0

R/3 System
Instructor
Guide
Level 3

HR307 Configuration of HR Administration

and Security

Release 4.0
27.7.1998

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Contents:
Subsidiaries....................................................................................................................................... 3

Revisions to Previous Instructor Guide...................................................................3

Course Details.............................................................................................................4
Duration............................................................................................................................................. 4
Course Materials and Other Materials (Training Manual)...................................................................4
Country-specific Chapters.................................................................................................................. 4

Course Instructor Profiles.........................................................................................5

Level of Knowledge Required............................................................................................................ 5
Courses Recommended as Preparation............................................................................................5
Online Help Recommended as Preparation.......................................................................................5
Hints on Preparing this Course.......................................................................................................... 5

Training System..........................................................................................................6
Data Required.................................................................................................................................... 6
User ID and Passwords for Course Participants................................................................................6
Preparation in the System.................................................................................................................. 6
Example ABAPs................................................................................................................................. 6
CATTs................................................................................................................................................ 6
Technical Hints................................................................................................................................... 6

Goals and Objectives.................................................................................................7

Course Structure and Flow........................................................................................7
Course Schedule.........................................................................................................8
Course Schedule: Day One............................................................................................................... 8

Unit: Customizing Infotype Menus...........................................................................9

Unit: Personnel Actions...........................................................................................11
Unit: Dynamic Actions..............................................................................................13
Unit: Customizing the User Interface.....................................................................16
Course Schedule.......................................................................................................18
Course Schedule: Day Two.............................................................................................................. 18

Additional notes:.......................................................................................................18
Unit: Revision............................................................................................................24
Unit: Information System.........................................................................................25

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Subsidiaries

Revisions to Previous Instructor Guide

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Course Details
Duration
2 days
Course Materials and Other Materials (Training Manual)
Course handbook
All available media (pnboards, flipcharts, etc.) can be used for displaying and explaining the material.
Country-specific Chapters
None.

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Course Instructor Profiles

Level of Knowledge Required
The instructor should have a very good knowledge of HR master data and Organizational Management.
In addition, the instructor should also know the customizing tools in the IMG. He/she must be able to create
projects and views for project management in the IMG to maintain these later on and also he/she must be
able to call them up. He/she must be familiar with view maintenance in the IMG and by this we mean the
different methods for creating new entries.
Courses Recommended as Preparation
BC080 Level 2 Customizing
HR050 Level 2 Human Resources
HR305 Level 3 Master Data
Online Help Recommended as Preparation
Documentation in the R/3 Library as well as the documentation on the individual IMG activities.

Hints on Preparing this Course

Go through the individual IMG points and at the same time, use personnel number 30500 to test the
settings, data, etc. Read the IMG documentation and release notes on the corresponding topics. Work
through the individual exercises. Familiarize yourself with the editing of features.

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Training System
Data Required
The training system is based on the IDES system and a training client.
Each group requires the following sample personnel number: Salaried employee Anita Acht (personnel
numbers 30500-30520). These personnel numbers are required for demonstration and exercise purposes.

User ID and Passwords for Course Participants

The user names for the participants are HRTRAIN-01 to HRTRAIN-20 with the initial password
INITPASS. If necessary, use transaction ZUSR to create users.
Preparation in the System
Check the users and user authorizations
Start ZSENQOFF to remove the blocking mechanism
Try out the exercises
Create a project view with the suboptions Setting Up Procedures, Customizing User Interfaces and
Tools so that all participants can access this.
Set up feature P0032 as an example of screen modification.
Generate project, if required.
Enter your own login name in the administrator table, so that you can demonstrate the sending of
automatic mails.

Example ABAPs
CATTs
Technical Hints
Project 301 exists for Germany

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Goals and Objectives

The aim of this course is to teach the participants how they can use the IMG to configure infotype menus,
personnel actions, and dynamic events to reflect their own business processes. This course introduces the
most important authorization objects and the participants learn how to maintain authorizations manually
and how they can use the profile generator to maintain authorizations automatically. The course also
describes how to switch on change documents and log report starts for revision purposes.
In addition, the participants learn what they need to do before they can use HR query and ad hoc query and
how they can use these tools.

