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Home SAP HCM TM (Time Management) TM - Time Data Recording Absences and attendances 00.

About absences and attendances

00. About absences and attendances


Wednesday, 17 September 2008 12:54 Mathieu Eylert Absences are paid or unpaid planned working times during which the employee has not worked. They therefore represent an deviation to the employee's work schedule. The absences are stored in the infotype 2001 of an employee. Attendances are used to record the actual hours worked by an employee. The attendances are stored in the infotype 2002.

These two concepts are very similar and generally share the same customizing tables.

1. IMG activities Here is the IMG part to configure absences and attendances in the SAP system :

2. Infotypes 2001 and 2002 There is two types of screen for infotype 2001 and 2002 depending on the absence type : - For an absence without time quota deduction

- For an absence with time quota deduction

Only the begin and the end date of an absence can be maintained. Other fields are calculated automatically. Home SAP HCM TM (Time Management) TM - Time Data Recording Absences and attendances 01. Groupings for absences and attendances

01. Groupings for absences and attendances


There is 3 main groupings to manage the absences and attendances. They are based on personnel areas/subareas and on employee groups/subgroups. 1. Group Personnel areas/subareas for Attendances and Absences In the view V_001P_D - Field MOABW Example : You want to assign the same attendance and absence types to personnel areas FR01 and FR02. Define the same grouping for both personnel areas.

2. Group employee groups/subgroups for Time quotas In the view V_503_E - Field KONTY Employee subgroups for which the same attendance and absence quota types are defined are assigned to the same grouping for time quota types.

3. Group Personnel areas/subareas for Time quotas In the view V_001P_I - Field MOZKO Personnel subareas for which the same attendance and absence quota types are defined are assigned to the same grouping for time quota types.

Home SAP HCM TM (Time Management) TM - Time Data Recording Absences and attendances 02. Define absences/attendances types

02. Define absences/attendances types


You define absence types for your different personnel subarea groupings. You can also define the checks the system performs when you enter an absence. The absences and attendances are stored in the table T554S and T554P(text table).

Let's create a new absence type :

- First day is day off : This indicator determines the reaction of the system if you enter a period of absence or attendance where the first day is a day off according to the work schedule. (E => Error, W => Warning, I => Informaiton, BLANK =>now warning...) - Last day is day off : This indicator determines the reaction of the system if you enter a period of absence or attendance where the last day is a day off according to the work schedule.(E => Error, W => Warning, I => Informaiton, BLANK =>now warning...)

- Non-working period : This indicator controls the System reaction if you enter periods of absence or attendance which are entirely work-free according to the work schedule.(E => Error, W => Warning, I => Informaiton, BLANK =>now warning...) - Second date required : The end date of the absence is mandatory - Unit : calendar days, payroll days or absence/attendance days - Minimum duration : "000" => less than one workday (few hours) - maximum duration : "999" => maximum duration of this absence type

Home SAP HCM TM (Time Management) TM - Time Data Recording Absences and attendances 03. General setting of absences and attendances

03. General setting of absences and attendances


Use the data entry screen number for an absence to determine which screen (entry screen) is used to enter, display and maintain a record of this particular absence type. The time constraint class controls the system reaction if a new record in the Absences infotype (2001) overlaps with existing time infotype records. Example : When the system processes an absence classed as leave, it deducts from the leave entitlement quota. You should therefore assign the leave absence type to the quota deduction screen (2001).

This activity is done in the view V_554S_O for absences and V_554S_N for attendances.

- Att./absence ind. : "A" for Absence or "P" for Attendance - Screen number : 2000 => Absence without time quotas 2001 => Absence with time quotas 2003 => Maternity 2006 => Illness 2050 => Attendance without time quotas 2051 => Attendance with time quotas - Availability : Specifies whether an employee is still available for work activities if an attendance or absence of this type/subtype has been entered for him or her. - Time constraint class : "01" => Absences, "02" => Presences - Check end date : The absence end must be within the validity period Home SAP HCM TM (Time Management) TM - Time Data Recording Absences and attendances 04. Define counting class for period work schedule

04. Define counting class for period work schedule


Wednesday, 17 September 2008 14:17 Mathieu Eylert

You can use the class for absence and attendance counting to specify different methods of counting according to the period work schedule. Example : Employees assigned to a work schedule with 4 working days per week and 10 working hours a day are credited with 1.25 leave days for each workday. In other words, they receive the same amount of leave entitlement as employees who work a 5-day week for 8 hours a day. 1.00 leave days per workday are deducted for these employees.

This activity is done in the view V_T551C.

Home SAP HCM TM (Time Management) TM - Time Data Recording Absences and attendances 05. Define Rules for Rounding Counted Absences

05. Define Rules for Rounding Counted Absences


Wednesday, 17 September 2008 16:14 Mathieu Eylert SIMGOHIX0187 You can set rounding rules for absence and attendance counting. If you specify an hours or day multiplier for counting attendances and absences, the values determined can have several places behind the decimal point. It is difficult to use these values for quota deduction and payroll. In this step, therefore, you set rules for rounding the values.

This activity is done in the view V_T559R.

Each rounding rule can have one or several specifications define by a sequential number.

- Lower limit : Determines the lower limit of the rounding interval. - Incl. : If you select the Incl. field, the value of the lower limit is included in the calculation (greater than or equal to). - Upper limit : Determines the upper limit of the rounding interval. - Incl. : If you select the Incl. field, the value of the upper limit is included in the calculation (lower than or equal to). - Target value : Specifies the target value for rounding (that is, the value to which the absence or attendance is rounded). - Roll : Specifies whether the interval should be rolled, that is, whether the rule for the interval should also apply to all following intervals. Example of the line 2nd line of the capture above, the Roll option is checked => PTM_INTREP The length of the interval is 1.0. The next interval is the interval from 1.5 - 2.5 with a target value of 2, the next from 2.5 - 3.5 with a target value of 3, and so on.

