rwd info pak template -...

Title: Manager's Desktop - View Only and ReportingCategory 1 : Human ResourcesCategory 2 : Manager's Desktop

Work Instruction

Manager's Desktop - View Only and Reporting PPMDT

PurposeUse this procedure to access view only HR Master Data and Report on areas of the University for which you have authorisation

TriggerPerform this procedure when using SAP to view HR Master Data.

Prerequisites

Basic skills in Excel such as sorting, totalling and hiding/deleting columns.

Menu PathUse the following menu path to begin this transaction:

Select Human Resources Manager’s Desktop

Transaction CodePPMDT

Additional InformationNone.

Filename: document.docReference: HR_Mangers_Desktop_1

Version: Not StartedLast Modified: 7/19/2002 6:10 PM

Work Instruction / 23


Procedure

1. Start the transaction using the menu path or transaction code.

Manager's Desktop for HR contacts

This is the opening screen of Manager’s Desktop. From here you can navigate to either “Employee” (HR Master Data) or “Organization Unit” (HR Reports) based information.

2. Perform one of the following:

If Go To

You wish to get an introduction to the General Layout of Manager’s Desktop

Step 3

Change the Time Period / Date for which you are viewing the Organization Structure

Step 12

View Employee Based data Step 15

View Organization Unit based data Step 22

Create new queries / reports Step 31



Work InstructionPage 1 / 23


If Go ToView the available Web Page information Step 32

Layout of Manager’s DesktopThis section will give you information about the General Layout of Manager’s Desktop. The screen is split into two sections.

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

The right hand section shows the organization units / employees for which you have responsibility and therefore are able to extract information for.

The left hand sections shows the activities you can perform for these organization units / employees e.g. transactions and reports. The activities available will depend upon whether you are viewing Employee based data or Organization Unit based data.

Manager's Desktop for HR contacts: Employee Based Data

4. As required, carry out the following activities to allow you to drilldown and see lower level organization units, positions and employees within organisation units:






5. Perform the following activities:

Activity Notes

Click on the name of the organisation unit you wish to drill down into.

eg

Expand the Organization Unit selected Click on

Alternatively use the search facility to find a particular employee within a organisation unit, either by name or by ID

Go to Step 17

5.1 Review the following screens.






6. As required, complete/review the following area of Manager’s Desktop:

Activity Notes

The right hand side of the screen contains a lot of information which is not really relevant to most users’ needs.

It is possible to set the columns which appear when you open Manager’s Desktop. This should only need to be done once

7. Select SettingsColumn view.





Column Configuration

8. The available columns hold the following information:

Column Name Description

Key Tells you whether the object is an Organization Unit (O), a position (S) or a person (P). It also gives the ID number of the object.

Relationship Text Identifies the relationships between objects in the structure.

Code Gives the short code the for Organization Unit or Position, in the case of employees the code is the Employee Surname

Validity Period Shows the start date of the object and if it is due to finish, when.

The “valid to” dates all appear to be unlimited and therefore are unreliable. Only the “valid from” dates are useful.

Link period period Largely the same as validity period and as such provides little extra information.

Percentage 100% for all employees therefore gives no meaningful information.

Chief Blank.






Activity Notes

Select the columns you wish to appear by clicking in the box at the side of the column name(s) you wish to appear. Once the

box has been selected it will look like

The selected columns above are the most useful if you are going to display any at all.

10. Click on once you have selected the columns you wish to view and the Manager’s Desktop will update.

It is possible to de-select all the columns, so that all that you see on the right hand side of the screen is the Organization Unit name, the Position name, the Employee Name and the ID number.

Detailed information

11. Click on .






Changing the Time PeriodWhen Manger’s Desktop is opened the default time period for viewing the Organization Structure is from “Today” to 31.12.9999. In order to meet your information needs you are likely to need to change these dates, either to another range of dates or to a snapshot date. This is important as due to staff movements the structure is likely to change regularly.