Course Structure and Flow

The course is made up of seven units. Units one through four deal with how to create infotype menus,
customer-specific personnel actions, and dynamic actions. They also deal with screen modification. In unit
five, you learn how to maintain HR authorizations manually and then you use the profile generator to
maintain them automatically. Unit six describes the revision features, such as change documents, logging
report starts. In unit seven, the participants get to know and use the reporting tools and learn what they need
to set up to be able to use them, for example, functional areas and user groups
The individual units deal with the corresponding IMG activities and contain exercises.

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Course Schedule
Course Schedule: Day One
Approximate
Times

Content: Units and Topics

10.0010.30

Introduction of course and

participants

10.30-11.10

Customizing Infotype Menus

11.10-11.30

Morning break

11.30-12.00

Customizing Infotype Menus unit

exercises

12.00-13.00

Lunch

13.00-14.00

Personnel Actions

14.00-14.20

Afternoon break

14.20-15.00

Setting Up Procedures: Actions unit

exercises

Set up customer-specific personnel action

15.00-16.00

Dynamic Actions

Lecture and demonstration

16.00.16.20

Afternoon break

16.20-17.00

Customizing the User Interface

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Activities: Instructor and Participants

Lecture and demonstration

Create customer-specific infotype menu

Lecture and demonstration

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Unit: Customizing Infotype Menus

70 minutes

Putting Unit in Context

This unit leads into the subject matter and teaches the participants how to set up infotype menus this
should cause the participants no problems,
The participants set up a user-group-dependent infotype menu with infotype
that are not included in the standard menu.

Overview
Demonstrate how to choose infotype menus and how you can access infotypes
directly.
Changing Infotype Menus in Customizing
Infotype menus and personnel action menus are configurable. You can also make
these menus user dependent. If you want to do this, you must enter the parameter
UGR in the user master record. You can use the reference user group to specify an
additional group that the system should use to define the menu layout if the user
group has not been maintained.
The menus have a two-digit key. The other two-digit key represents the user group
dependency. If you do not want the menus to be user group dependent, then the
system can only display the infotypes in the sequence prescribed by group 00.
User Groups and Reference User Groups
Show where the parameter UGR is stored in the user master record.
Defining Infotype Type Menu Selection
Important note: Lots of participants store their new infogroup in their own menu
selection. This is wrong and means that they will not be able to see their entries. You
must store the infogroups in the infotype menu 01 (master data)!
Demonstrate Previous Slides in the System
15 minutes
Use the IMG to create a user-group-dependent menu under number 50 with the
reference user group 01.
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Then include a few infotypes (any infotypes) in the infotype menu for user groups 01
and 50. (The number of the menu and that of the user group do not have to be the
same).
Now copy the entries in infotype menu 01 (master data) for the user group 01 to
the user group 50 and insert infotype menu 50.
Finally, enter the parameter UGR with the value 50 in the user master record and
show the extended menu selection.

Unit Exercises on Customizing Procedures and the User Interface

30 minutes
The participants create their own infotype menus xx for user group xx (xx = group
number + 50).

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Unit: Personnel Actions

100 minutes

Putting Unit in Context

Once the participants have created their own menu, they learn how they can create their own personnel
action, which is slightly more complex.
The participants set up their own actions that contain the infotypes that have to
be maintained when a child is born.

Overview: Personnel Actions

In infotype 0000, display the status fields: Status indicator 1 is reserved for
customers, 2 is employment (active, left, etc.), 3 is special payment for Spain and
Austria. You can only maintain these fields using an action.
How to Set Up a New Personnel Action
Creating an Infogroup in Customizing
Explain the slides and then create a new infogroup AA Marriage that is user-group
dependent, has reaction W and reference 01.
Insert infotype 0021 Family/Related Persons, subtype 1, operation INS and infotype
0006 Addresses, operation COP for the user group 01 in the infogroup (if necessary,
insert any country-specific infotypes).
Personnel Action Attributes
Define Personnel Actions Status Indicator
Define Personnel Actions Check Action Maintenance
First, explain the status fields and the corresponding check field. Using retirement
as an example, use the feature MSN32 to check the action maintenance. As a result
of the action, the employee receives status 2 (active in company, but retired). The
system uses the feature NSN32 to check what status the employee had when the
action was run. Explain the remaining fields and then create the action MM
Marriage with the infogroup AA and update Additional Actions in infotype 0032.

