Whitaker-Taylor Insights

How to Utilize Your SAP Ad Hoc Query Feature to the Fullest Extent

Mar 30, 2016 12:40:30 PM / by David Zhou

ad_hoc_query.jpgSAP AD Hoc queries can be utilized to help create internal audits and reports for a business. These queries can be used to report on a wide variety of selection criteria pre-determined by the business. With the goal of being user friendly, Ad-hoc queries were designed to be used with little technical knowledge required. This factor, combined with the fact that no additional business expenses are required in order to utilize this tool if the business is using an SAP HRIS system, makes it an appealing option to use and implement for day to day business processes.

Benefits of Utilizing SAP Ad Hoc Query

  • Little technical knowledge required to use
  • Can report on a whole variety of selection criteria via infotypes in the HRIS system
  • Can be customizable in order to fulfill each business’s unique requirements and preferences
  • Has the ability to have output transferred onto Microsoft Office Products such as Microsoft Excel
  • No additional implementation costs for the feature to be enabled in an HRIS system
  • Can easily save templates of pre-existing runs in the form of queries that can be easily accessed to increase business efficiency in creating routine audit/reporting requirements 

Today, more and more businesses are using ad hoc queries as a supplement in their reporting needs. We are even seeing some businesses using ad hoc queries as their main reporting tool for daily audits and data maintenance. The real question, though, is how many of these businesses are utilizing the ad hoc queries to their fullest capabilities? After working and looking at numerous queries in a variety of our clients, I noticed that very few are utilizing a key functionality/feature that ad hoc queries can be used with-- linking a transaction code to the output of your queries.

Without this key feature enabled, users would run their ad hoc query reports in order to obtain their selected outputs for master data maintenance/audit. After obtaining the outputs, the users would have to open another transaction screen such as a PA30 screen and manually have to refer back to the screen containing the outputs (usually the personnel number for the associates that fulfill the selection criteria determined by the users) and then enter the respective personnel number in the PA30 screen for master data maintenance. This time consuming process jeopardizes efficiency when the user has to constantly refer/switch back between multiple screens in order to access the master data of desired associates

With this key feature enabled, users will eliminate the need to have two separate screens and transactions in order to efficiently access the master data (PA30) of the associates that were processed as a result of the ad hoc query. The users will simply need to run the ad hoc query report then click on the personnel number of the displayed output and will be automatically brought to the respective PA30 screen for that associate (See Figure 1 and 2 below)

Benefits of Implementing Key Feature/Functionality

  • It will take only 3 hours to implement and test thoroughly in order to assess if feature is working to expectations.
  • On average, users will save approximately 30 minutes to 1 hour for each ad hoc query run. If the ad hoc query is run once a week, the ROI with respect to time it takes to configure will be met after roughly 3 weeks.
  • There is no constant maintenance of the feature. Once it has been implemented, no additional course of action needs to be taken
  • Various transaction codes can be linked to your ad hoc query.

Figure 1. Outputs after running Ad-Hoc Query

Figure1outputs.jpg

Figure 2. Respective PA30 screen for the associate from the output produced in Figure 1.

PA30_screen.jpg


 

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David Zhou
Written by: David Zhou

David Zhou is a graduate of the Georgia Institute of Technology and has worked as an HCM Consultant at Whitaker-Taylor for over two years. His areas of focus in SAP ERP HCM include the Personnel Administration and Benefit modules. Having been involved with multiple implementation projects ranging from core areas such as payroll and time to personnel administration and benefits, he enjoys finding new innovative ways to increase business efficiency and bring the best business practices to the core areas of SAP ERP HCM.