You will only be able to view an Organization unit for the period it has been valid for ie if it has only existed since the 1st August 2001, then this is as far back as you will be allowed to go in terms of reporting or viewing data.

12. Click on to open the dialogue box which will allow you to amend the time period.

Manager's Desktop: Change period






Field Name R/O/C DescriptionTime period R Enter the Start Date of the period for which you wish to view

data.

The default for the date setting is "Today's Date"

Example: 01.08.2001to R Enter the End date of the period you are wishing to obtain

data.

The default entry for this field is 31.12.9999.

Example: 31.07.2002

To use a snapshot date, you must enter the same date in the "Date from" and "Date to" fields

14. Click on .

Employee Based DataThis view allows you to access HR Master Data (View Only) for a specified employee. It is accessed either by:

Selecting “Employee based data” on the Manager’s Desktop opening screen

Clicking on near the top of the screen in any other view.






15. Click on or select “Employee Based Data” on the opening screen.

Depending upon your authorization level you may or may not be able to see the section entitled "Payments" on the left hand side of the screen.

16. Select the individual for whom you wish to view HR Master Data:

Selection of an individual staff member

You can only view HR Master Data information for one employee at a time.

Name Search Facility

17. To find the employee you require, either drill down into the structure as indicated in Step 4or use the available search function.





17.1 Select the relevant Organisation Unit to which the employee belongs by drilling down

into the Organisation Structure by clicking on the ’s to the left of Organisation Unit names and then clicking once on the relevant Organisation Unit’s name.

There can be a time delay when operating the search. To minimise this try to select the lowest level possible in the Organisation Structure.

Example: If you are looking for an Employee who you know works within the department of Classics, the search will be quicker if you to select to search within Classics rather than selecting to search within the School of Humanities.

17.2 To activate the search function click on the following dialog box will appear:

Search Facility

17.3 Enter either the Personnel Number if you know it or any part of the name of the

employee you are wishing to search for. Click on to activate the search.

17.4 When the search has found all the possible matches within the chosen Organisation Unit you will be asked to choose which one you wish to view information for:





Selection Options

17.5 Select which individual you require by clicking on the to the left of the employee’s

Personnel ID and then clicking on . The search function will then find and select the required employee in the structure.

18. Select the infotype you wish to view by clicking on the title of the relevant infotype:

Infotypes have been grouped according to the type of information they refer to.

Selecting an Infotype to view





Display Personal Data (0002)

The current, valid infotype opens on screen. The and are disabled which means that you can not navigate through historical / future versions of the infotype in the normal way.

19. Click on to show an overview of the historical / future versions of this infotype. You can then choose to look at any of these other versions.





Overview Personal Data (0002)

20. Click on to return to the current infotype.

21. Click on to return to the main screen.





Organisation Unit Based Data


This section is where you can run standard reports on the organisation units you are responsible, or you can create new queries using Ad Hoc Query (training required). This is accessed either via

Selecting Org Unit Based Data on the Manager’s Desktop opening screen.

Clicking on .

22. Click on .





Manager's Desktop for HR contacts: Org Unit Based Data

Depending upon your authorization level you may or may not be able to see the section entitled "Reports Salaries". For those who can see both you will see that some reports are repeated, the report will either include or exclude salary information depending upon which report you choose to execute.

If you have just been using Employee Based Data you may wish to minimise all the Organisation Units so that you can just see their names rather than all the employees

within them. Click on to do this.

23. Click on to specify the reporting period. Some reports require a use of a key date, some reports require use of a reporting period.

Manager's Desktop: Change period






Field Name R/O/C DescriptionTime period R Enter the Start Date of the period you wish to report on

Example: 31.12.2001to R Enter the End Date of the period you wish to report on

Example: 31.12.2001

If you wish to report on a key date enter the same date in each field

25. Select the Organization Unit which you wish to run a report for by clicking on the appropriate name:

Selecting an Organization Unit

In order to run a report you must first select and organization unit. If you choose a high level organization unit. The report will also include all the lower level organization units. There is no way of preventing this.