Reasons for Personnel Actions

Reasons for actions must be created, show in IMG. You can also define blank as a
reason. The reason for an event can be used for reporting purposes. (Employee
turnover, etc.).
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In Germany, you must always enter a reason in an action, as the reason automatically
triggers a DUEVO notification. In the IMG, you can specify which actions trigger a
DUEVO notification.
Enter the reason blank for the action MM.
Including a Personnel Action in the Action Menu
First, display the actions user-group dependency in the IMG and then select the
entries in action menu 01 for the user group 00 and copy to user group 50 and then
add the action MM to the menu.
Additional Actions
Run the action Marriage for a suitable personnel number and display the overview
of the Additional Actions in infotype 0001.
Displaying Additional Actions in Infotype 0000
Activating Additional Actions

Exercises on Customizing Procedures: Actions

40 minutes
The participants set up the action Addition to Family which includes the following
infotypes: Personal Data, Family/Related Persons and Additional Payments. Make
sure that the participants copy the entries for user group 00 in the action menu 01 to
their user group and then add their action for their user group there.

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Unit: Dynamic Actions

60 minutes

Putting the Unit in Context

This unit deals with dynamic actions and how you can set up an automatic mail connection. These are
activities that the system carries out automatically (in accordance with the corresponding customizing
entries) when certain conditions are met. Because this topic is quite complicated and it is not technically
possible for each group to create the same dynamic action, there are no exercises on this unit.
The participants learn how to set up dynamic actions and mail connections for
changes to infotypes in the system.

Dynamic Actions Example

Dynamic actions trigger, for example, activities when you maintain an infotype.
Example: although the pension insurance number is missing, the social insurance
infotype record (0013) should still be saved. The system automatically displays
infotype 0019 (Monitoring of Dates) with subtype 35 (Submit PI number) for
maintenance. You can evaluate infotype 0019 using the report RPPTRM00.
In the IMG View, select the three lines that triggers the reaction when infotype
0013 is maintained and then select partial view (Select entries Selection All
selected entries). Do not explain, show the next slide first!
Dynamic Actions
Explain dynamic actions using the example selected. Dynamic actions can depend in
infotypes, subtypes or individual fields. Explain function character and activity.
Whilst doing this, display activity M (send mail) which leads onto the next topic.
Mail Connection for Infotype Changes
Explain concept.
As soon as a particular infotype is changed, a user is informed via mail.
The dynamic action M must be set up in conjunction with the administrator fields.
The prerequisite for this is that the administrator responsible has been entered in
infotype 0001.
An SAP user name must be assigned to the administrator. To do this, choose
Personnel Administration -> Organizational Data -> Organizational Assignment ->
Define administrator.
Note: Use personnel number 30500 to display the infotype 0001 example. Check to
see that the conditions, etc. have already been set up.
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Define Administrators and Administrator Groups

Demonstrate how to enter a new administrator. To do this, you must first
demonstrate how to define and administrator group using the feature PINCH.
Caution: this IMG step in not in the project view for this course!
Demo: Copy infotype 0001 with a new date for personnel number 30500, change the
administrator. Save your entries and then look in the office inbox. If the
administrator is linked to the instructors user, then the instructor should have a mail
in his/her inbox informing him/her that infotype 0001 has been changed.
Setting Up Mail Connection for Infotype Changes
Display the step for setting up a mail connection for infotype changes in the IMG.
Explain the conditions, attributes, and standard text quite generally as the next few
slides go into more detail.
Define Conditions for Sending a Mail
When should a mail be sent? If an infotype/subtype/field is changed, deleted,
created?
Call up the IMG activity Define conditions for sending a mail and demonstrate
using infotype 0001 field SACHP as an example.
The structure of the conditions corresponds to the structure of the dynamic action.
Activity M stands for send mail and as a variable activity part in feature M0001
which is called up in the next step.
Define Mail Attributes
Call up the step Define Mail Attributes in the IMG.
This calls up feature M0001.
Do not explain everything. The feature is quite complex. You should try out this
feature and familiarize yourself with it before the course. Show the lines in the
feature editor for calling up the standard text, the recipient, outbox, additional mail
processing features.
You can copy feature M0001 for other infotypes, for example, to M0008 and change
it accordingly.
Standard Texts for Mail Connection
Call up the step Create standard texts for mail connections in the IMG.
A standard text is created and forms the basis for your text. You can copy and then
change this text. The standard text contains the text and variables.
Name: MAIL_FOR_I0001_A, Text-ID: PAMA, Language: DE for Germany, EN for
English.
Call up text and explain.

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5 minutes
Because there are no exercises for this unit, summarize the contents before
proceeding to the next unit.

