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Taking Control of Your SAP HR Reporting |
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Taking Control of Your SAP HR Reporting
INTRODUCTION
“I need the new HR system to produce on time, accurate and user friendly reports which can be converted into statistics, modified as needed and saved for future reference.” … this or similar types of wishes are always expressed by HR Managers when they first meet with the consultants destined to install their new SAP HR system. As a human resource manager, you want all the advantages of a human resources information system (HRIS). You want employee information, all kinds of reports and a user-friendly system. HR and Payroll Managers have the duty of producing a wide range of reports on a weekly, monthly or ad-hoc basis, and often their out-of-date system has either a poor or limited reporting functionality. Who does not remember having to run several reports at the same time and then manually converting the data to achieve the required result? Another common problem often heard is HR Managers having to wait up to four weeks until the IT department has a resource available to program a new report into their HR system. The reporting functions with SAP are one of the main reasons why clients have chosen it rather than another software package, especially because it allows the analysis of multidimensional data. The HR component provides a comprehensive selection of predefined reports for evaluating and analyzing human resources data. Accessed in a special menu, the reports are intuitive and easy to use. There are multiple selection options available allowing to modify the reports to suit specific requirements, for example, to restrict the data displayed. There is the option of saving defined reports for re-use and report results can be converted into HTML format to make them accessible via Internet, company intranet, or e-mail. SAP HR REPORTING FUNCTIONALITY Standard Reports Each component within Human Resources Management includes standard reports that can be accessed using the SAP EASY ACCESS menu. These reports are listed in a report tree and comprise all major reports a HR Manager would want to execute within a certain area, e.g. Cost of Media Advertising in Recruiting, Headcount divided into ***, position held per department, and cost center in Personnel Management, wagetype listings in Payroll, Absence Reports in Time Management etc. All these standard reports can be displayed, filtered and sorted according to your needs. Ad Hoc Query/ABAP Query If, in addition to the wide range of standard reports provided, company-specific reports are required, reporting tools such as ABAP Query and AdHoc Query can be used. The handling of these reporting tools is a simple procedure which requires no special programming knowledge to create complex, menu-guided reports. For example, you can request a salary overview per employee per organizational unit. You simply specify your requirements and access the information at the touch of a ****on. Human Resources Information System (HRIS) The Human Resources Information System is a reporting tool integrated with SAP HR that lets you request reports from inside Structural Graphics (which is a graphic representation of your organization with all departments, positions and employees). From here, reports from different components, such as Payroll, Benefits, Time Management etc..can be run from one screen without having to switch to a number of different applications for the data needed. Manager’s Desktop Manager’s Desktop allows HR Managers to carry out a number of reports, both standard reports from the HR and Controlling Modules but also customer specific reports. The Employees section of the Manager’s Desktop screen includes reports that relate to general employee information (HRIS) as well as training, appraisals and personnel development. Managers, when logging on to Manager’s Desktop, only see that part of the organization tree they are responsible for and can execute reports for only those employees who are directly or indirectly subordinate to them. The following functions and reports are available: Human Resources Ad-Hoc Query, Reports on: General Employee Information, Employees’ Time data,Education and Training, Performance Appraisals and Reports on Personnel Development In the Cost and Budget area of the screen, Managers can carry out Cost center accounting functions and quota planning for required position. In addition to all the above, customer specific reports can be added to the selection screen but depending on the requirements, technical support in the form of ABAP developments might be necessary. SAP Business Warehouse SAP BW supports strategic human resources reporting through the integration of SAP HR, SAP R/3 Financials, and Logistics data. This integration facilitates reporting on metrics which measure the overall performance of the organization, not only the human resources issues. For example BW provides information about the level of workforce availability to support strategic staffing, absences and leave accrual, data on wage and salary costs, (with detailed breakdowns), reporting on vacancies and the effectiveness in which they are filled, cost per applicant, and average length of time in a position. RECENT DEVELOPMENTS Until recently, despite the extensive variety of reports to choose from, unless users had some experience it was often difficult for occasional users such as HR co-coordinators to use the tools efficiently. However, via its ENJOYSAP initiative, SAP has provided a much simpler, intuitive and flexible user interface for reporting. These developments were prompted by many suggestions SAP received from customers about how report definition might be simplified. New graphical controls in screens provide many options for organizing reports more flexibly and attractively. Data can be displayed in lists or graphs, the tree control makes it easier for the employee to see the levels analyzed in a hierarchy and HR users can even design and create their own graphs to show table data from a report. They can choose from various different bar chart, pie chart, and curve designs to create a graph that displays the information. New Report definition has also been made simpler. The settings used to define reports are grouped together on tabs in R/3 Release 4.6. Only the rarely used functions are in dialog boxes. This emphasizes the important settings customers need to make, while optional parameters are not so prominent, or the system supplies appropriate standard values for them. HOW TO GET THE MOST OF YOUR SAP HR REPORTING FUNCTIONALITY Does this mean that a new system, such as SAP, with a broad HRIS will facilitate the struggle HR Managers have to go through at the end of each month? You probably guessed the answer – it does not. The are several reasons:
The key is to follow some very simple steps which are applicable to the reporting functionality in particular in order to maximize the use and functionality of your system and last but not least your investment into SAP HR. By paying attention to the following, the two problems cited above can be avoided. |
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