Copyright 2013

Wellesley Information Services, Inc.

All rights reserved.
Unlock the Power and
Capabilities of SAP
ERP HCM Query and
Reporting Tools
Steve Horn
AspireHR
1
In This Session
Receive a detailed overview of the standard SAP HCMreports and
reporting tools and their capabilities
Learn how to determine which tools are right for your organization
and end users
Assess the pros and cons of each reporting tool including SAP
query, Ad Hoc query, and QuickViewer
Review best practices for setting up security for HR reporting
Learn tips for rolling the HCMreporting tools out to your HR team
See a demo of several of the HR reporting tools
2
What Well Cover
Overview of the SAP HCMreporting capabilities and tools
Determine which tools are right for your organization
Best practices for setting up HR reporting security
Tips for a successful rollout of the SAP HCMreporting tools
Reporting tools demo
Sample training materials on SAP HR reporting tools
Matrix summarizing the pros and cons of each SAP HCM
reporting tool
Wrap-up
3
Overview of SAP HCM Reporting Capabilities
and Tools
Delivered or standard HR reports
Human Resources Information System(HIS)
Managers Desktop/MSS Reporting
End-user customreporting tools
Flexible Employee Data report
QuickViewer
Ad Hoc Query
SAP Query
Business Intelligence (BI)
Development of customreports (Z reports)
4
Delivered or Standard HR Reports
SAP delivers 300+standard HR reports
Most standard reports can be
found under the main HR reports
tree at the following menu path:
Human Resources
Information SystemReports
This should be your first stop
in exploring SAP HCMreporting capabilities
5
Delivered HR Reports Country-Specific Reports
SAP delivers country-specific reports as well
Country-specific reports are available for:
Brazil
Canada
Great Britain
Belgium
Etc.
Several of these country-specific reports can be found in the
Administration folder at the following menu path:
Human Resources Information SystemReports
Personnel Management Administration
6
Standard Report Selection Screens
Report selection screens are used to
specify selection criteria
Examples:
Personnel area =LNDN (London)
Personnel subarea =ADMIN
Employee group =1 (Active)
Employee subgroup =SL (Salaried)
Data Selection Period
Effective date for the data displayed
on report
Person Selection Period
Effective date for the persons selected for the report
Recommendation: Variants should be used to save your selection
criteria and preferences for all reports
Save As Variant
button
Selection
Criteria
7
Standard Report Variant Settings
Give your variants a meaningful name!
Examples
LOND ACT SAL
(London Active Salaried
Employees)
Variants can be protected
(only allows you to make
changes to them)
Other variant capabilities
Protect field (value cannot be changed)
Hide field (not visible on selection screen)
Required (must be entered)
Variant Names
Protect
Field
Protecting the
Variant
Hide Field
Required
Field
8
Standard Report Layout Options
Using the right-click
functionality, layout options
can be performed
Copy text
Hide
Show
Sort (ascending/descending)
Filtering
Spreadsheet (export to Excel)
Drag-and-drop can be used to move fields to a new position in
the layout
Recommendation: Layouts should be used to save your display
preferences for reports
Drag-and-drop
Right-click
layout options
Change, Select,
and Save
Layout buttons
9
Standard Reports Pros and Cons
Pros
Hundreds of delivered reports to choose from
Easy to execute
Will meet many of your reporting needs
Variants/layouts can be used to personalize
your selection criteria and output formatting
Cons
Pre-defined set of output fields (cannot be changed)
Dont always give you exactly what you are looking for
10
Human Resources Information System(HIS)
A graphical reporting tool that
can be used to execute standard
reports for selected organizational
unit(s)
The tool is available via the
following menu path:
Human Resources
Information System
Reporting Tools HIS
Or transaction code PPIS
11
Human Resources Information System
Interface and Navigation
The graphical interface is used
to select the organizational
units/persons to be included
in the report
Steps to execute a report
1. Highlight the desired org units/person
2. Pick the report category (e.g., Administration)
3. Double-click on the desired report (e.g., Entries/Leavings
report)
1.
2.
3.