26. Select the report you wish to run. Ensuring, if you have access to both salary and non-salary reports, that you are selecting the correct report for your current needs:

Selecting a Report to Run

Each report contains a core set of personal and contract data along with the specific information relating to each particular report. It is easy to delete / hide any unnecessary columns in Excel if this makes the interpretation of the report simpler.





26.1 The report will run automatically and you will be presented with a further selection screen where you can further limit the dataset if necessary.

Basic Staff List with Salaries

You will notice that some fields are shaded in a darker grey. You are not able to change any of the data within these fields. These fields are indicated below.

Activity Notes

Date Range The dates are determined by the Period selected in Manager’s Desktop. Changing the dates here risks excluding staff from the report.

Personnel number These are all the personnel numbers of staff in the organisation unit selected during the period defined in Manager’s Desktop.

Date Type This is set to 01 so that the statutory start date can be shown in the report output. Removing this will result in each individual having multiple entries in the report output

26.2 Any fields not shaded are available to be used. Criteria which you may change / add are included in the table below:





Activity Notes

Employment Status The default is to look for active employees only. You can amend this to include inactive employees aswell

Employee group The default is Employee Group E (contracted staff), you may need to report on non-contracted staff ie Employee Group N.

Employee Sub Group You may want to restrict the report to a particular group of staff eg clinical professors (Employee sub group B3)

Personnel Subarea You may want to restrict the report by employment function eg TEAC – all staff with a teaching only function

Wage Type ( some salary reports)

You may want to select by a particular wage type. However if you do select by wage type and your level of authorisation does not allow you access to Professorial Salaries / Grade 6 you will not be able to retrieve any information for these staff.

Further Processing Options The default processing option is to output to a spreadsheet. Alternatively you could choose to output to a table within SAP, or to output to a word processor such as Word for mail merge documents.

27. Click on to run the report with the selected criteria. If you have left the processing option as “spreadsheet” the following screen will appear.

Export list object to XXL

28. Click on . Excel will open and the data load where the data can be manipulated further according to your needs.

29. If you have chosen a different output option such as “Display as Table” the output will be as follows:





The data in this table can be sorted using the buttons and any appropriate

numerical fields totalled using the button. It is also possible to export the data

to Excel by clicking on . However any sorting you may have done to the table in SAP will not be taken into account when transferred to Excel.

Basic Staff List with Salaries

30. Click on to return to the Manager’s Desktop main screen.

Creating New ReportsOne of the activities on the left hand side of the screen in “Org Based Data” is Ad Hoc Query, this is a mechanism for creating new HR queries.

31. Click on and the Ad Hoc query screen will appear.

Further training will be required to be able to effectively use Ad Hoc query. This training is outside the remit of this course.

Please see document PQAH – Ad Hoc Query.





Viewing Web Page InformationSome useful web sites have been added to the Manger’s Desktop screen. This means that you can access HR relevant information without having to separately open an internet browser. Web Pages can be accessed from both the Employee Based Data screen and the Organization Unit Based Dat” screen.

32. On either of the screens scroll down the list of activities on the left hand side of the screen until

you reach a section titled . Under this heading are links to relevant web pages. Clicking on one of these will open an internet browser within SAP and the web page will appear.

Manager's Desktop for HR contacts: Org Unit Based Data

33. To exit from the current web page either; select another page to view, click on one of the other activities on the left hand side of the screen e.g. “Basic Staff List” which will take you back to the organisation structure on the right hand side of the screen.

If you click on at this point you will Exit from Manager’s Desktop, not just the web page.






34. You have completed this transaction.

ResultYou should now be able to navigate the Manager’s Desktop screens and be able to view HR Master Data, execute reports, view HR Web Pages and, subsequent to receiving training in Ad Hoc query, be able to create new reports.

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