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Absence Quota Generation (HCM)

This document explains the various steps involved in configuration of IT0007 and also there by how to generate Absence quota using the standard program RPTQTA00. IT0007 Configuration Steps SPRO Path

Public Holiday Class

SAP Calendar: Main Menu

Create Public Holidays

Public Holiday Calendar

Personnel Subarea Grouping for Work Schedules A personnel subarea grouping for work schedules is a grouping of personnel subareas with the same work schedule rules. The personnel subarea grouping for work schedules, the Holiday ID and the Employee subgroup grouping for work schedules form a key for the work schedule rule. This allows you to define different organizational groups for work schedules within the same public holiday calendar, for example.

Group Personnel Subareas for the Daily Work Schedule In this step, you assign a personnel area grouping for daily work schedules to a personnel area grouping for work schedules. Example

Employees in personnel areas 0001 and 0002 have been assigned to personnel subarea grouping for work schedules 01. Employees in personnel area 0003 have been assigned to grouping 02. All three personnel areas are to use the same daily work schedules. You therefore assign personnel subarea grouping for daily work schedules 01 to personnel subarea groupings for work schedules 01 and 02.

Define Break Schedules

Previous Day Indicator The previous day indicator in Time Management indicates that the record should be assigned to the previous day. It is relevant mainly to daily work schedules which bridge two calendar days (e.g. 22:00 06:00).

Use You only use the previous day indicator if you record time data with clock times. The daily work schedule assigned to the employee always applies to the day on which the start time lies in this case. The information provided by the previous day indicator is therefore of central importance. There is no other way for the system to assign a record which has a start time a day later than the start time in the personal work schedule to the correct daily work schedule. Planned Record is set Examples The daily work schedule NIGHT 2 comprises a planned working time of 22:00 through 06:00. An employee works the night from December 14 to December 15, and works a substitution for his/her foreman from 02:00 through 04:00. The previous day indicator was not set when the substitution was recorded. The substitution is therefore assigned to December 15 instead of December 14. This can lead to the following problems, for example: Collisions with substitutions on the following day. The substitution not being taken into account in payroll, as the following day is a Saturday and the employee does not have to work on Saturdays. Define Rules for Variants In this step, you can define rules for daily work schedules. The rules allow you to stipulate that a variant of the daily work schedule should apply on certain days. Taking the following parameters into account, you can set up rules for daily work schedule variants: The public holiday class of the current day The public holiday class of the next day weekday Example entered working 02:00 time 05:00 22:00 -> previous day 06:00 indicator

A number of employees in your enterprise work Monday through Thursday from 8 a.m. to 4.45 p.m., and from 8 a.m. to 2 p.m. on Fridays. The daily work schedule for Fridays is derived using the daily work schedule selection rule 01 with variant A

Define Daily Work Schedule

Daily Work Schedule Class The daily work schedule class is a feature used to define daily work schedules. You use it to create evaluation criteria for a daily work schedule. According to the evaluation criteria, daily work schedules can be used in different ways in time wage type selection, attendance and absence counts, or in time evaluation. The working times defined in a daily work schedule are not influenced by the assignment of Example You want to specify a working time model in which Saturday is a day off but your employees can work if they choose to do so. You define a daily work schedule with the desired planned hours and classify it with the daily work schedule class 0, which is stored as a day off. In the personnel work schedule, create a daily work schedule specifying Saturday as a day off. If the employee works on a Saturday, the planned hours of the daily work schedule can be treated as overtime. Define Period Work Schedules In this step, you create period work schedules by specifying the sequence of daily work schedules for a work schedule for one or more weeks. Example

Employees on a certain shift work the first week from Monday through Friday from 8.00 a.m. to 4.45 p.m. (daily work schedule DAY1 for the first week of the period work schedule from 01 to 05 (Monday through Friday), daily work schedule OFF for 06 and 07 (Saturday and Sunday)). In the second week, they work from Monday to Friday from 2 p.m. to 9.45 p.m. (daily work schedule LATE 01 to 05, and daily work schedule OFF from 06 to 07 in the second week of the period work schedule).

Day Types The day type determines the following for each day of the work schedule, regardless of the daily work schedule 1. The payment relevance for a day 2. The relevancy of the day for calculating attendances. In your enterprise, all holidays assigned public holiday classes 1 and 3 are paid days off. These public holidays are allocated day type 1 which means "off/paid". Public holidays with class 4 are unpaid days off. These public holidays are assigned day type 2 which means "off/unpaid". Example In your enterprise, all holidays assigned public holiday classes 1 and 3 are paid days off. These public holidays are allocated day type 1 which means "off/paid". Public holidays with class 4 are unpaid days off. These public holidays are assigned day type 2 which means "off/unpaid".

