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(SAP Personnel Time Management)

Ajay Kumar
E-mail : ajay_kuma@hcl.com

(Saturday, 16 June 2012)

Training Agenda
DAY 1
Introduction
Holiday Calendar
Work Schedule

DAY 2
Absence Infotype
Absence Quota Generation Rules

DAY 3
CATS
Quota Compensation
Schema Modification
-2-

Time Management Infotypes


Assuming that OM/PA has already been implemented and master data is
maintained for the same.

IT 0007 (Planned Working time)

IT 2007 (Attendance Quota)

IT 0050 (Time Recording Info )

IT 2010(Employee Remuneration)

IT 0416 ( Time Quota

IT 2011 (Time Events)

Compensation)

IT 2012 (Time Transfer

IT 2001 (Absences)

Specifications)

IT 2002 (Attendances)

IT 2013 (Quota Correction)

IT 2003 (Substitutions)

IT 0005 (Leave Entitlement)

IT 2004 (Availability)

IT 0083 (Leave Entitlement

IT 2005 (Overtime)

Compensation)
-3-

(Simulated Infotypes)

Data stored in clusters, cannot be queried using ad hoc query.


This causes inconvenience as data from Infotype and clusters can
not be viewed together. SAP solves this problem by providing
simulated Infotype.
IT 2500 Personal work schedule times
IT 2501 Employee time and labour data
IT 2502 Quota Status

-4-

(Infotype Maintenance)

PA30
PA20 - Dispaly
PA61
PA51
PA71

-5-

IMG Customizing Steps


Personnel Subarea - Employee Subgroup Groupings
Public Holidays

Daily Work Schedules

Public Holiday Calendar

Break Schedules

Variants

Rules - Variants

Period Work Schedules

Work Schedules
Generate
Monthly Work Schedules

Work Schedules

Infotype 0007 Plan Working Time

-6-

(Work Schedule)
The Daily work schedule specifies the working times
and breaks
A period work schedule is a fixed pattern of daily
work schedules
A work schedule rule links the following elements:
Public Holiday calendar
Period work schedule
Daily work schedule
Work break schedule
Personnel subarea grouping
Employee subgroup grouping

The work schedule rule can be defaulted on infotype 0007


-7-

Holiday Calendar

Public Holiday Class (Blank No holiday, 1 Public day)


Create a Holiday Assign to Holiday calendar
T-code - SCAL

-8-

Public Holiday Calendar


SAP has two calendars used by the HR module
Public Holiday Calendar
Factory Calendar

SAP provides standard Public Holiday calendars for most countries.


All calendars are customizable in SAP
SAP Calendars are not client-specific
Used in many areas e.g. logistics and HR

-9-

Public Holidays Classes

Public Holiday Class Blank

Working day

Public Holiday Class 1

Full day Public Holiday

Public Holiday Class 2

Half a day Public Holiday

Public Holiday Class 3 - 9

Customer Specific

- 10 -

Public Holiday Calendar


The Holiday Calendar will have the list of holidays. Holidays should also be
configured as Full Day Public Holiday and Half a Day Public Holiday

Holidays may be Fixed (Fixed date), Movable (varies from year to year) and
can also be configured as distance from Easter

- 11 - 11 -

Time Management Groupings


SAP provides the following groupings in Time recording
Personnel Subarea Groupings
Employee Subgroup Groupings

Groupings allow the user to, for example


Define different work schedules for groups of employees
Assign different rules for deviations to planned working time
Permit only certain attendances and absences to be posted for certain
groups of employees

- 12 -

Define Personnel Subarea Groupings:


Groupings for Daily Work Schedule
Personnel Subarea grouping
for Work Schedules

Personnel Subarea grouping


for Work Schedules

Daily Work schedules:

01
A

Norm (8H)
Norm (10H)
Executives (9H)
Early
Late
Night
Off

Personnel Subarea grouping


for Work Daily Schedules

Personnel Subarea grouping


for Work Daily Schedules

01
Normal (8H)
Executives (9H)
Early

02

02
Late
Night
Off

Normal (10H)
Early
Late

- 13 -

Night
Off

Personnel Subarea Grouping


All The Personnel Subareas which share the same Work
Schedule will be grouped together
Factory

01

Marketing

Maintenance

01

02

Factory and Maintenance


Department grouped as 01 as they
work in shifts and they share the
same working times

Administration

02

Marketing & Admn Department grouped


as 02 as they share the same working
times

- 14 -

Personnel Subarea Grouping

For Work schedule


For Daily Work Schedule
View: V_001P_ALL

- 15 -

Employee Subgroup Grouping


All The Employee Subgroups which share the same Work
Schedule will be grouped together

Salaried

Trainees

Hourly wage earners

Salaried Staff and Trainees share


the same work schedules and are
grouped as 1

Hourly Wage earners work different


times and are grouped as 2

- 16 -

Employee Sub-Group Grouping

View : V_503_ALL

- 17 -

Daily Work Schedules

How an employee works during a day


What is the timing
How much late coming or early going is tolerated
When does he have break
In case of flextime Specify planned, Normal and core times

- 18 -

Work Break Schedule

4 types of Break Schedule:


Fixed Break
Variable break
Dynamic break
Overtime break

- 19 -

Daily work schedule variant

Definition : V_T550X
Assignment : V_T550A
3 conditions for selection of variant
#Holiday Class for the day
#Holiday class for the next day
#Weekday
You can have many variant for a DWS. When all above conditions
meet, specific variant will be selected.

