MyPortal Substitution Report
Use this report to view whether leave approvers have planned or unplanned substitutions in place.
Agencies are required to audit MyPortal substitution relationships and end substitution relationships when they are no longer needed, such as when a leave approver substitute has separated or moved to a different agency. Run this report to identify substitutes, then follow the Substitute Admin Transaction procedures to create, delimit, or delete MyPortal Substitution relationships as needed. Refer to the MyPortal Substitution Guide for more detailed information on auditing MyPortal substitution relationships, including when to end substitute relationships and what specific things to look for in your report results.
There are several authorized roles for this report. However, only the personnel administration processor will be able to view substitute relationships that are still in place after the substitute has moved to a different agency.
The following statewide variants are available for the MyPortal Substitution Report:
- SWV-NOSUB
- SWV-PLANNED
- SWV-UPLAN
Refer to the Statewide Variant List for more information.
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Enter transaction code ZHR_ESS_SUBSREPORT in the command field and click the Enter button.
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Complete the Period section.
The following field will default:
- Key Date (As-of-Date)
Tips:The Period section will determine the time period of the employees and data that will display in the results.
Key date defaults to Today but can be changed to a different date.
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Complete the Selection section.
The following fields are optional:
- Business Area
- Personnel Area
- Pers Num (Leave Approver)
- Emp Status (Leave Approver)
- Pers Num (Substitute)
- Emp Status (Substitute)
Tips:The Selection section will assist in getting only the information needed. A selection is not required for each field.
Leaving the Employment Status field blank will bring Withdrawn (0) employees into your reports results. This may be useful when determining if withdrawn employees have active substitutes. Restrict your report results to active (3) and/or inactive (1) employees if you are monitoring employees who are active/inactive only.
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Complete the Output Format section.
The following Layout Variants are optional:
- SWV-NOSUB
- SWV-PLANNED
- SWV-UPLAN
Tips:The Output format section determines the format of the report results.
A Layout Variant name is not required. Leaving this field blank will result in a default layout for this report.
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Click the Execute button.
Sample report results. Click to expand image.
Sample report results. Click to expand image.
Tips:Columns included in the report results depend on your default layout for this report. The report layout can be changed, saved or a previously saved layout can be selected.
If the profile does not show ‘All Task Group,’ the substitute was set up incorrectly and will not process. The agency should follow the Substitute Admin Transaction procedures to delimit and create a new substitution with the correct profile.
To Export this report, click on the Excel button within the report results. This will open a Read Only Excel file within your SAP screen. Click on the Save button within the file. You will receive a warning stating the file is Read Only. Click Ok to return to the SAP screen and then click File > Save As.
The following table maps each field to the infotype:
Example Scenario
Below is an example of running the MyPortal Substitution Report. It is not a comprehensive list of every scenario.
Example – View a substitution for a transferred employee
In this scenario, my manager has requested that I conduct an audit of MyPortal substitutions to ensure there are no issues. As a personnel administrator, I will now run the MyPortal Substitution Report.
On the report selection screen: