORNA structure where P002 identifies the infotype number, in this case infotype P0002-VORNA

To view the technical details of a field, place your cursor in a field and then press F1. Select the Technical Information button.


110


This happens only with infotypes that have multiple values in a single or table-based storage space

An infotype that does produce multiple lines in an SAP Query is infotype 0006: Address This is because it

has sub typesYour report produces a record for every sub type unless you INPUT ONLY THE SUBTYPE you want on the reports Selection screen when executing the report that way you only get the one line

111

How To Report Off Multiple Dates On Infotype 41

For infotype 0041, there is not a single field identified for only a single piece of data; instead, the data that can be stored in each field is variable.

The fictional associate has four different date types, stored and listed in numeric order. Unlike with infotype 0002, with infotype 0041, the fields on this screen can store variable data.

112

How To Report Off Multiple Dates On Infotype 41 (cont.) If you were to look at the technical

details of the Date Type 30 date field you would see the value P0041 DAT01

113

How To Report Off Multiple Dates On Infotype 41 (cont.)

To create a basic list query report that would include an associates hire date (for example, Date Type 36) You simply need to include the Date Type field on your reports

Selection screen (as discussed in the infotype 6 address example)

Using that method, you could, upon report execution, specify that you only want that one date type in the report output This ensures that you get only a single line of data per

associate in your report output

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How To Report Off Multiple Dates On Infotype 41 (cont.)

This is only a workaround because of the way a Selection screen works in SAP

It includes in your report only data that meets the criteria entered on the Selection screen If some associates were missing a value for that particular field

they would be excluded from the report output So what to do?

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How To Report Off Multiple Dates via an ABAP Program

Here is a secret on how you can make it work This is designed for ABAP programmers only You can insert code into the InfoSet that

evaluates each of the fields and creates fields in the InfoSet that store each specific field

Using the infotype 41 example, you could add code to your InfoSet that evaluates each of the Date types and creates fields in the InfoSet for each specific Date type This allows you to simply select which dates you want to

include in your report output (regardless of the number you want to include) and all will appear on one line

116

Solution: Use an ABAP Subroutine

Can use in an InfoSet query or a custom ABAP program Give to your developers It takes in a personnel number, date, and type and returns the

desired date

INFOTYPES: 0041 NAME I0041.TABLES: PA0167.

DATA: DAR LIKE PA0041-DAR01,DAT LIKE PA0041-DAT01,HIREDATE LIKE PA0041-DAT01,REHIREDATE LIKE PA0041-DAT01,LASTHIREDATE LIKE PA0041-DAT01,ADJSVCDATE LIKE PA0041-DAT01, TERMDATE LIKE PA0041-DAT01,SEPARATIONDATE LIKE PA0041-DAT01,BENTERMDATE LIKE PA0041-DAT01,KEY_DATE1 TYPE D.

FORM GET_DATE USING VALUE(PERNR)VALUE(DATUM)VALUE(TYPE)

CHANGING RESULT.

CLEAR RESULT.PERFORM READ_INFOTYPE(SAPFP50P) USINGPERNR '0041' SPACE SPACE SPACE DATUM DATUM '0' 'NOP'

I0041.IF SY-SUBRC EQ 0.DO 20 TIMES

VARYING dar FROM I0041-dar01 NEXT I0041-dar02VARYING dat FROM I0041-dat01 NEXT I0041-dat02.IF dar IS INITIAL.EXIT.

ENDIF.IF DAR EQ TYPE.RESULT = DAT.exit.

ENDIF.ENDDO.

ENDIF.ENDFORM.

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Reporting On PA and PD Data in the Same Report

SAP delivers logical databases (DataSources) containing all SAP ERP HCM infotypes to use for reporting

You simply select the infotypes and fields in which you are interested in reporting PAP is normally used for recruitment data PNPCE is normally used for PA + concurrent employment PNP is normally used for PA dataf Contains data related to an employeef Includes infotypes 0000-0999

PCH is normally used for PD dataf Data related to an objectf Specify an object type to report on one, or none for all

118

How Can I Include PA and PD Data in the Same Report?

