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SAP HR Ad-Hoc Query
Ad-Hoc query is a reporting tool to access data from infotype tables.
The Human resources, payroll, and benefits departments need to run a great array of
reports – SAP provides reporting tools supporting both regulatory reporting via a series of
standard reports as well as query options that support customized reports and strategic analysis tools.
While the legally required reports are included as a standard part of the SAP HR system and have some degree
of selection options (usually organizational assignment selection options), these reports cannot be altered by
the user to suit his or her specific requirements – they might not include all the data users need to obtain,
might not have the option to be downloaded to an Excel spreadsheet or might not have the right format.
This is where Ad Hoc Query is so significant. HR Ad Hoc Query enables users to create company-specific reports
that respond to their ever-changing needs for information about employees and the organization. The user simply
selects the fields he needs to report on from a check-box screen. This report creation process requires minimal
training and allows users to perform detailed analysis of human resources, payroll, and benefits information to
support the needs of their organization. Integration with Microsoft Word and Excel allows users to format and modify
the output to suit their needs or to save their reports in HTML format in order to e-mail them to other users.
CREATING A QUERY:
- Users can access Ad hoc query via: Human resources -> Information system -> Info tools.
- From the initial Ad hoc query screen, users must decide if they want to run the report they are about to create for either individual personnel numbers or use the function Selection via Organizational structure to restrict the display to those personnel numbers that belong to the organizational unit selected. If no organizational unit is selected, the system will select all employees that correspond to the selection criteria.
- The next step is to select both the selection fields and the output fields. By clicking on the field “Field selection” – users will be presented with the functional groups inherent to the functional area attached to their user group. They simply need to open up the tree structure, select the appropriate fields. For each field, users can decide whether they want to select it as a selection field or as an output field. For output fields users can further decide if they want to display the value (i.e. ethnic origin code “50”) or the actual text of the field (i.e. “White non-Hispanic”).
- Once all the fields have been selected, those marked as Selection fields will appear on the “selection fields” column of the screen and those marked, as output fields will appear under the output column. Choose a value for your chosen selection criterion (or leave it empty to select all employees) and proceed to the “define output” tab. The order of the output fields can be changed here as well as the layout of the report – users have the choice between a basic list, a spreadsheet, word processing document, statistics, ranked list etc.
- Now the report is ready to be run. By clicking on the “Select” button, the report will select all the relevant personnel numbers found. Personnel numbers, which includes employees’ names, can be displayed by clicking on the “list” button. If required, users can mark personnel numbers to be excluded from the report field.
- The expert mode enables users to request more complex reports providing enhanced functions for the Selection and Output fields. It is particularly useful when reporting on specific subtypes or wage types which is only possible using expert mode – in “Simple mode” the report will select all subtypes or wage types of a particular infotype. The expert mode needs to be turned on each time before running the report – saving the report in expert mode does not suffice.
- Finally, by clicking on the “output” field, the report is run and will display all the found data in the chosen format. From this screen, the report can be emailed, graphical statistics can be run and the list can be sorted according the various criteria.
- Now the report is ready to be run. By clicking on the “Select” button, the report will select all the relevant personnel numbers found. Personnel numbers, which includes employees’ names, can be displayed by clicking on the “list” button. If required, users can mark personnel numbers to be excluded from the report field.
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