12
Human Resources Information System
Output
Output is the selected standard
report for the highlighted
organizational unit(s)
The reports and report
categories available for
the HIS tool are configurable
Once a report is executed, the
layout formatting options discussed earlier are available
13
Human Resources Information Systems
Pros and Cons
Pros
Graphical interface allows you to visualize
the people you are reporting on
Available reports for this tool are
configurable
Cons
Graphical interface is somewhat cumbersome
Takes longer to execute a standard report than the standard
selection screens
14
Managers Desktop
Drag-and-drop reporting tool that
can be used by your managers
Allows managers to run reports for
their chiefdom
Can be used via Manager Self-Service
(MSS) or through a back-end transaction code (PPMDT)
Available reports and themes are configurable can include
customreports
15
Managers Desktop Interface and Navigation
The left side of the tool lists
the reports available for use
by the manager
The right side of the tool lists the
persons within the managers
chiefdom (both direct and indirect
subordinates)
Two options for running reports
Drag the report to the org unit or persons to be reported on
Drag org unit org unit or persons to the report to be executed
16
Managers Desktop Setup Requirements
To use the Managers Desktop tool, the
following setup must be in place:
1. Defined organizational structure
2. Chief relationships defined
3. Communications infotypes
(0105) for managers
Stores the managers SAP user name
17
Managers Desktop Pros and Cons
Pros
Easy-to-use drag-and-drop reporting
tools for managers
Available reports are configurable
Allows managers to quickly run reports
for their team
Can be integrated into MSS
Cons
Only available for chiefs
Required setup (discussed earlier)
No selected screens for additional selection criteria (pro/con)
18
MSS Reporting
Allows managers to run
reports for their chiefdom
Relatively easy to use
(step-by-step wizard)
Available reports and
categories are
configurable can include
customreports
19
MSS Reporting Setup Requirements
To use MSS reporting, the following
setup must be in place:
1. Defined organizational structure
2. Chief relationships defined
3. Communications infotypes (0105) for managers
Stores the managers SAP user name
20
MSS Reporting Pros and Cons
Pros
Relatively easy-to-use reporting wizard
Available reports are configurable
Allows managers to quickly run reports for
their team
Can be accessed fromanywhere where the
manager has access to the portal
Cons
Only available for chiefs
Required setup (discussed earlier)
Limited selection screen options (pro/con)
21
End-User CustomReporting Tools
The following customreporting
tools will now be discussed:
Flexible Employee Data report
QuickViewer
Ad Hoc Query
SAP Query
22
Flexible Employee Data Report (S_AHR_61015471)
The most basic and easy to use of the
SAP HCMcustomreporting tools
Allows the user to specify the output
fields (fields to appear on the report)
Selection fields (fields used for
selection criteria) can also be specified
Variants can be saved for this tool to create many different
customreports
Fields available as output fields are configurable
23
Flexible Employee Data Report Pros and Cons
Pros
Allows users to create customreports
Easy to use
Available fields are configurable
With the use of variants, many customreports
can be created and saved
Cons
Doesnt have drag-and-drop functionality that
other tools have
Finite pre-defined set of output fields available
No report formatting capabilities
24
QuickViewer (SQVI)
A more sophisticated end-user customreporting tool
Enhanced report formatting capabilities
The following formatting can be performed:
Report headers/footers
Customfield headers
Color coding of fields
Changing of field length/attributes
Totaling/subtotaling
Data sources can include tables, table joins, InfoSets, and logical
databases (PNPCE, PCH, etc.)
25
QuickViewer (SQVI) Data Sources
During the setup of a
QuickViewer report, one of
the following data sources
is selected:
Table
Table join
Logical database
PNPCE (PA, Time data)
PCH (OMdata)
InfoSet
Data Sources
26
QuickViewer (SQVI) Layout Mode Design Screen
Fromthe layout mode design screen (above), users can add color,
field formatting, totals/subtotals, and report headers/footers.
Fields can also be repositioned
27
QuickViewer (SQVI) Pros and Cons
Pros
Multiple data sources available (tables,
logical databases, InfoSets, etc.)
Additional formatting capabilities
Generally, a more powerful reporting tool
Cons
Interface and navigation is somewhat cumbersome
Reports are only saved to the users personal report list
No true drag-and-drop capabilities
28
Ad Hoc Query (S_PH0_48000513)
The most popular SAP HCM
customreporting tool for
end users
Easy-to-use drag-and-drop
functionality
Data source is the InfoSet a user has access to, to view their
user group
Can be a resource-intensive tool
Proper training is important to avoid issues with performance
29
Ad Hoc Query Setup Requirements
To use Ad Hoc Query, the
following setup must be in place:
User groups groups of users
that will be accessing the Ad Hoc
query and SAP Query tools
InfoSets a set or group of
infotypes used in reporting with
Ad Hoc Query and SAP Query tools
Users are assigned to user group(s)
User groups are assigned to InfoSet(s)
These assignments controls what infotype a user can
query against
30
Ad Hoc Query Steps to Use
Steps to use
1. Specify output fields (drag
down)
2. Define selection fields
(drag across)
3. Enter selection field values
4. Enter any other restrictions
(e.g., dates)
5. Check the hit list
6. Output the query
7. Save the query
31
Ad Hoc Query Output Options
As shown above, the output type of
Statistics can be selected for an
Ad Hoc Query to produce statistics
or counts for the selected fields
32
Ad Hoc Query Output Options (cont.)
Using the Set operations
functionality with Ad Hoc
Query, two data sets can be
created (set A and set B)
Once two sets are created,
the following operations
are available:
Intersection
Union
Set A Set B
Set B Set A
33
Ad Hoc Query Pros and Cons
Pros
Easy to use (drag-and-drop capabilities)
Fairly powerful reporting capabilities
Fields can be selected fromthe InfoSets
the user has access to
Provides most of the reporting functionality
your HR end users will need
Cons
Limited formatting capabilities (compared to QuickViewer)
Only one data source InfoSets (which need to be set up)
Can be resource intensive training is crucial
34
SAP Query (SQ01)
The most powerful SAP HCM
reporting tool
Allows for the creation of
very sophisticated reports
Robust report formatting
capabilities (including
multi-line records)
Allows for the creation of customor calculated fields
Can also be very resource intensive
Interface and navigation is somewhat cumbersome and complex
35
SAP Query (SQ01) (cont.)
Can be used with/without the Layout Design mode screen (similar
to QuickViewer see to the right)
Data source for all queries are InfoSets
Does not have the easy-to-use drag-and-
drop that Ad Hoc Query does
Can be used to generate programs
User groups and InfoSets can be created
or maintained within this tool fromthe Environment menu
Definitely should not be rolled out to all your HCMreporting users
requires significant training
36
SAP Query Pros and Cons
Pros
The most powerful HCMreporting tool
Very sophisticated formatting capabilities
Calculated or customfields can be created
Can be used to edit/enhance your Ad Hoc queries
Cons
Complex to use (interface and navigation is cumbersome
definitely requires training)
Only one data source InfoSets (which need to be set up)
Can be resource intensive should not be rolled out to all HR
reporting users
37
Business Intelligence (BI)
SAPs data warehousing tool
Includes hundreds of delivered BI HR queries/reports
BI data is organized into InfoCubes,which are loaded with data
Delivered BI queries cover:
Personnel Administration
Organizational Management
Payroll
Time Management
Benefits Administration
Talent Management
Learning
Compensation
Recruiting
Etc.
38
Business Intelligence (BI) (cont.)
Used to report on data fromany
source system
SAP systems, legacy systems,
files, provider systems, etc.
