ISIS HR Reports Manual
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Overview of Reports |
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Steps in Generating a Report |
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Report Types and Utilization |
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Accessing a Report |
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Selection Criteria and Date Parameters |
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Create a Personal List |
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Use a Personal List in a Report |
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Importing a Text File for Selection Criteria |
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Standard Variants |
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Report Criteria |
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Execute Report |
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Manipulating Report Output |
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Layout/Display Variants |
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Standard Variants Containing Display Variants |
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Alternate Views of Report Output |
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Default Printer |
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Printing Reports |
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Exporting Reports |
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Maintain Work Directory |
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Background Processing for report output < 255 characters |
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Background Processing for report output > 255 characters |
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Critical Reports |
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Trouble Shooting Reports |
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Additional Report Help |
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2.1 A report is a collection of specific data extracted from the ISIS HR database to provide information required to make decisions. Reports can be generated as needed and as often as necessary. ISIS HR reports are designed to be viewed online or may be printed if hardcopy documentation is required. Report parameters can be specified so that various agencies can use the same report.
2.2 Most of the reports in ISIS HR are “real time” reports. That is the data reflected on the report is the data as it is occurring in ISIS HR. For example, if a real time report is generated, then changes are made in the ISIS HR system and the same report is re-generated it will contain different data from the first report based on the changes that were made.
2.3 Reports in ISIS HR have various distinct functions and some reports perform more advanced processes than others. Flexible reports allow you to determine the report criteria or output fields. Other options that vary on reports are the buttons that allow you to format or manipulate data such as summing, counting, and other functions or further processing options such as exporting data into an Excel or Word file.
3. Steps in Generating a Report
3.1 Identify the report that is needed.
3.2 Identify the date parameters.
3.3 Select standard variant (including display variant), if applicable or enter selection criteria. You may create your own variant.
3.4 Generate report output by executing report or execute report using background processing.
3.5 Determine the desired report output fields and format.
3.6 View, print or export report data.
4. Report Types and Utilization
4.1 In ISIS HR there are two (2) types of reports: Fixed Layout and Flexible:
4.2 Fixed Layout reports are traditional reports and are also referred to as Standard reports in ISIS HR. These have specific output that is organized in a precise, pre-programmed method. ISIS HR does not allow you to significantly manipulate the output of these reports. These reports are typically used for reporting requirements that do not change; for example, the data and format required for payroll results.
4.3 Flexible
reports are reports in ISIS HR that allow you to manipulate almost every part
of the report input and output. Flexible reports allow you to define the
report selection criteria (to determine the data the report selects from, such
as personnel area) and the output fields (the information that will be
displayed on your report) to be included in the report.
For the State of Louisiana, Flexible reports are known as “ad hoc”
reports. These reports allow you to meet multiple requirements with one
report. They are typically used as solutions for reporting requirements that
may change often; for example, hiring audit reports. Even though different
organizations, different dates, different jobs, etc., are required by different
Agencies throughout the State, one report can be specialized for every
Agency’s needs.
5.1 Reports can be accessed either directly by the transaction code or by using the Report Tree within SAP Easy Access Menu.
5.2 Report Tree -- The Report Tree is contained within the SAP Easy Access menu. This allows you to drill down from an overall reporting topic like Human Resources, to a more specific topic level like Payroll, and then finally to access the desired specific payroll report.
SAP Easy Access
- User menu for Recorder EA
5.3 Transaction Code - A transaction code allows you to access a report directly without following a menu path. Transaction codes for reports have smart coding so that one type of report is easily distinguished from another.
Example: In the example below, ZP21 is entered in the menu bar to directly access the report.
Use of Transaction
Code Example
6. Selection Criteria and Date Parameters
6.1 Selection criteria is information used in generating a report that enables you to better define the employee/data pool that will be included in the report. For example, elements from the hierarchy can be used to include ONLY classified employees or ONLY full time employees in a report. Other information like organizational units can be used to pull data from specific areas in the state. The employee population may be narrowly defined or as broad as the State’s entire employment base. Selection criteria choices also apply to other report elements such as jobs, positions, and time period.
6.2 For your selection criteria, you can specify single values or ranges of values to be included within or excluded from the report. By modifying the selection criteria, you can generate the same report for different populations of employees.