Home SAP HCM TM (Time Management) TM - Time Data Recording Absences and attendances 06. Define Counting Rules

06. Define Counting Rules


Wednesday, 17 September 2008 16:30 Mathieu Eylert

You can define rules for counting attendances and absences. The rules are used to determine the payroll days and hours for an attendance or absence. The payroll days and

hours that have been counted are used to control the deduction of quotas. They can be used in Payroll to valuate the absence. In this step, you specify conditions for the evaluation day, the work schedule, and the attendance or absence. These conditions must be fulfilled for a counting rule to be selected. You also define default values for the counting of attendances and absences. The most important default is the percentage value used to calculate the payroll hours or days from the attendance or absence hours or days. You enter the percentage in the Quota multiplier field. You can define a quota multiplier for the hours and for the days. You will normally enter the same percentage values here.

A counting rule can comprise several individual sub-rules. The sub-rules are numbered sequentially. The system runs through the individual sub-rules until it finds a rule that applies.

The counting rules are stored in the table T556C using the view T556C :

Let's create a new counting rule :

I. Application of rule : 1) Condition for current day : Depending on the weekday, the holiday class and the day type.

2) Condition for work schedule : Depending on the counting class for period work schedule and on the daily work schedule class. Specify the conditions of the planned hours that exist for the attendance/absence day in the employee's work schedule.

3) Condition for absence/attendance : Here you enter the counting rule valid for partial or full-day attendances/ absences.

II. Counting : You use the quota multiplier to specify - How you want the payroll hours and days to be determined - How you want absences and attendances to be counted for quota deduction You can specify different percentage values for the calculation of payroll hours and payroll days under Hours and Days. You can also specify how values determined by SAP should be rounded.

III. Deduction rule : Specifies how quotas for absences and attendances should be deducted. You can assign two different rules for quota deduction to the counting rules. Last Updated ( Thursday, 18 September 2008 10:09 )

Home SAP HCM TM (Time Management) TM - Time Data Recording Absences and attendances 07. Deduction rules for absences/attendances

07. Deduction rules for absences/attendances


Wednesday, 17 September 2008 17:08 Mathieu Eylert

The view to manage deduction rules for absence quotas is V_556R_B. The view to manage deduction rules for attendance quotas is V_T556R.

Here is an example of a deduction rules for attendance quotas :

- Attendance quota types : The attendance assigned to a counting rules which is assigned to this deduction rules will deduct all the quotas contained in the attendance quota type "03 - Approved attendance" in Hours. An attendance quota type is a grouping of attendance quotas which are used similarly. - Unit of relavant attendance quota types : Specify the unit (hours or days) in which the specified attendance or absences quotas should be deducted. - Quota type for further deduction : Specify how the system processes quotas that are not listed under Attendance/absence quota types.

- Deduction priority : Specify the priority with which the quota types should be taken into account when determining the deduction sequence. Home SAP HCM TM (Time Management) TM - Time Data Recording Absences and attendances 08. Assign Counting Rules to Absence Types

08. Assign Counting Rules to Absence Types


Wednesday, 17 September 2008 17:08 Mathieu Eylert

You can determine which rule for attendance or absence counting should be used for each attendance/absence type. This activity is done in the view V_554S_Q.

- Counting rule : CRULE Specifies conditions that must be fulfilled for a counting rule to be chosen, and specifications that decide how the attendances/absences are counted to determine the payroll days or hours. - Quota deduction : PTM_DEDQUO Specifies that the quota should be deducted. - Deduction over interval end : Check if the absence end is included in the deduction rule period Home SAP HCM TM (Time Management) TM - Time Data Recording Absences and attendances 09. Define Indicators for the Personal Calendar

09. Define Indicators for the Personal Calendar


Wednesday, 17 September 2008 17:09 Mathieu Eylert

An absence category is a one-character indicator that can be assigned to each absences or attendances. In this step, you can define whether or not an absence is assigned to an absence category and will be displayed in the employee's personal calendar.

1. Define the absences/attendances categories (indicator) in the table T554P

The category field is called ABSTP.

2. Determine Calendar Indicators for Absence This activity is done in the view V_554S_C.

PCOPT

- Abs./att. cat. : Indicator assignment. - Relevance to pers. calendar : This means that the absence type can be entered in the employee's personal calendar. The assigned absence category can be inserted or displayed as a symbol in the calendar. Home SAP HCM TM (Time Management) TM - Time Data Recording Absences and attendances 10. Specify System Reaction to Overlapping Time Infotypes

10. Specify System Reaction to Overlapping Time Infotypes


Thursday, 18 September 2008 10:55 Mathieu Eylert

Determine how the system reacts if existing time infotype records overlap with new time infotype records. This activity is done in the view V_554Y_B. The system can react to a collision in one of four ways, each of which you can determine using a reaction indicator. 1. A: the old record is delimited, ie. the part of the old record that overlaps with the new record is deleted. One or two new records can be derived from the old record. 2. E: the new record cannot be created. The system displays an error message. 3. W: the new record can be created without the old record being changed. The system displays a warning. 4. N: the new record can be created without the old record being changed. The system does not display a warning.

The view V_T554Y contain rules for the collision check :

Each characters in the Time Constraint String represents an infotype (from 2001 to 20XX). Last Updated ( Monday, 22 September 2008 12:40 )