- 20 -

Rule for Daily Work Schedule Variant

Rule

No

Hol. Class Curr Day Hol.Cl Next Day Day of Week


b123456789

X True

b123456789 1 23 4567

. - Not True

- 21 -

Variant

Daily Work Schedule - Shifts


Early Shift

EARL

Personnel Subarea Grouping

Middle Shift

01

08:00

To

16:00

MIDD

Personnel Subarea Grouping

Night Shift

If the employee works in 3 shifts there would be 3 Daily Work Schedules

16:00

01

To

24:00

NIGH

Personnel Subarea Grouping

01

0:00

- 22 -

To

08:00

Period Work Schedule


Period Work Schedule is a pattern of daily work schedule which the
employee will be working
In this example, the employee works from 9:00 to 17:00. Name of the
Daily Work Schedule is 6DAY

1
01

6DAY

001

6DAY

6DAY

6DAY

6DAY

6DAY

6DAY

OFF

- 23 -

Weekly off
For Weekly off there should be a separate Daily Work Schedule in which the
option No planned working hours is to be checked

OFF

Weekly Off

Checkbox

No Planned Working Hours

No timings need to be entered in this Daily Work Schedule as it is meant for an OFF day

- 24 -

Period Work Schedule Rotating Shift


The Employee works in three shifts namely EARL, MIDD and NIGH There
would be a rotating pattern
1

01

ROTA

001

EARL

EARL

EARL

EARL

EARL

OFF

OFF

01

ROTA

002

MIDD

MIDD

MIDD

MIDD

MIDD

OFF

OFF

01

ROTA

003

NIGH

NIGH

NIGH

NIGH

NIGH

OFF

OFF

When the Work Schedule is generated this pattern would be repeated over a period specified

- 25 -

Period Work Schedule Rotating Shift Change of Shift every two days
Here the Daily Working times is changing every two days. Hence the full
cycle ending with Night Shift has to be specified. 001 to 006 denote the
week numbers.
1
2
3
4
5

01

ROTA

001

EARL

EARL

MIDD

MIDD

NIGH

OFF

OFF

01

ROTA

002

NIGH

EARL

EARL

MIDD

MIDD

OFF

OFF

01

ROTA

003

NIGH

NIGH

EARL

EARL

MIDD

OFF

OFF

01

ROTA

004

MIDD

NIGH

NIGH

EARL

EARL

OFF

OFF

01

ROTA

005

MIDD

MIDD

NIGH

NIGH

EARL

OFF

OFF

01

ROTA

006

EARL

MIDD

MIDD

NIGH

NIGH

OFF

OFF

- 26 -

Public Holiday Calendar attached to Personnel Subarea


The public holiday calendar has to be attached to each Personnel Subarea
which would be bound by these holidays

Personnel Area

Personnel Subarea

PH Cal

CHEN

ADMN

IN

CHEN

ACCT

IN

CHEN

PROD

ZN

- 27 -

Day Types
Day types are meant for public holiday classes. Whether the employee will Work
on Public Holidays and whether he will be paid or not

Day Types
Blank

Work/Paid

Off/Paid

Off/Unpaid

Off/Special Days

- 28 -

Day Type Rule


Day Type Rule specifies the Day Type for Public Holiday Classes

Weekday
b123456789

Saturday
b123456789

Sunday
b123456789

On Working day the employee has to Work to get paid, on Full Day Public Holiday
Day Type is 1 Off and paid. This rule will be referred in Work Schedule Rule. In
this example, the same rule is applicable for Weekday, Saturday and Sunday

- 29 -

Work Schedule Rule


Work Schedule Rule will incorporate all the rules for the Work Schedule

- 30 -

Work Schedule Rule - Continued


Working hours entered in Work Schedule Rule will be defaulted in Infotype 0007
when Work Schedule Rule name is entered

Daily

Weekly

40

Monthly

160

No. of workdays in
a week

Annual

- 31 -

1920

Work Schedule Rule - Continued


The Period Work Schedule, Starting point, Reference day and day type rule will
also be referred in Work Schedule Rule
Period Work
Schedule

NORM

Reference Date

01.01.1990

Starting point

001

Day type Rule

01

- 32 -

Generate Work Schedules Manually


The Work Schedule has to be generated and only then it can be attached to an
employee in Infotype 0007
ESG Grouping