Example: Personnel Area 0123
Job Number 163390
Selection Criteria
and Date Parameters Example
6.3 Reports also have date parameters. These parameters are very critical in ISIS HR because it is a real time system that allows you to enter information for the current, past or future periods. The capability exists to obtain (and subsequently view) information for specific time periods, whether in the past, present, or future. When entering date parameters, you will define a specific day such as “today”, or an “other date” such as yesterday or next week. The date parameter chosen will depend on whether or not you want the most current information in the system today or to see what selected information looks like at another time.
Example: 
7.1 Personal lists can be used as a way to customize your match code search results. A personal list will restrict the match code results to show ONLY the selection criterion values you’ve added to your Personal list.
Example: If you routinely run reports for several personnel areas you may want to create a personal list that includes all the personnel areas you use.. When accessing a report you can insert selected personnel areas or all areas in your Personal list.
7.2 Personal lists are created once and are applicable for all reports.
7.3 Personal lists are flexible, meaning that you can specify the selectable items.
Personal
lists differ from report variants, which are report specific and contain
fixed data.
7.4 To create a Personal list you must first access a report. From the report screen select the item (selection criterion) for which you are creating the list by clicking in the box to the right of the field. In the following example we will create a Personal list for the selection criterion personnel area.
Personal List
Creation Example
7.5 The
ISIS HR system will display the 
icon. Click on the .
The Personnel Area pop-up box appears.
7.6 Select
the personnel area to add to your Personal list
by clicking on the personnel area and then click 
.
To add another personnel area click on the personnel area and click .
Continue with this process until all values are added.
7.7 Click
to return to the report screen once
you’ve completed adding to your Personal
list.
7.8 Once
you have established your Personal list, each time you select
the for that selection criterion (on any
report), ONLY those items in your list will be displayed.
Personal value
list: Personnel Area (1)
7.9 To
delete a value from your Personal list click on the item and click 
.
7.10 To
view all items available click 
. A pop-up box will
appear displaying all values available for that selection criterion.
To see the values you’ve
added to your Personal list click 
.
7.11 Below are some suggested items you may wish to create in your Personal list:
Personnel
Area (if you have multiple areas for your Department)
Organizational Unit
Employee Subgroup
Personnel Subarea
Actions (P vs NP)
7.12 To use your Personal list to run reports see Step 8.
8. Use a Personal List in a Report
8.1 Choose the report you wish to execute.
8.2 Click
. The Multiple
Selection for Personnel Area (or the selection criteria you’ve
chosen) pop-up box appears.
Multiple Selection
for Personnel Area
8.3 Click
.
Your Personal value list pop-up box
appears.
Personal value
list: Personal Area (1)
8.4 Click
to
select all values or click in the box next to the value you wish to select. 
denotes your selections.
8.5 Click
to
verify your selections. You will be returned to the Multiple Selection for Personnel Area (or the
selection criteria you’ve chosen) pop-up box.
Multiple Selection
for Personnel Area
8.6 Click
. Your selections
will be populated and the report screen appears.
8.7 The report can be executed.
9. Importing a Text File for Selection Criteria
9.1 You may want to run several reports for a list of your employees. If you have this list in a text file it can be easily imported into a report. You may have exported this list from another ISIS HR report and saved it as a text file.
9.2 In the example below we will use the ZP135 - Flexible Employee Data Report and import a text file containing personnel numbers.
Importing a Text
File for Selection Criteria Example
9.3 Click
. The Multiple
Selection for Personnel number pop-up box appears.
Multiple Selection
for Personnel number
9.4 Click
.
The SAP Custom - Open File pop-up box
appears.
9.5 Navigate to the file you want to import.
9.6 Select
the file and click 
. The personnel numbers from
your text file are imported into the Multiple
Selection for Personnel number pop-up box.
Multiple Selection
for Personnel number
9.7 Click
. The personnel
numbers are populated and the report screen appears.
Importing a Text
File for Selection Criteria Example
9.8 The report can be executed.
10.1 Standard Variants have been created for reports that have specific requirements. A Standard Variant is a template of input information, which includes the relevant date parameters, selection criteria, sorts, and report output fields. This template has been saved with a smart code that has a long text description. Standard Variants ensure that the report automatically contains the correct information for its intended use. This makes reporting very quick and easy.