BI includes a query tool that can
be used to create customHR
queries/reports
Reports/queries provide more statistical or summarized data
(management reporting)
BI systemincludes extractors that are used to load data into the
InfoCubes fromthe source systems
Web interface for BI can be integrated with MSS and SAP portal
39
Business Intelligence (BI) Pros and Cons
Pros
Easy to use (drag-and-drop capabilities)
Very attractive management reports
Web-based interface (easy to integrate
with the portal/MSS)
Can provide reporting data frommultiple
source systems (not just SAP, any source)
Cons
Requires its own configuration and setup
Data is not completely real time (data is only as up to date as
the last extraction)
40
Development of CustomReports (Z Reports)
This should be your last resort if all other reporting options
dont meet your needs
SAP delivers hundreds of HR reports (300+)
Explore those standard reports first
If you need to create a customreport,
try to copy a standard report
This will be a huge time saver
Creating customreports is extremely expensive
It can take hundreds of hours of programming time/months
of waiting
Customreports all need to be checked after an upgrade (to see if
they still work)
41
Development of CustomReports (Z Reports)
Pros/Cons
Pros
You get exactly the report you are looking for
Cons
Very expensive to develop customreports
Takes hundreds of hours to create
Can cause problems during an upgrade (all Z reports must
be checked)
Sometimes dont run efficiently (can be slow)
42
What Well Cover
Overview of the SAP HCMreporting capabilities and tools
Determine which tools are right for your organization
Best practices for setting up HR reporting security
Tips for a successful rollout of the SAP HCMreporting tools
Reporting tools demo
Sample training materials on SAP HR reporting tools
Matrix summarizing the pros and cons of each SAP HCM
reporting tool
Wrap-up
43
Determine Which Tools Are Right for Your
Organization
There is no one size fits all for reporting (different users
have different needs)
Identify your various groups of reporting users:
Casual users occasionally running standard reports
Regular users run standard reports regularly/create
some customreports
Power users run standard reports/create lots of customreports (have good
technical skills)
Document your reporting requirements
Assess the capabilities of 300+standard delivered SAP HCMreports
Identify gaps in the delivered reports/identify the best tool for creating any needed
customreports
Flexible Employee Data report
QuickViewer
Ad Hoc Query
SAP Query
Determine standard reports/reporting tools needed to address gaps
44
Determine Which Tools Are Right for Your
Organization (cont.)
Identify if there are any gaps that cant be addressed
with the standard HCMreports/reporting tools
Customor Z reports can be created to meet
these requirements
Z reports can be assigned a transaction code
and added to a user menu
HR security teamcreate user menus and roles for your different
groups of reporting user
These menus/roles provide users with access to the following
reports and reporting tools:
Standard delivered SAP HCMreports
Customor Z reports
HCMreporting tools (e.g., Ad Hoc Query)
45
What Well Cover
Overview of the SAP HCMreporting capabilities and tools
Determine which tools are right for your organization
Best practices for setting up HR reporting security
Tips for a successful rollout of the SAP HCMreporting tools
Reporting tools demo
Sample training materials on SAP HR reporting tools
Matrix summarizing the pros and cons of each SAP HCM
reporting tool
Wrap-up
46
Best Practices for Setting Up HR Reporting
Security Background
HR security controls which infotypes, transaction
codes, and groups of employees a user will have access
to and what they can do with that data (e.g., display,
maintain, etc.)
For standard reports/reporting tools, a security check is
performed by the systemas the user executes a report
Generally, if a user does not have access to all the data on the
report, then a not authorized message will be displayed
Only queries built on table views will not use the HR
security check
Almost all standard reports have a generated transaction code
that can be used in assigning that report to a user menu or
security role
A full reporting security test should be performed before rollout
47
Best Practices for Setting Up HR Reporting
Security Background (cont.)
The following authorization objects are used as building
blocks to set up HR security (used in HR reporting
security as well):
P_ORGIN security control based on employee
group/subgroup, PA infotypes/subtypes, organizational
key, personnel area. This object also defines what type of
access users have to this data (e.g., display, maintain, etc).
P_TCODE/S_TCODE controls what transaction codes a user
has access to
S_PROGRAM controls what programs a user will be able to
execute, including Z programs
P_PLOG controls what OMinfotypes/subtypes, object types,
and plan versions a user will be able to access and what type of
access they will have (e.g., display, maintain, etc.)
48
Best Practices for Setting Up HR Reporting
Security Background (cont.)
The following authorization objects are used as
building blocks for setting up HR security:
S_TABU_DIS used to control what tables users
have access to and what their access level will be
(e.g., display, maintain, etc.)
P_PCLX defines what payroll cluster data a user can access
S_QUERY controls what SAP queries, user groups, and
InfoSets a user has access to
When HR security is set up, roles can either be assigned directly
to a user or to a position (position-based security is
recommended)
Not all of the above authorization objects need to be used
in the setup of your HR security use the ones necessary
to address your business needs
49
Best Practices for Setting Up HR Reporting
Security Background (cont.)