Define Selection Rules In this step, you set rules according to the public holiday class to specify which day types should be assigned to public holidays on weekdays and public holidays on weekends. Example Certain employee groups in your enterprise have to work on holidays on weekdays if the public holiday class is 1, and other groups have the day off. Both groups are paid for the public holiday. You can use the selection rule for day types to differentiate between the two groups.

Define Employee Subgroup Grouping

Define Groupings for the Public Holiday Calendar In this step, you define the personnel area and personnel subarea grouping for the public holiday calendar. This allows you to assign a unique public holiday calendar to a personnel area or personnel subarea. Example Personnel area 0001 belongs to a plant in state 1 and uses public holiday calendar 05. Personnel area 0002 belongs to a plant in state 2 (which has different public holidays) and uses public holiday calendar 07.

Set Work Schedule Rules and Work Schedules In this step, you define the work schedule rules that are assigned to employees in the Planned Working Time infotype (0007). The employee subgroup and personnel subarea groupings for work schedules and the public holiday calendar are taken into account.

Generate Work Schedules Manually

Set Default Value for the Work Schedule Feature SCHKZ

Set Which Hour Fields Are Entry Fields Feature In the infotype planned working time you control whether or not you can input data into the fields Working hours per day, Working hours per week, Working hours per month, Working hours per year. The return value of the feature is a one figure identification code: the working hours per day are ready for input W the working hours per week are ready for input M the working hours per month are ready for input Y the working hours per year are ready for input

Define Working Weeks

Set Default Value for working weeks in IT0007 Feature WWEEK

Set Default Value for time management status Feature TMSTA

Generation of Absence Quota SPRO Path

Group Personnel Subareas for Attendances and Absences In this step, you group your personnel areas and subareas for attendance and absence types. Example You want to assign the same attendance and absence types to personnel areas 0001 and 0002. Define the same grouping for both personnel areas.

Define Absence Types In this step, you define absence types for your different personnel subarea groupings. You can also define the checks the system performs when you enter an absence. Example You want to define the Educational leave absence type for a particular personnel subarea grouping. When this absence is recorded for an employee and the start or end date is a day off, the system should reject the entry.

If you activate the End date obligatory field, you must specify the end date of an attendance or absence record in create and copy mode. Determine Entry Screens and Time Constraint Classes 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). The following Absences: 2002 2005 2008 Attendances: - 2051 No quota deduction screens 2000 2001 Work 2003 2004 Work Work 2050 are currently available: (general) deduction (Germany) protection service (Netherlands) (general) deduction

Absences Quota incapacity Maternity Military incapacity incapacity Quota

The information on an employee's availability is evaluated in the BAPI BAPI_TIMEAVAILSCHEDULE_BUILD. The BAPI is used in the integration of Time Management with the Training and Event Management, Shift Planning, and Logistics Capacity Planning components, for example. Time management Time Constraints view - V_554Y_B

Till now we created the absence type and defined its attributes

Absence Counting Define Counting Classes for the Period Work Schedule 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. Since the work schedule is based on the period work schedule, you can use the valuation class of the period work schedule as a feature to distinguish between employees who work 4-day weeks and those who work 5 days

Rules for Absence Counting (New) Group Employee Subgroups for Time Quotas In this step, you group your employee subgroups for time quota types. Employee subgroups for which the same attendance and absence quota types are defined are assigned to the same grouping for time quota types. Example Your employee group 1 with employee subgroup 4Y is to be assigned to grouping 1 for time quota types.

Group Personnel Subareas for Time Quotas

In this step, you group your personnel subareas with regard to the permissibility of time quota types. Personnel subareas for which the same attendance and absence quota types are defined are assigned to the same grouping for time quota types. Example You want to assign the same attendance/absence quota types to personnel subareas 0300 and 0400. Both personnel subareas are assigned grouping 01.


Managing Time Accounts Using Attendance/Absence Quotas In this section, you make the settings for controlling the processing of absence and attendance quotas. Time Quota Types In this section you define the attendance and absence quota types that you wish to use for managing time accounts. You specify how attendances and absences are to be deducted from the employees' quotas. Define Absence Quota Types Here we define whether the absence is measure in hours or days. For example: Ration Card is the absence type and the materials which we take using the card is the quota. End user will have visibility only to the Absence type and not to the Absence quota. If the employee wants to apply leave during the planned working hours only, then we have to enter the start and the end time. Negative Deduction: If the employee wants to apply for 6 days of leave but he has only 2 days leave available, then he can get an overdraft of 5 days leave if we specify the negative deduction as 5 days. This field is taken into account only for manual deduction of a quota, not in time evaluation.