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Unit: Customizing the User Interface

40 minutes

Putting the Unit in Context

In this unit, the participants learn how to change infotype screens within reason with having to make any
program modifications. This unit concludes the topic Customizing Procedures and the User Interface.
The participants can now configure infotype screens according to their
requirements.

Screen Header
You can change the screen header. Explain slide.
Define Screen Header in Customizing
Using infotype 0002, explain the fields in the view Header Structure per Infotype.
There is a header structure for each infotype. The header ID (screen header) is stored
in the infotypes characteristics (T582A). Together with the personnel country
grouping and the transaction class, each header ID is assigned a header modifier
using T588I. The header modifier is used to define how each header is structured.
Show and explain these relationships in the view Header Modifier.
Now goto the view Screen Header Definition and explain the key words and the
conversion. Set the key word for the company code to BU1. Show how this change
affects infotype 0002 using the personnel number 30500.
Screen Modification
Define Screen Modification in Customizing
You can show and hide fields on infotypes, change required-entry fields to optional.
You can make these changes so that they either apply for everyone or so that they
depend on the employees organizational assignment using features. Use infotype
0021 to demonstrate screen modification. In this example, the screen can be
modified so that it depends on subtype 1 or 2.
The example given on the slide is for the Internal Control infotype (0032). You must
set up the feature P0032 beforehand and it must look something like this:
Variable key F D Operations
D PERSG

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&P0032=2,
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In the view Define Screen Modification, enter the following:

Module pool Screen Feature Var. key Alternative screen Sub. Screen
MP003200 2000 P0032
0
0
MP003200 2000 P0032
2
0
0
In the second entry, the following screens need to be suppressed: PKWRG, WAERS,
KFZKZ, BUKRS, ANLNR.
Demonstrate the suppressed fields using a personnel number with the employee
subgroup 2 (retiree) by creating a new infotype 0032 record for this employee.

5 minutes
Because there are no exercises for this unit, summarize the contents before
proceeding to the next unit.

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Course Schedule
Course Schedule: Day Two
Approximate
Times

Content: Units and Topics

Activities: Instructor and Participants

9.009.20

Recap previous day

Lecture

9.20-10.00

Authorizations and the Profile

Generator up to slide Create Profiles
Manually.

Lecture and demonstration

10.00-10.20

Morning break

10.20-10.50

Exercises on manual authorization

maintenance

Set up an authorization, a profile and a user

master record

10.50-11.30

Authorizations and the Profile

Generator up to slide Profile
Generator: Assigning Users.

Lecture and demonstration

11.30-12.00

Unit exercises for Using the Profile

Generator to Maintain
Authorizations.

Use the profile generator to generate an

authorization profile

12.00-13.00

Lunch

13.00-13.30

Remaining slides in unit

Lecture and demonstration

13.30-13.45

Revision

Lecture and demonstration

13.45-14.30

Information System up to slide

Creating Queries

Lecture and demonstration

14.30-14.50

Afternoon break

14.50-15.20

Exercise: Create functional area and

query

Set up a functional area and create a query to

create an address list

15.20-15.35

Information System up to slide

Additional ABAP Query
Functionality

Lecture and demonstration

15.35-15.50

Afternoon break

15.50-16.10

Exercises on ad hoc query

Create a list of rejected applicants using ad

hoc query.

16.10-16.30

Remaining slides in the Information

System unit.

Lecture and demonstration

16.30-17.00

Exercise: Create customer-specific

report categories

Set up a customer-specific report category

with a specific selection screen

Additional notes:
If you running short of time, you can leave out the ad hoc query exercises!

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Unit: Authorizations and the Profile Generator

170 minutes

List of Topics in Unit

- Authorization Concept
- HR authorization objects and manual maintenance
- Authorization maintenance using the Profile Generator
- Structural Authorizations
- Information System
Putting the Unit in Context
This unit deals with maintaining HR authorizations. First, the participants learn about the general
authorization concept. They then learn which authorization objects are the most important and how to
maintain them manually. You can then introduce the profile generator and how it works. Finally, explain
structural authorizations and the information system for authorization maintenance.
The participants manually create authorizations and profiles, and a user master
record. Using the profile generator, they generate an authorization profile.

