Analyzing HCM Reports

Reporting in Human Capital Management (HCM) helps personnel administrators record and evaluate the large volumes of data. The standard HCM system includes a large number of reports. These reports enable you to define search criteria to then create employee lists, view employee data or perform statistical evaluations. Reports can be exported to a local application format.

Reporting options available for HCM include the following:

If your reporting needs go beyond the capabilities of an HCM report, you will need the following:

A large number of standard reports can be started from the SAP Easy Access screen by navigating to the Information System folder. After the information system for human resources has been called, a standard report can be started or you can create a report with a tool such as Ad Hoc Query, SAP Query, or the Human Resources Information System. Reports that are created using the Ad Hoc Query or SAP Query can be saved and added to the standard report structure. You can change standard reports in customizing.

Before a specific report can be accessed, different hierarchy levels must exist in each component. Reports can be found at the lowest level of the information system from where you can execute them. For example, to view reports on personnel development, navigate the SAP Easy Access screen by choosing:

Human Resources→Personnel Management→Personnel Development→Information System→Reports.

Under the Reports folder, various standard delivered reports are listed. When executing a report, you must complete a report selection screen.

You navigate to an HCM report as follows:

1. Start in theSAP Easy Access Menu.
2. Navigate to the HCM standard report, for example.

   Human Resources→Information System→Reports→Personnel Management→Administration→Employee→S_AHR_61016369 - Employee List.3. To use a standard report, there are three areas available to you:

3. 1. Period
   2. Selection
   3. Report-specific selections or Program selections

Continuation: "You navigate to an HCM report as follows:"

1. Start in the SAP Easy Access Menu.
2. Navigate to the HCM standard report e.g. Human Resources→Information System→Reports→Personnel Management→Administration→Employee→S_AHR_61016369 - Employee List.
3. To use a standard report, there are three areas available to you:
   1. Period
   2. Selection
   3. Report-specific selections or Program selections
4. Report list and the options for changing the layout:
   1. Button Change Layout…

      You can add more fields to the Displayed Columns.

   2. Button Select Layout…

      You can access saved layouts.

   3. Button Save as…

      You can save a modified layout.

The report selection screen contains a series of default selection options that are used by the system to create a list of employees, for example, or a statistical evaluation. However, these defaults do not necessarily include all of the selection options that you require for your report run. That's why every standard report has the following additional options:

The Further selections function enables you to add selection option fields from infotype 0001 Organizational Assignment to the report selection screen, and delete existing selection options.

The match code function on the selection screen allows you to select the employees for which you want the report run.

The sort function enables you to use up to seven criteria to sort the list of employees or employee data created by the report.

The Org. structure function allows you to collect employees using organizational management. For example, you can display all employees who are assigned to the financial accounting department

If you want to reuse selection values that you have set for a report, save them as a variant. Each time you call the variant, the system automatically writes its values to the individual selection fields.

1. Call:

   There are basically three different ways to access reports:

   1. SAP Easy Access Menu Navigation: You can access all standard reports via the navigation in the SAP Easy Access menu. These can be called up as transactions via the SAP Easy Access menu and the "Information System" navigation folder. Example: Human Resources→Information System→Reports→Personnel Management→Administration→Employee→S_AHR_61016369 - Employee List
   2. Menu bar:

      System→Services→Reporting

   3. Transaction: SA38.
2. Report "Philosophy":

   The SAP reporting philosophy consists of three aspects:

   I. At the end of every call in SAP systems there is a program. Using transaction SA38 you can call up a layout on which you can enter programs directly.

   II. The program name can also contain report names such as RPLMIT00.

   III. All standard reports delivered by SAP can also be called up using transactions.

3. Naming convention:

   Report names such as RPLMIT00 follow a specific letter convention.

   R = Report

   P = Personal

   L = List

   MIT = Function such as "Mitarbeiter" (German word for employee)

   00 = Current number

On the initial screen, enter RP*, choose the button at the end of the report selection field to navigate to the ABAP Program Directory then select Execute. A list of reports in the program directory is displayed. You can initiate a search for various reports by using the Find icon.

You can find reports using the following entries in the ABAP Program Execution screen:

Managers with personnel responsibility have the task of leading a team in keeping with the company’s goals and of providing the employees in their area of responsibility with optimal support to promote their performance. As part of their cost center responsibility, managers monitor and manage their budgets. Managers with personnel and cost center responsibilities also perform the appropriate planning tasks. As project leads, managers are responsible for project management.

Reporting gives managers a detailed overview of all the activities in their area of responsibility. Managers can launch standard reports, but due to restrictive permissions they can only view and use the reports of the employees assigned to them.

Ad Hoc Query is a simple but powerful tool for reporting on Human Resource data. It enables you to access data from all Human Resource areas by choosing selection and output fields. Programming skills are not required. Selection is made directly from the database for persons or objects which meet the criteria and selection and output fields are all on one screen. Accessing the database directly significantly improves performance.

Standard authorization checks take place at the infotype and organizational assignment levels.

The Ad Hoc Query is based on infoSets and user groups which you specify within the query. InfoSets are assigned to user groups, which groups users, infotype fields and calculated fields together as required. InfoSets only display data that is required by the user which makes the program easy to operate.

Ad Hoc Query is based on Infosets, (groups of infotype fields and calculated fields), which are assigned to user groups. Users are assigned to user groups and can access assigned infosets to run queries. A query includes a hit list which enables you to further define values before the final output. Queries can be saved and reused.

Functions available with Ad Hoc Query include the following:

• One screen contains all functions:
  • field selection
  • selection criteria
  • output formatting
  • query results
  • interactive function of the SAP List Viewer (for example, export to Excel)
• Drag and drop for easy selection of selection and output fields
• Example data is replaced by real data in the output area
• Text, value, or both, (denoted by a T next to the field selection), is selected by using the right mouse button in the selection criteria and/or output criteria fields.

The output preview enables you to see a display of your report layout before the data is actually output.

Output layout includes the following functionality:

• Sort the list according to one or more columns
• Accumulate numeric columns in basic lists and obtain subtotals
• Delete output fields not required
• Initialize formatting

The context menu determines whether additional columns (mean value, proportion in percentage, and total number) should be output for ranked lists and statistics.

The output format determines how data is displayed including list outputs and export functions such as spreadsheet. You can export results to MS Word and MS Excel and further process the report results.

The send function enables you to forward the formatted report results to other users.

Your user settings are reloaded the next time you start Ad Hoc Query after exiting the query or when you log off the system.

Companies generate data in all business activities. Based on this data, decisions are made by employees at all levels in all areas of the company. HCM reports are limited in their presentation and evaluation options. Head counts or graphically appealing bars, pie charts and worst-case scenarios are usually not possible. For this you need the SAP BW.

SAP Business Warehouse (SAP BW) is SAP's enterprise data warehouse product. It can transform and consolidate business information from almost any source system, including HCM.

SAP Datasphere is the cloud-based further development of the classic business warehouse (SAP BW). SAP Datasphere enables every data professional to deliver seamless and scalable access to mission-critical business data.