Easily Report Headcount Data with a Calculation Query

  • by Bradley Pearce, HR Information Systems Supervisor, Compass Group, The Americas Division
  • May 15, 2007
Learn how to report headcount data using SAP Query to save time.
Key Concept

An InfoSet is a grouping of data or fields that you may find in multiple databases within R/3. Using an InfoSet restricts the amount of data a query examines, thus reducing the amount of processing time required to execute a query. In some cases, organizations create InfoSets based on security levels within a department or team. For example, a company might create a payroll InfoSet that would allow access to infotypes a payroll analyst might need on a periodic basis.

Your company uses SAP Query to extract a variety of data fields, such as age, gender, and salary. However, you can also report headcount data from SAP Query. One of the most frequent questions or requests our team receives from field or corporate users is for headcount data for their unit, region, or sector. Traditionally, many companies would consider this a four-step process that includes running an active list, downloading the file to a spreadsheet application such as Excel, formatting the file, and then creating a function (like a pivot table) to analyze the data.

However, it is quite easy to create a query via transaction SQ01 that enables users to report headcount data. I’m going to explain five steps that are a one-time process. Then, you can save time by modifying the last step (step 6) for each headcount data request. Here are the steps you need to follow to create a headcount query:

Step 1. Set up the query

Step 2. Select the fields you want in your query

Step 3. Create the local field

Step 4. Set up the selection screen

Step 5. Set up the statistic

Step 6. Execute the query

Bradley Pearce

Bradley Pearce specializes in SAP HR reporting. Bradley is currently working as the supervisor of the HR Information Systems Department at the corporate headquarters of Compass Group, The Americas Division in Charlotte, NC. He lives with his wife, Amy, in Huntersville, NC.

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