Authorization Concept (1)

Authorization Concept (2)
Authorizations in a Company
Here, you should give a brief introduction and explanation of the authorization
check. Use the example of Mr. Miller who is responsible for maintaining the data for
all industrial workers. Mr. Millers work center requires access to the system,
however, he is not allowed to perform certain things. Using this scenario, you can
explain the terms: authorization fields, objects, and profiles.
Authorization Structure
You now need to explain another SAP concept, that of grouping authorizations into
profiles. It is these that you enter in the user master record.
A Users Authorization Tree
Use the graphic to reiterate what you have just explained.
Version Concept
Distributing Tasks
SAP recommends that authorization maintenance tasks be distributed to employees
in the organization as depicted on the slide.

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Authorization Objects
Display the HR authorization objects in customizing. Explain that there are lots of
other authorization objects, however, this course focuses on the special HR features.
Emphasize the objects that are dealt with in course (master data, personnel number
check, and master data extended check).
HR Master Data
First use the fields that are already known and explain them using examples. Show
how to copy an existing object in the system (naming convention Z:BSP:ANZ, for
example) and show how to enter values. Two authorization fields authorization
level and organizational keys are still missing and will be explained later.
Save and activate the objects just created!
Double Verification Principle
The authorization concept is used to implement the double verification principle.
Two users participate in writing to the database. Example: When basic pay is
created, it is created locked. A second person then checks the entries and unlocks
them. For this situation, the authorizations E for write locked and D for unlocking
records are available.
Organizational Key - Authorization (1)
The organizational key can be found under the organizational assignment in
customizing. Show this to the participants and call up the Organizational Assignment
infotype. Explain the purpose of this using an example. For example, you want a
personnel administrator to automatically have access authorization for the employees
of a certain cost center. A layout rule is defined where as soon as an employee is
hired by this cost center, a number is automatically placed in the organizational keys
in infotype 0001. The accessing personnel administrator has this number stored in
his/her HR master record authorization.
Organizational Key - Authorization (2)
Feature VDSK1 controls the access to organizational key control. For example, it is
possible to define different controls depending on the organizational assignment.
The key for the actual layout rule and the validation rule are specified in the control
view (for example, can the organizational key be overwritten?).
If the validation rule is stored with validation, the allowed keys must also be
entered in the validation table.
Extended Master Data Check
Show this object and mention the activation flag MPPAUTSW.
Master Data Personnel Number Check
Show the next object in the system and explain the differences between I and E.

Authorizations Based on Personnel Numbers

This object must also be included in a profile before it can be assigned to a user. In
an additional step, the user and the personnel numbers to which he/she has access or
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not must be entered in a view. The check must then be activated in another step
(transaction SE38, MPPAUTSW). Call this up with DISPLAY, otherwise you need a
request number for the change.
Test Procedures
The connections are easiest to explain using a hand-drawn slide:
Time recording admin.

Administrator

--------------------------------------|------------------------------------------ t
Absences 2001/ 0100

calls up 0130/subtype T1

Without authorization for

and sets the date

Infotype 0130

has authorization 0130 subtype T1

Program MPPAUTSW must also be set for the activation.

Create Test Procedures
Assign Authorizations for Test Procedures
Show the individual steps in customizing and create a sample entry. Then call up
infotype 0130 and show how to use the indicators.
The infotype Test Procedures is not generally edited manually, instead a program
that sets the release date for a selected number of persons is normally used (an
example program that is delivered in the standard system and supports the time data
is RPTAPPU0).
Authorizations for Batch Input Sessions
S_BDC_MONI is a base authorization for batch input sessions. A feature is stored in
HR customizing that can be used to assign an identification code to a batch input
session, so that only employees with the corresponding S_BDC_MONI authorization
can actually start them.
Create Profile Manually
Show how to create a profile and how to include the newly created object. Also
assign the object HR transaction code and object for table maintenance to the object
as otherwise, a user with only HR master data authorization cannot move around in
the system. Save and activate. Now show how to create a new user in the system and
then assign the new authorization profile to the user. Log on to the system with the
new user and show the participants the users restricted access options.

Exercises on Manual Authorization Maintenance

30 minutes
The participants set up a display authorization for infotypes 0001, 0002, and 0008
and a authorization for all HR transaction codes. They then group these
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authorizations into a profile and then create a user with this profile.

