Have you ever found yourself with an organizational structure that has spiraled out of control? Vacant positions that your company never intends to use again, scattered about mucking up your views and org charts? Or worse yet, hiding until you run a report and then suddenly are revealed with all their data inconsistencies. However you got there, know that you are not alone and there are actual tools to help you along the way.
The VACANT POSITION REPORT (Transaction Code: S_AHR_61016509) is a hidden gem. It is a standard SAP report that can quickly help you identify not only vacant, but unused, neglected and forgotten positions. And this report can be used regardless of whether or not your organization uses the 1007 Vacancy infotype.
How to run it:
- Navigate to the Vacant Position report or use the transaction code S_AHR_61016509 to get to the report.
- Start by filling in your Plan Version (typically 01- Current plan) and Object status (typically 1- Active).
- Your Object type should be “O” for org unit.
- In the Object ID field type/select the org unit that represents the highest node in the structure you want to search. Since this report uses the PSTLE evaluation path, all org units that exist under the org unit you selected will also be automatically picked up on the report. (If this field is blank, it will pull all positions in the organizational structure. However, the report will take much longer to process.)
- Then pick the Key Date you want to use.
- The Evaluation Path, Status vector and Display depth should automatically be set when you enter the report however if in doubt you can use the options in the screen shot below.
- Execute the report. Your results should look similar to this.
How to read it and what to do with it:
- First, it is probably more helpful to have the org unit numbers and names, so add these columns back into the report by right clicking on any column and selecting Show and moving ID of Org unit and ID of position to the display column.
- Now you should be able to see the all the necessary details required.
- The vacant from/to date column represents the time period where the vacancy flag has been turned on.
- The Staffing Status column represents the time period where there has been no holder relationship.
- Anything that has been vacant and un-staffed for an extended period of time should be reviewed with your HR and Business teams to determine whether the position should be delimited. Note, this report can be exported to an Excel document if that format is more helpful.
- Positions can be delimited using PO13 Maintain Position, PP01 Maintain Object, PPOME Change Organization and Staffing, or RE_RHGRENZ4 New End Date. (More to come on the New End Date transaction in a future blog.)