When designing the InfoSet (SQ02) during configuration Use the standard logical

database PCH Select the PA infotypes to

be included when running the report

On the selection screen, specify an object type and enter an evaluation path

119

Pasting or Importing Values

Ever have a list of people (uniquely identifiable) that you needmore information on? A Microsoft Excel worksheet from a vendor A Social Security Number list from the Department of Labor A report you created that needs just a two more fields

You can run any report (standard, custom, or SAP Query) for just a list of values you have

120

Pasting or Importing Values (cont.)

In a reports Selection screen you can paste (or transfer) values into a reports selection screen to yield limited values

You can also import files from a text file

121

What Well Cover


122

Resources

The only book available on SAP Query-based reporting is now available at all major booksellers Danielle Larocca Signorile, SAP

Query Reporting, (Sams, 2006).

123

Resources (cont.)

SAP Professional Journal Danielle Larocca Signorile,

Empower your end users to create informative reports in real time with no technical training an administrators guide to configuring and using the SAP R/3 query reporting tools,(SAP Professional Journal, March/April 2006).

124

Resources (cont.)

Danielle Larocca, Create Simple and Advanced Statistic and Ranked Lists Using SAP Query presentation,(Reporting and Analytics conference, 2006).

125

Resources (cont.)

Important how-to documents and training materials: SAP Querys Date Selection

Screen Options Toolbar Options for Your

SAP Query Output

126

Resources (cont.)

Important how-to documents and training materials: (cont.) Danielle Larocca Signorile,

Reconsidering the ABAP Query for Your Reporting Needs Proper Configuration Is the Key to Success, (SAP Professional Journal, March/April 2002).

Danielle Larocca Signorile, Ask the HR Expert: How to Add Custom Infotypes to Your Queries for HR/Payroll Reporting, (HR Expert, October 2004).

127

Resources (cont.)

HR Expert Danielle Larocca Signorile, Configure HR Actions/Events to

Improve Your Reports, (August/September 2003) Atul Bakliwal, Save Time by Automating Your SAP Queries,

(October 2004) Danielle Larocca Signorile, How to Eliminate Duplicate Line

Reporting, (April 2004) Danielle Larocca Signorile, HRs 5 Reporting Options in R/3:

How Do You Choose?, (premiere issue, 2003) Danielle Larocca Signorile, Monitor Compliance with the New

US DOLs FairPay Overtime Initiative, (Volume 2, Issue 7, 2004) Danielle Larocca Signorile, SAP Query Allows You to Perform

Calculations on Your HR and Payroll Data, (October 2003) Danielle Larocca Signorile, Ask the HR Expert: Copy and Move

Queries without Transports, (May 2004)

128

7 Key Points to Take Home

There are many different reporting options available to you; research which are a best fit for your organization

Configuring your SAP system to use the SAP Query tool takes less than five minutes, but make the appropriate strategic decisions first

Queries should be created and executed real time in your live PRD client

Master the seven basic screens of the SAP Query before moving on to the advanced screens

129

7 Key Points to Take Home (cont.)

Via the ALV output of your reports, you have built-in integration to the Microsoft family of products

Make the appropriate security decisions before using the tool Having access to your SAP data is critical for making informed

business decisions

130

Your Turn!

How to contact me:Danielle Larocca

[email protected]

131

DisclaimerSAP, R/3, mySAP, mySAP.com, xApps, xApp, SAP NetWeaver, Duet, PartnerEdge, and other SAP products and services mentioned herein as well as their respective logos are trademarks or registered trademarks of SAP AG in Germany and in several other countries all over the world. All other product and service names mentioned are the trademarks of their respective companies. Wellesley Information Services is neither owned nor controlled by SAP.

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