Structural authorizations are used to more tightly
control security based on the Organizational
Structure
Example: A certain HR manager may only have
access to run reports for two branches of the
organizational structure that she is responsible for
Set up in SAP configuration and either assign directly
to a user or to a position or other OMobject (e.g., job)
Structural authorizations are another layer of security that sits on
top of standard HR security
Not all companies use structural authorizations (use
themif you need them)
50
What Well Cover
Overview of the SAP HCMreporting capabilities and tools
Determine which tools are right for your organization
Best practices for setting up HR reporting security
Tips for a successful rollout of the SAP HCMreporting tools
Reporting tools demo
Sample training materials on SAP HR reporting tools
Matrix summarizing the pros and cons of each SAP HCM
reporting tool
Wrap-up
51
Tips for a Successful Rollout of HCM Reporting
Tools
Start small with your rollout
Use a phased approach for rolling out the reports/
reporting tools (dont overwhelmusers with too
many options)
Focus on the standard reports as a starting point or baseline
Dont give all reports/tools to all users
Identify your different groups of reporting users and come up with
a customized role-based solution that meets their needs:
One size does not fill all with reporting
Train users on proper use of the reports/reporting tools (very
important)!
Test all reporting security thoroughly
52
Tips for a Successful Rollout of HCM Reporting
Tools (cont.)
Dont reinvent the wheel when creating custom
reports
Try to copy an SAP delivered report
Eliminate reports that nobody ever looks at
Limit the number of users that have access to the customreporting
tools including:
Ad Hoc Query
SAP Query
QuickViewer
Encourage users to get the data at out the systemthemselves
Rather than always calling HR to run the report for them
Only create customreports (Z reports) when absolutely necessary
(very expensive to create and maintain)
53
What Well Cover
Overview of the SAP HCMreporting capabilities and tools
Determine which tools are right for your organization
Best practices for setting up HR reporting security
Tips for a successful rollout of the SAP HCMreporting tools
Reporting tools demo
Sample training materials on SAP HR reporting tools
Matrix summarizing the pros and cons of each SAP HCM
reporting tool
Wrap-up
54
Reporting Tools Demo
55
What Well Cover
Overview of the SAP HCMreporting capabilities and tools
Determine which tools are right for your organization
Best practices for setting up HR reporting security
Tips for a successful rollout of the SAP HCMreporting tools
Reporting tools demo
Sample training materials on SAP HR reporting tools
Matrix summarizing the pros and cons of each SAP HCM
reporting tool
Wrap-up
56
Sample Training Materials Standard Reports
57
Sample Training Materials QuickViewer
58
Sample Training Materials Ad Hoc Query
59
Sample Training Materials SAP Query
60
What Well Cover
Overview of the SAP HCMreporting capabilities and tools
Determine which tools are right for your organization
Best practices for setting up HR reporting security
Tips for a successful rollout of the SAP HCMreporting tools
Reporting tools demo
Sample training materials on SAP HR reporting tools
Matrix summarizing the pros and cons of each SAP HCM
reporting tool
Wrap-up
61
Matrix Summarizing the Pros and Cons of Each
SAP HCM Reporting Tool
Tool Pros Cons Other Notes
StandardDelivered
Reports
Hundreds of delivered
reports
Easy to use
Variants/layouts can
be used to
personalize
Pre-defined output
fields (cannot be
changed)
Dont always give you
exactly what you
need/want
This should be the
first option you
explore
Human Resources
InformationSystem
(HIS)
Graphical interface
Configurablelist of
reports
Interface is somewhat
cumbersome
Takeslonger to
execute a report
Not commonly used
Managers Desktop Easy to use
Available reports are
configurable
Allows managers to
quickly run reports for
their team
Can be integrated
with MSS
Onlyavailable for
chiefs
Required setup
No selection screens
for entering additional
criteria (pro/con)
Amanagers reporting
tool
62
Matrix Summarizing the Pros and Cons of Each
SAP HCM Reporting Tool (cont.)
Tool Pros Cons Other Notes
MSS Reporting Relatively easy-to-use
reporting wizard
Available reports are
configurable
Allows managers to
quickly run reports for
their team
Can be accessed from
anywhere where the
manager has access to
the portal
Only available for
chiefs
Required setup
(discussed earlier)
Limited selection
screen options
(pro/con)
Primarymanagement
reporting tool
Flexible Employee
Data Report
Allows users to create
custom reports
Easy to use
Available fields are
configurable
With the use of
variants, many custom
reports can be created
and saved
Doesnt have drag-
and-drop functionality
that other tools have
Finite pre-defined set
of output fields
available
Noreport formatting
capabilities
The most basicand
simple custom
reporting tools
63
Matrix Summarizing the Pros and Cons of Each
SAP HCM Reporting Tool (cont.)