10.2 Access the report via report tree or transaction code. The report screen will display. Then determine your next action with the table below:
11. Perform one of the following:
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If you want to… |
Then… |
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obtain a Standard Variant to generate a report, |
go to Step 12. |
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create and/or save a Standard Variant, |
go to Step 13. |
12. Follow the menu path Goto è Variants è Get
or click 
.
The Find Variant pop-up box appears.
If is
not displayed, then no variants
exist for this report.
12.1 If
you want to view all variants created take out the User ID listed in the pop-up
box next to Created by and click 
. If the User ID remains in the Created by field ONLY variants created by that
user will be displayed. The ABAP: Variant
Directory of Program XXXXXXXXX pop-up box appears.
ABAP: Variant
Directory of Program ZPXXXXXXXX
12.2 Click
on the Variant name from the pop-up box
and click . The Standard Variant populates
the selection criteria. The report screen displays with the selection criteria
populated.
12.3 Review the selection criteria. If the selection criteria does not meet your needs you can create your own variant. See Step 13 on creating variants.
13. If a Standard Variant does not meet your Agency’s needs and the report will be used multiple times a new variant can be created.
It is not
necessary to save a variant if the report is generated infrequently.
13.1 Enter the selection criteria and date parameters that you want to save as the new variant. You can specify single values or ranges of values to be included within or excluded from the report.
13.2 Once the selection criteria and date parameters have been entered, follow the menu path Goto è Variants è Save as variant . The ABAP Save as Variant screen appears.
13.3 Enter the variant name, up to 14 characters in length.
Agencies should begin their variants
with the individual agency number and then the underscore. For example:
“123_.” This will keep variants organized and easy to locate.
13.4 Enter a brief description of the variant, up to 30 characters in length, in the Meaning field.
The description should contain as
much information as possible about the report’s purpose and contents.
You may want to utilize some abbreviated terms where appropriate.
13.5 Select
the Protect variant if you want to prevent others from
accidentally changing your variant.
13.6 Click
to
verify data.
13.7 Click
to save. The Report screen information message “Variant XXXX saved” appears.
14. The next time you want to run this report with the same criteria you can select the variant you just saved.
15.1 Report criteria are the report parameters that allow you to determine what information fields are included in the report output. These fields may be uniquely selected to meet your specific requirements.
15.2 Report criteria are ONLY available for flexible reports.
15.3 If the report is a flexible report you will see further selections that are available. This may be displayed as a button under Further Selections or Output Field Selections. Buttons and options will vary depending on the report. Make your selection by clicking on the button you wish to select.
15.4 A Display Fields Selection pop-up box will be displayed giving you options to display additional output fields or to limit data being selected.
15.5 The
example below shows the Display Fields Selection
pop-up box. This is to select additional output fields to appear on the
report. By clicking next to the field under Non-Selected
Fields, then click 
, these fields will be
displayed on your report output.
15.6 The
output fields selected will be moved to the right side, Selected Fields. Click .
15.7 You will return to the report screen. Review/complete selection criteria and execute report.
16.1 Once
you have accessed the report either by menu tree or transaction, selected the
date parameters, selection criteria (variant), and/or report criteria, click to execute report.
If
the report you are generating takes longer than 5 minutes to process or if you
are uncertain about how long the report will take, generate the report using
background processing. See Step 41.
16.2 The report output data will be displayed. On flexible reports the report output fields can be defined. The report output can be formatted by sorting, totaling or filtering the data or using display variant.
17. Manipulating Report Output
17.1 Flexible reports allow you to specify the data fields that will be displayed in the report output. This allows you to customize the report results to fit your needs. Data can also be sorted, filtered, columns can be moved or data can be exported to Microsoft Excel, Word or a text file.
17.2 After the report is executed use the icons displayed on the reporting output toolbar to manipulate the report output. All reports do not display the same icons since all options are not available for every report.
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If you want to… |
In the old ALV format, click on… |
In the new ALV format, click on… |
Then… |
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move a column, |
the column heading of the data to be manipulated. |
while holding your left mouse button down, drag the column to the new location on the report. |
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hide a column, |
the column heading of the data to be manipulated. |
right click and select Hide from the drop-down menu. |
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show a hidden column, |
any column heading |
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