Calculating Absence Entitlements In this section you make the settings required for the automatic accrual of absence quotas. Automatic Accrual of Absence Quotas Specify how time off entitlements are generated in the Absence Quotas infotype (2006) Permit Generation of Quotas in Time Evaluation

All the absence quotas are updated in IT2006 in PA30. If we use time evaluation and select No Generation, then IT2006 is not update.

No Generation: If time management status in IT0007 is 0, then we use this attribute so that the quota is allotted at the beginning of the year and IT2006 needs to be updated manually. Increase: We can use this option when the leave gets accumulated on a monthly basis and the quote is increased during time evaluation. The quota generated through time valuation can be corrected only via IT2013 Quota corrections. Replace: This can be used for contract employees when the quota is replaced from time to time. We will first select the attribute No Generation. Rules for Generating Absence Quotas In this section, you specify the rules governing the generation of time off entitlements. Specify Rule Groups for Quota Type Selection In this step, you determine which groupings are used to access the table for absence quota type selection when absence quotas are generated. Absence quota type selection is based on the employee's organizational assignment and is determined by the Quota type selection rule group. Specific rules for quota selection can be defined using different quota type selection rule groups. You can define the quota type selection rule group in several ways: 1. Feature QUOMO: The feature QUOMO can be used when generating default values during recording, in report RPTQTA00, and in time evaluation. This feature allows you to determine quota type selection rule groups depending upon a variety of employee organizational assignments. If you generate the absence quotas in time evaluation, the value from the feature is automatically queried by the system. Example: You can generate different kinds of quotas in IT2006 based on your requirement for salaried employees and part time employees.

Set Base Entitlements In this step, you set rules for determining the total entitlement (base entitlement) to an absence quota type. The base entitlement forms the basis for calculating the prorated leave or absence entitlement for each accrual period. If you want to grade your employees' base entitlement according to their employee subgroup, you should query the employee subgroup in a personnel calculation rule. Based on the result, you then fill a special time type with a value defined in the personnel calculation rule. You enter the time type in this view. Note that the PCR you use to transfer the base entitlement to the period balance must be placed before function CUMBT in the time evaluation schema

Define the entitlement based on the 3 seniority levels below

Till now we have created the quota which needs to appear for an employee. Determine Validity and Deduction Periods In this step, you decide which validity and deduction periods you want to be valid for an Absence Quotas infotype record (2006) created by the system. You do this for each absence quota type.

You only specify a validity period for absence quotas that are generated during time evaluation. Fields for entering the validity period are therefore only available for absence quotas for which you have selected replace or increase in the Generating quotas allowed in time evaluation step.

Define Generation Rules for Quota Type Selection In this step, you define rules for automatically accruing absence entitlements for your employees.

Select the radio button Daily in the accrual period so that the quotas are generated daily

Enter the relevant rule for base entitlement and the select the date type as NSN Start Date to determine the key date for calculating the seniority. This is because we defined the absence quota generation based on seniority.

For the absence quota to be generated on a prorate basis, select the radio button Pro rata calculation. If you want to generate the accrual entitlements on the basis of accountable attendance times, enter either a day balance or period balance in the Multiplication by time balance section.

Quota Deduction Using Attendances/Absences In the following steps, you specify rules for deducting quotas. Define Deduction Rules for Absence and Attendance Quotas In this step, you define the rules according to which attendances and absences are to be deducted from the attendance/absence quotas. If there are 3 quota types for an employee, we can prioritize as to which quota type has to be considered for deduction. Quota deduction does not depend on individual attendance/absence types, but is determined by the Counting rule for attendance/absences that is assigned to an attendance/absence type

Define Counting Rules In this step, you 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.

Assign Counting Rules to Absence Types In this step, you determine which rule for attendance or absence counting should be used for each attendance/absence type. Note: There is no direct link between absence type and absence quota. Its established through counting rule.


Set Personnel Subarea Groupings for Time Recording You group your personnel subareas for time recording in this step. You can group personnel subareas for the following: 1. Time transfers 2. Access control 3. Time types and time type determination 4. Error processing

We now completed all the relevant configuration for generating an absence quota using the program RPTQTA00. Before performing a live run, click on the test run and you can check the quota which will be updated during live run.

The quota is now updated as 19.99835 for the PERNR 50000277. It is difficult to use these values for quota deduction and payroll. Hence you set rules for rounding the values. Define Rules for Rounding Counted Absences

Define Generation Rules for Quota Type Selection In this step, assign the rounding rule created to the generation rule in the tab Total Entitlement

Go back and execute the report RPTQTA00.

Go and Process the batch in SM35

The quota is now updated and can be viewed in PT50.