2558061 - How to Report on Employee's Absence Days

You would like to run a report which identifies each individual day an employee has taken off as an absence, isolating each day on the report, which would exclude public holidays and weekends, for example.

Image/data in this KBA is from SAP internal systems, sample data, or demo systems. Any resemblance to real data is purely coincidental.

• SAP SuccessFactors Employee Central
• SAP SuccessFactors HXM Suite

• Currently, all Time Off reports like Employee Time can be downloaded from Import and Export Data.
• To identifies each individual day an employee has taken off as an absence, you need to build a VLookup Report.

An Enhancement that provide the ability to report on Employee's Absence days in depth has be created and will be available in future release, however the timeline has not been set yet.

In the meantime please use this workaround to Report on Employee's Absence Days.

1- Download Employee Time

a- Import and Export Data
b- Export Data
c- Absense Request

 

d- Download the result zip from Monitor Job.
e- In order to retrieve the detailed report you need to open 2 files, the Employee Time (ET) and Absence Request-Time Calendar (ARTC)

2- To view individual absence detailed report (detailed report for 1 absence for 1 employee)

a- open the ET,  filter by user and holiday request (this report contain 1 row per holiday requested)

b- In this example highlighted is Holiday request from 21/08/2017 to 25/08/2017

b1- copy the external code.
b2- open the ARTC file and filter by the external code copied.

You can now see the detailed report for that specific holiday request by day.
You can also view the same on the UI by going to

• Manage Time Off Structures
• Absence Request
• External code

 

3- To view all absence detailed report for all employees and /or all detailed report for an employee

This would require to create run an excel function “VLookup” that will insert user Id from ET into ARTC

To do this, Both excel filed should have the first column as external code, in order for Vlookup to work.

The recommendation is to import the data from Employee Time file to the Absence request Time Calendar.

You will need to insert in the Col_index_number, the column number of the information you want to transpose/import. Range_lookup is zero.

Once the information is imported, please select it, copy and paste as values in another excel file, so that the size of the document does not increase exponentially.

Please proceed as follows:

a-Prepare both files

In ET Delete the [OPERATOR] column (A)and insert the external code in lieu (i.e. copy the external code for ET and paste it in column (A)

 

In ARTC Delete the [OPERATOR] column (A) and insert the external code in lieu

In ARTC insert a column in the second column (B) and for user Id.  It is in this column that the user id’s from employee time will be copied into

 

b- Call the VLookup Function

 

 

c- Select the value to look for

 

d- Select the area where the value can be found

 

e-Select the column to import in the col_index_num

 

f- When you click ok the 1^st value is inserted and you verify whether that is correct

 

g-Populate the value to the entire column

 

Repeat the exercise to import additional column per your need: For example timeType.externalCode; Start Date; End Date; Number Of Days; Number Of Hours; Workflow Request etc.

In the below example, the following have been imported: User Id, time type, workflow request, Number Of Days , Start Date and End Date

and Sorted by User Id then by Date.

Absence Request, Absence Days, Employee's Absence Report, ECT-63473 , KBA , LOD-SF-EC-TIM , Time Off , LOD-SF-ANA , Analytics & Reporting (Ad Hoc, YouCalc, ORD) , How To

SAP SuccessFactors Employee Central all versions ; SAP SuccessFactors HCM Suite all versions