Tool Pros Cons Other Notes
QuickViewer Multipledata sources
available
Enhanced report
formatting capabilities
Generally, a more
powerful custom
reporting tool
Interface and
navigation is
somewhat
cumbersome
Reports are only
saved to the users
personal list
No true drag-and-
drop capabilities
More advanced
customreporting tool
Somewhat complex
to use
Ad Hoc Query Easy to use (drag-
and-dropcapabilities)
Fairly powerful
Fields can be
selected from
available InfoSets
Meets most of your
HR reporting needs
Limitedreport
formatting capabilities
(compared to
QuickViewer)
Only one data source
available (InfoSets)
Can be resource
intensive
Most popular custom
reporting tool
64
Matrix Summarizing the Pros and Cons of Each
SAP HCM Reporting Tool (cont.)
Tool Pros Cons Other Notes
SAP Query Verypowerful custom
reporting tool
Sophisticated report
formatting capabilities
Calculated or custom
fields can be added
Can be used to
edit/enhance Ad Hoc
queries
Complexto use
Only one data source
InfoSets
Can be resource
intensive as well
Most powerful custom
reporting tool
Requires extensive
training
Business Intelligence
(BI)
Easy to use (drag-
and-drop capabilities)
Hundreds of delivered
HR queries/reports
Very attractive
management reports
Web-based interface
(MSS/portal ready)
Can provide data
from multiple source
systems
Requires its own
configuration and
setup
Data is not completely
real time (only as up
todate as the last
extraction from the
source systems)
Provides
management and
strategicreporting
65
Matrix Summarizing the Pros and Cons of Each
SAP HCM Reporting Tool (cont.)
Tool Pros Cons Other Notes
Customor Z
Reports
You get exactly the
report you want and
need
Very expensive to
develop custom
reports
Can take hundreds of
development hours
May cause problems
during an upgrade
Sometimes dont run
efficiently(very slow)
Your last option
after all other options
have been explored
66
What Well Cover
Overview of the SAP HCMreporting capabilities and tools
Determine which tools are right for your organization
Best practices for setting up HR reporting security
Tips for a successful rollout of the SAP HCMreporting tools
Reporting tools demo
Sample training materials on SAP HR reporting tools
Matrix summarizing the pros and cons of each SAP HCM
reporting tool
Wrap-up
67
Wrap-Up
Maximizing your HCMreporting capabilities leads to the following
key benefits for your SAP project:
Users that have the reports and reporting tools they
need to get needed information out of the SAP system
And will use them!
Return on Investment (ROI) for your project
will be an SAP systemthat provides your SAP HR users with
easy-to-use reporting tools and improved efficiency
Less spreadsheets for performing manual reporting
calculations
Project success that will lead to increased enthusiasmfor
future HR/IT projects
A good experience for all better reporting tools and happy
users
68
Where to Find More Information
Sample HCMreporting training materials are
available on Insider Learning Network
Hans-Jrgen Figaj, Richard Hamann, and Anja
Junold, HR Reporting with SAP (SAP PRESS, 2008).
Book on HR reporting tools
Steve Horn, HR395 SAP HR Reporting manual (Dallas, TX,
Spring, 2012).
AspireHR University manual on HR reporting tools
Reporting in Human Resources Management
http://help.sap.com/saphelp_470/helpdata/en/1d/7fde36857ccd1
5e10000009b38f889/content.htm
69
7 Key Points to Take Home
Effective use of your HCMreports/reporting tools will be
a key to the success of your SAP HR project
SAP standard, delivered reports should be your first
option (dont reinvent the wheel)
Develop a clearly defined strategy for rolling out the HCM
reports/reporting tools to your HR users (start slowly)
Each reporting tool has its pros and cons (be aware of each as you
roll themout)
Different HR users will need different reporting tools
Training will be key in educating your users on the effective use of
the HCMreports and reporting tools
Security will be a crucial element in your SAP HR reporting strategy
Customreports (Z reports) should only be considered as a
last option
70
Your Turn!
How to contact me:
Steve Horn
shorn@aspirehr.com
Twitter: @stephen_r_horn
Please remember to complete your session evaluation
71
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