Profile Generator
Define Comprehensive Authorizations
Profile Generator: Activity Groups
Profile Generator: Creating a Profile
Profile Generator: Assigning Users
Use these slides to explain the concept of the profile generator without
demonstrating it.
Profile Generator: Activity Groups
Create a new activity group HR_ADMIN for the view Basic Maintenance without
responsibilities. Enter a text ID and choose Menu to branch into the activities /
transaction selection.
Profile Generator: Selecting Transactions
In the company menu, select Human resources/Personnel
management/Administration by clicking on the square. The traffic lights will change
to green. Save your selection and then use F3 return to the activity group.
Profile Generator: Defining Authorizations
Choose Authorizations. Define plan version 01 as the org. level and then choose the
authorization area Human resources, master data. The input fields for the
authorization object HR: Master data is repeated four times so that you can create
four authorizations with four different values. You should these authorizations and
values in such a way that the authorization level is distributed for the master data
infotypes.
Save the profile with the name HR307 and generate it. Then return to the activity
group (F3).
Profile Generator: Maintaining User Assignments
Choose Authorizations and then Create user assignments. Enter a user name and then
choose Compare user master and include the profile that you have just generated in
the user master record.

Exercises; Using the Profile Generator to Maintain Authorizations

30 minutes
The participants create an activity group for the master data administrator. They
select the required transactions and maintain the necessary authorizations. Then they
generate the profile and insert it into the user master record.

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Authorizations for Personnel Planning

Display an authorization for the object HR: Personnel Planning and explain the
fields.
Two-Part Authorization Concept
Utilizing Structural Authorizations
Explain the principle and advantages of using structural authorizations with an
employee authorization check.
Profiles for Structural Authorizations
Defining Structural Authorization Profiles
Using an existing authorization profile as an example and display the fields in the
views and explain them.
User Assignments for Structural Authorization Profile
Demonstrate how to assign a structural authorization to a user name.
Authorization Concept: Information System
Information System: Overview
Show how to call up the information System. Create a list of users using the
transaction PU00.
Information System: Profiles by Complex Selection Criteria
Create a list of all profiles that have an authorization for object P_PCLX with the
authorization level R and the area identifier RX.
Information System: List Profiles with Certain Values
Information System: Displaying a Profile
Call up the detail view of the profile Z:TR:HR305 from the list you have just
created.
Information System: Comparisons
Information System: Comparing Two Users
Compare two user master records.

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Unit: Revision
15 minutes

Putting the Unit in Context

This unit concludes the section on Control. This unit explains how to set up change documents in
customizing and change documents are read. In addition to this, the participants learn how they can log
when a HR report is started.
The participants can now create and evaluate documents for logging infotype
changes and report starts.

Overview Revision
Setting Up Change Documents
Using existing entries, demonstrate the three customizing steps to create change
documents for infotypes.
Evaluating the Logged Changes
Change an employees basic pay and then use the report RPUAUD00 to evaluate the
change document that was created (access the report using the report tree).
Logging Report Starts
Enter report RPLPAY00 for online logging and then call it up. Use the display report
RPUPROTD to display the log (you can access this report using the report tree).

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Unit: Information System

160 minutes

List of Topics in Unit

- Report tree
- ABAP query
- Ad hoc query
- HR report categories
Putting Unit in Context
In this unit, the participants learn what they need to prepare in their systems so that they can use the HRspecific ad hoc query. The preparations that the users need to be made in the system are the same for ABAP
query, so the participants also learn how to use ABAP query. In addition, they also learn how to include
their own reports in the report tree and how they can adjust the standard selection screens for the PNP
database to meet their own requirements.
The participants can customize the report tree and can now use both ad hoc
query and ABAP query. They can also customize the selection screen for the
logical database PNP.

The HR Information System

Mention that they can still use the development workbench to access reports.
Report Tree
Call up the Personnel Administration report tree and demonstrate how to use it.
Deleting Country-Specific Reports from the Report Tree
Show how to call up the functionality in the IMG, but do not delete any reports.
Defining a Report Tree
Call up the report tree HR00 in change mode and demonstrate how to include
additional reports.
Creating Your Own Reports
Explain the three different methods that can be used to create your own report.
Explain that you will first deal with ABAP query as the preparations to use this tool
are the same as those for ad hoc query.
HR ABAP Query
When you create a query, you can only select fields from a functional area and not
directly from the ABAP dictionary. Therefore, if you want to work with HR query,
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you must first create functional areas.

