Using the Human Resources Information System (PPIS)

Purpose

Use this procedure to run standard reports or write Adhoc reports on particular areas of your Organisation using Structural Graphics as a data selection tool.

Trigger

Perform this procedure when you need to report on particular Departments, Positions and Persons in your Organisation or groups thereof using Structural Graphics as a data selection tool.

Prerequisites

Master data must exist within the system for your reporting period.

You must have maintained your Organisational Structure.

You must know the validity period for when which you wish to select information.

Navigation Path

Use the following navigation path(s) to begin this transaction:

• Select to go to the HIS: Access Object screen.

Field Description Tables

The R/O/C column of each Field Description table indicates whether the field usage is:

R - Required in SAP.

O - Optional in SAP.

C - Conditional in SAP.

Procedure

1. Start the transaction using the navigation path.

SAP Easy Access Main Menu

2. Double click on HIS to go to the HIS: Access Object screen.

HIS: Access Object

When using the Human Resources Information System you select Objects to be reported on using Organisational Structural Graphics. The Graphical display panel allows you to select which Objects are included in the Structural Graphic.

3. In the Graphical display panel perform one of the following:

If	Then
You only want to display Organisational Units	Select the Organisational units radio button.
You want to display Organisational Units and Positions	Select the With Positions radio button.
You want to display Organisational Units and Persons	Select the With persons radio button.

4. Click

to select the starting Organisational Unit for your Structural Graphic.

Choose Organizational unit

5. Double click

to select that Organisational Unit as the root of your Structural Graphic.

You could further expand the structure as required in order to select a root for your Structural Graphic which is at a lower level in your organisation.

HIS: Access Object

6. As required, complete/review the following fields:

• Display depth

• Date

• End date (Unlabelled field to the right of the date field)

• Period indicator

7. Click

to go to the HIS: Access Object structure screen and the Reporting selection screen.

HIS: Access Object and Reporting

8. Select the Branch of the Structural Graphic on which you wish to report. Click the Object you require in order to select it.

You can select an individual object by clicking it. You can also select multiple objects by holding down the shift key and clicking the multiple objects one at a time. By default SAP Human Resources Information System will process all master data beneath the Object you have selected.

9. Perform one of the following:

If	Go To
You want to set the Defaults for HIS reporting	Step 10
You want to write an Adhoc Report	Step 15
You want to Run a Standard Report	Step 19
You want to Exit this transaction	Step 36

10. In the reporting window select Defaults from the top section.

Reporting Window

11. Then double click Defaults in the bottom section to go to the Defaults window.

Defaults Window

12. As required, complete or review the following fields:

• Via selection screen Direct

• Reporting depth panel All underlying Selected only

• Data collection panel All underlying Directly assigned

• Object Selection (start and end)

• Period indicator

• Data selection (start and end)

13. Click

to return to the Reporting window.

Reporting Window

14. Once you have set the defaults return to step.9

15. In the reporting window select Administration from the top section.

Reporting Window

16. Double click Ad Hoc Query in the bottom section to go to the HR Ad Hoc Query screen.

HR Ad Hoc Query

For details on how to use the Adhoc Query reporting tool please refer to procedure Write an Adhoc Report.

Note that Adhoc Query executed using HIS includes only Objects (Departments, Positions and Persons) selected from the Structural Graphic. However, Adhoc Report Writer executed directly from the SAP Easy Access Menu will include all employees. In this way it is best to run Adhoc Query from the Human Resources Information system when writing departmental reports, or reporting on departmental information.

17. Click Cancel

to return to the HIS: Access Object and reporting screen.

HIS: Access Object and Reporting

18. Once you have finished using Ad Hoc Query return to Step 9

19. In the reporting window select Administration from the top section.

Standard reports can also be selected from Organizational Plan, Time Management, Organization and Headcount as seen in the Reporting Window.

Reporting Window

20. Double click the report you wish to execute, in this scenario "Birthdays".

Note that in this example the defaults window (step 12) was set with the start radio button Radio Button Selected

set to via selection screen. If start had been set with direct selected, the result would be that the selection screen would not be shown and the system would use the defaults.

Birthday List Selection

From this screen you can specify any restrictions you wish to use to produce a selected list of employees. In the Personnel number fields we could enter 100 and 200 respectively. This would result in a report of all employees in our structure who have Personnel numbers between 100 and 200.

For further information on this or any report selection screen see F1 help.

21. Click Execute White

to execute the report and take you to the Birthday list output screen.

Birthday List output

From here the report can be manipulated and displayed in a variety of ways, or exported as required.

22. Perform one of the following:

If	Go To
You wish to export the report to a third party product.	Step 23
You wish to save the report results to disc.	Step 29

23. Click

to export the report to Microsoft Excel.

This icon will not always be the same. Hover over the Icons on the Application Toolbar to view SAP Hints as necessary. Reports can be exported to MS Word or other third party products.

Information

If you have restricted your report after execution the system will still send all results to the third party product.

24. Click

to go to the Export list object to XXL window.

Export list object to XXL window

25. Select a radio button Radio Button Selected

to specify the Processing Mode. In this example we select Excel Display.

26. Click

to export the report to Excel.

Microsoft Excel.

You can save the output or perform statistical evaluations in Excel as required.

27. Return to the SAP Birthday list output screen, in this instance with MS Excel use the Windows task bar.

Birthday List output

28. Go to Step 33

29. To save the report to disc, select from the menu at the top of the screen.

Save list in file window

30. Select the output format you require, in this case HTML format.

31. Click

to go to the Transfer List to a Local File window.

Transfer List to Local File window

Enter the full file path and extension of the file you wish to save to.

32. Click

to save the file.

Birthday List

The system displays the message; "xxxx Bytes transferred".

33. Click Go Back

to return to the Birthday list selection screen.

Birthday List selection

34. Click Cancel

to return to the HIS: Access Object structure screen and the Reporting selection window.

HIS: Access Object and Reporting

35. If you wish to run further reports then return to Step 9

36. Click

at the top right of the HIS: Access Object window to close Structural Graphics.

HIS: Access Object

37. Click Go Back

to return to the SAP Easy Access Main Menu screen.

38. You have now completed this transaction

Result

You have set the defaults, and executed reports form the Human Resources Information System. You have exported the report results to a third party product, and saved them as a local file.