Human Resources Information System and SAP

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."Organisations 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 talk about installation of their new SAP HR system. As a human resource executive, 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Managers have the duty of producing a wide range of reports on a weekly, monthly or ad-hoc basis, and often their out-of-date system has either a poor or limited reporting functionality.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.Human Resources Information System

The Human Resources Information System provides you with a broad range of functions that enable you to perform standard reporting from all Human Resource areas. In addition, it lets you define your own reports quickly and efficiently. The Human Resources Information System consists of the HIS and Ad Hoc Query components. Each of these components includes functions that meet specific reporting requirements by giving first priority to swift report access (HIS) or detailed reporting (Ad Hoc Query):

  • HIS

HIS is the fastest way to perform reporting for HR data. A special method of accessing reports is employed. A graphical display enables you to select the object to be reported on. You then start reporting without entering data in a selection screen. These settings are made in HIS by the system itself. The system uses a standard setting that is based on general usage.

  • HR Ad Hoc Query

Ad Hoc Query is a reporting tool that was specially developed for Human Resources Management. It is intended for reporting requirements that are not met by standard reports. Ad Hoc Query enables you to perform reporting right down to the infotype field level, that is, the lowest level of information in Human Resources Management.

Reports defined using Ad Hoc Query can be saved, which means they are reusable.

Ad Hoc Query serves a dual function. It is used to

    • Quickly define and execute very specific reports that are seldom required

    • Define specific reports that need to be reused

  • Standard Reporting in Human Resources Management

Each component within Human Resources Management includes standard reports that can be accessed using the SAP Easy Access menu. You can access all of the standard reports in Human Resources Management by choosing Human resources → Information system → Reports.

You can access the specific reports of various components by going to an individual component's Info system.


Personnel management → Administration → Info system → Reports

Payroll → International → Info system

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. Headcount divided into sex, position held per department, and cost center in Personnel Management, Wage types listings in Payroll, Absence Reports in Time Management etc. All these standard reports can be displayed, filtered and sorted according to your needs.