The Secrets To Reporting Success Using SAP Query

2008 Wellesley Information Services. All rights reserved.
The Secrets to
Payroll Reporting
Success Using SAP
Query
Danielle Larocca
Axon Global Solutions
2
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
3
What 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 reports
5. Report Painter/Report Writer
6. SAP preinstalled reporting tools (Query Tools)
SAP Query
InfoSet (Ad Hoc) Query
QuickViewer
4
1. 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
5
2. 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.
6
3. 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
7
4. 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
8
5. 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
9
6. Preinstalled SAP Query Reporting Tools
A. SAP Query
B. InfoSet (Ad Hoc) Query
C. 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 Business
Intelligence (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 for
specific 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
ALL SAP 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 only Basic lists only Robust reports
including subtotals,
sorts, colors, and
calcs
Excel, Web, or
Crystal
Excel, Web, or
proprietary
Standard or
Graphical format
Standard or Graphical
format
Standard format Graphical 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/3
Equivalent to an SE16
table view but can be
converted to SAP
Query
End-user tool with a
single-screen
WYSIWYG approach
Equivalent to an
SE16 table view
Robust end-user
tool for basic,
statistical, and
ranked lists
SAP
NetWeaver
BI
Third-
Party
Module-
Specific
IS
QuickView InfoSet
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 Groups
Step 3 Assign InfoSet to Query Group
View the take home CD for the session Mastering
Standard SAP Query Tools: From Strategic Decisions to
Configuration Steps to Ongoing Administration
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
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
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 them
master 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 only
For 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 present
You 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 appear
Choose the fields you want to appear
on the selection screen (#6) when
executing the report
You can select or limit your output
using any of these values
For 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 format
Permit 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
Using SAP Query
Wrap-up
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 navigate
directly 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
Before
After
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
Before
After
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
Before
After
64
Screen #14 Graphics
Display one-line basic
lists, statistical lists, and
ranked lists in graphical
format
65
66
What Well Cover
Using SAP Query
Wrap-up
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-to
recorded 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
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)
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 SAP
Query Authorizations
79
What Well Cover
Using SAP Query
Wrap-up
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_CHANGE
EXPORTING LINE_WIDTH_SRC = 134
LINE_WIDTH_DST = 255
TABLES CONTENT_IN = bufferpdf "table from FM
CONVERT_ABAPSPOOLJOB_2_PDF
CONTENT_OUT = out_table
EXCEPTIONS ERR_LINE_WIDTH_SRC_TOO_LONG = 1
ERR_LINE_WIDTH_DST_TOO_LONG = 2
ERR_CONV_FAILED = 3
OTHERS = 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 analyze
3) Choose the timeframe to analyze
4) Choose transaction profile
5) Sort the list by program/transaction code and look for the
one you want to find
6) 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), and
queries 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
93
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 data
from 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 payroll
result 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.
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 followed
by 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 period
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 the
objects 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 document
that 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 HCM
report
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 types
Your 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
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
114
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?
115
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,
ADJ SVCDATE 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) USING
PERNR '0041' SPACE SPACE SPACE DATUM DATUM '0' 'NOP'
I0041.
IF SY-SUBRC EQ 0.
DO 20 TIMES
VARYING dar FROM I0041-dar01 NEXT I0041-dar02
VARYING dat FROM I0041-dat01 NEXT I0041-dat02.
IF dar IS INITIAL.
EXIT.
ENDIF.
IF DAR EQ TYPE.
RESULT =DAT.
exit.
ENDIF.
ENDDO.
ENDIF.
ENDFORM.
117
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 data
Contains data related to an employee
Includes infotypes 0000-0999
PCH is normally used for PD data
Data related to an object
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 need
more 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
Using SAP Query
Wrap-up
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 J ournal
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 J ournal,
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
J ournal, 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
Danielle.Larocca@axonglobal.com
131
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