Setting Up Selection Periods for Evaluations

Objectives

After completing this lesson, you will be able to:

Set up the selection period for an evaluation
Determine if personnel numbers were skipped during authorization checks

Person and Data Authorization Check

The HR logical databases are used in many reports and provide certain generic functions such as selection and the authorization check.

The authorization check establishes whether the user who starts the evaluation has the required authorizations for the data to be evaluated.

In reporting for HR master data, we distinguish between an authorization for persons and an authorization for data.

Authorization for Persons

Authorization for persons: At the GET PERNR point in the authorization check and for the set of selected employees, the system checks whether the user has authorization for the organizational features of the employee. In the figure Authorization for Persons, the administrator has authorization only for personnel area 1000.

During the evaluation, the system skips employees for whom no authorization exists. At the end of the evaluation, the number of employees skipped because of missing authorizations is returned.

Authorization for Data

Authorization for data: The system checks whether the user has authorization for all the infotypes used in the evaluation.

In this example, the user has authorization for the Personal Data infotype (0002) but not for the Addresses infotype (0006).

If the user has no authorization for an infotype, the evaluation terminates with an error message.

How to Set Up the Selection Period

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Business Scenario

Business Example: You need to produce a report for employee’s currently in personnel subarea 0003. The output should include any related persons (infotype 0021) active in the previous year.

Partial Authorization for Data

In this example, the user has authorization for the Personal Data infotype (0002). For the Addresses infotype (0006), the user has authorization only for the Permanent Residence subtype (1) but not for the Temporary Residence subtype (2).

If there is no authorization for certain data selected on a personnel number (in the example, the personnel number that is read by the logical database has a record of infotype 0006, subtype 2), the logical databases cannot determine how best to respond to the special request. As long as nothing to the contrary is determined in the code, personnel numbers for which all data records except one can be accessed by users are completely skipped.

A report, such as the one in the example, that should output only address data can continue to run using partial data of a personnel number. In such a case, you can program the logical database not to skip personnel numbers. However, only the data for which authorizations exist is made available to the relevant reports. There is no direct way to access the data that was not read by the authorization check. The setting is made in the report at the INITIALIZATION time of processing by the PNP_SW_SKIP_PERNR = 'N' statement.

This option is available in the SAPDBPNP logical database only.

Partial Authorization for Data (2)

A report that runs evaluations by personnel number generally works best if it can read all the data requested on the personnel number concerned.

However, the evaluation for a certain selection period may now be possible but not for a longer selection period. Normally, the logical database always selects all the data of an infotype and checks the authorization. If you want the system to read and check only the data of the selection period, you can use the RP_SET_DATA_INTERVAL macro (START-OF-SELECTION) for this.

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