Overview: Setting Up Query
The graphic shows the first few steps that you need to perform if you want to create
queries.
User Groups and Functional Areas
Before a user can access fields, he/she must be assigned to a user group and this user
group must be assigned to one (or several) functional area.
IMG: Maintaining Functional Areas
You can either use the IMG to create functional areas or from within the application
itself (Human resources Information system ABAP query Environment
Functional areas). Demonstrate both ways and create a new functional area master
data. Enter PNP for the logical database and then on the subsequent screen, select
infotypes 0000 0020.
The system creates a tree with the branches functional groups and logical
database. The first branch contains the functional areas and the second branch
contains the logical database. The functional groups correspond to the infotypes,
with the exception of the predefined functional group key fields. If you press the
symbol for expanding the subtree for the infotypes, all the fields are displayed. The
minus sign means that an infotype field has not yet been assigned to a functional
group.
Just expand the infotype 0000 or 0001 and click on the minus sign next to the field
PERNR, to assign it to the functional group key fields. Then save and generate the
functional area.
IMG: Assigning Additional Table Fields to New Functional Areas
First insert the entry 0001 T001-BUTXT T P and then save. Then enter the table
access: T001 BUKRS P0001-BUKRS for the new field.
Maintaining User Groups
Create the user group HR307. Choose Settings With selection to select the
participants user master records.
Assigning Functional Areas to User Groups
Assign the new functional area to the user group.
Evaluation Types
Creating Queries

Demonstration: Creating a Query

15 minutes
Now create a query that lists the employees bank details. To do this, you need to
select the following functional groups: key fields, personal data, and bank details.
Tip: If you click on the information symbol i, the input fields are explained.
From the functional group key field, select the personnel number field, from the
functional group personal data, select the fields: title, first name, and last name.
From the functional group bank details, select the bank connection record type and
the country-specific fields. On the subsequent screen, select the bank connection
record type as an additional selection field. This means that you can select subtypes
for infotype 0009.
Choose Basic list and line layout to proceed. The line numbers and the position in
the line must be assigned to the fields. On the next tabpage, you define the output
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options for the list and then the output options for the fields (length, position, etc.)
On the next page, the system displays the header defaults and corrections (if any).
You can now execute and test the query. If you need to make corrections, choose F3.
When all the errors have been corrected, save the query. The system now generates
the report coding and you can now display the report in the ABAP editor.
Goto the ABAP workbench and copy the report coding to ZPLBANK0.

Exercises: Create Functional Area and Query

30 minutes
The participants create their own functional area and query to create an address list.

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Ad Hoc Query
Ad Hoc Query Selecting Fields
Call up ad hoc query and first define selection fields by choosing Field selection. A
dialog box displays the functional groups contained in the function area that you
have already created in a tree structure. Expand the functional group key fields, the
field personnel number appears and next to it there are two symbols: if you click on
the first symbol, then the field is selected as a selection field, if you click on the
second symbol, then the field only appears on the list created.
Once you have selected all your fields, choose the tabpage output fields and choose
field selections. You now branch into the fields to be displayed and can select the
necessary fields. In the output fields overview screen, you can use the arrow keys to
change the sequence of the fields.
Ad Hoc Query
Enter a personnel number interval and start the query.
Additional ABAP Query Functionality
Ad hoc reports can be enhanced using ABAP query.

Exercises: Ad Hoc Query

20 minutes
The participants create an ad hoc query that creates a list of rejected applicants. If
you are running short of time, you can leave this exercise out as the participants can
use the solutions as an example of how to create this query.

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Adjusting the Standard Report Selection Screen

Call up a standard report and walk through the selection screen. By creating report
categories, you can adjust the selection screen.
IMG: Creating Report Categories
First show the documentation for the corresponding IMG step (for the menu, refer to
the solutions) and then create the numeric report category 00000307 . Suggestion:
Data selection period = person selection period, allow sort and matchcode, select
interval for data selection period and no entry for person selection period and payroll
area/period/year. Explain the navigation possibilities in this view and choose
sensible selection criteria, for example, personnel number, personnel area, personnel
subarea, employee group and employee subgroup, as well as supervisor area.
IMG: Assigning Report Categories
Assign report category 00000307 to report ZPLBANK0 and start the report.
SAP - Report Categories
Use this slide to explain how the eight-character key of an SAP report category is made up.
The individual report categories contain logical groupings of selection fields. Customers can
use these report categories for their own reports or they can create their own report
categories.

Exercises: Create Customer-Specific Report Categories

30 minutes
The participants create their own report category and assign it to their report.

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