PSA Grouping

40

Holiday Calendar
IN
Generate
Work Schedules
Manually
Work Schedule
Rule

General

From period

12/2006

To period

01/2008

- 33 -

Batch Method

- 34 -

Infotype 0007
The Work Schedule generated is to be attached to an employee in Infotype
0007

- 35 -

IT 0007 Part Time Employee

- 36 -

What does Time Management Status specify? And what are the
possible values?
Time Management Status specifies whether an employee participates
in Time Evaluation
Possible values of TMS are:
0 -- No Time Evaluation
1 -- Time Evaluation, Actual Times
2 -- Time Evaluation, PDC
7 -- Time Evaluation without Payroll Integration
8 -- External Services
9 -- Time Evaluation, Planned Times
- 37 - 37 -

Link between IT 0007 & IT 0008

it will copy entries from


0007 to 0008 if this entry
is made in T77S0 and if
feature DFINF is set.
- 38 -

Substitution

- 39 -

Substitution
PA- PSA Grouping for substitution

- 40 -

Define Substitution : V_T556

Indicator for shift change compensation


Shift change compensation ensures that an employee does not lose
out financially by working a substitution.
If the Shift change compensation field is active, the difference
between two levels of remuneration for a substitution can be
adjusted automatically in payroll.
Example: If an employee normally works the night shift and has to
substitute for a colleague on the day shift, he is still paid the rate for
the nightshift (including bonuses).

- 41 -

Reduced Hours Substitution Indicator


Company might declare that due to bad weather, employees need to
work only 4 hours on a particular day, instead of normal 8 hours.
However, if an EE is absent, if company wants to count his absence
as 4 hrs do not tick this.

- 42 -

Default Substitution Type

- 43 -

Substitution 2003 Infotype screen

- 44 -

Substitution 2003 Cont..

Individual Working Time


Daily Work Schedule
Breaks
Work Schedule Rule
Differential Payment According to

- 45 -

Time Data Recording and Administration

- 46 -

Time Recording Methods

Positive Time
Recording

Negative Time
Recording

- 47 -

Time Recording : Negative


Records time deviations to planned working time
Valid deviations include:
Absences
Special absences
On call duty
Overtime
Substitutions
Time off in lieu

Deviations are manually entered according to type and duration

- 48 -

Time Recording : Positive

Records the attendance times of an employee


Records the deviation times of an employee
Valid attendance's include:
Training
Business trip
Seminar
Overtime

Attendance's and deviations can be entered either:


Front-end system
Manually

- 49 -

Time Recording : Methods of Time Data


Capture
Time sheet entry using ESS
Employee enters time sheets
using ESS

Paper time sheets


Employee physically record
start and end time

Electronic data capture


Employee use machines to
punch a card
Employee swipes a card at a
time terminal

Importable file formats


Time admin submits data in
importable file format
50

- 50 -

Time Recording in Time Management

Time recording in time management


Allows the entry of employee time data
Manually
Automatically

Allows data to be entered as clock times


Allows data to be entered as hours

Time data is entered in time recording infotypes


Time recording infotype range 2000 - 2999

- 51 -

Absences / Attendances

Absences
2001

Attendance's

Attendance / Absence
Quotas
2007 / 2006

2002

- 52 -

Leave
Entitlement
0005

SAP Time and Payroll Integration with External Time Devices


MANUFACTURING PLANT

SAP System

Time Recording
Terminals

Master
Data
Secured
FTP Server

Clock
server

Inbound
Time
Files

LSMW /BDC/PI

T&A

Payroll

Time recording terminals will capture the time data and record it on clock server
Time data input file will be generated from clock servers and placed on the FTP server
Time Data will be loaded to SAP using SAP PI/LSMW/BDC for time evaluation
SAP payroll engine will use SAP time data to generate pay checks

- 53 -

SAP Payroll Integration with External Time Systems


Customer

SAP SYSTEM

T&A
System
Time Recording
Terminals

Master
Data

Secured
FTP
Server
LSMW
/BDC/PI

Inbound
Time
Files

Payroll

Master data will be maintained in SAP and sent to FTP Server for loading into T&A
system
Time Recording Terminals will capture the time data and T&A System will do the
validation and evaluation
Consolidated data from T&A system will be loaded to FTP Server
Time Data will be loaded to SAP using SAP PI/LSMW/BDC for Payroll processing
SAP to SAP integration will be through RFCs
- 54 -

Quest 1 : What are the basic time recording concepts?


Method 1: Record only deviations to the work Schedule/ Negative
Time Recording/ Exceptions:

This method records only employees time data that exceptions or


deviations to the work schedule assigned to employees. Here you
can include the most current data, such as Employee illness,
schedule and record substitutions and enter annual leave for
employees.

Method 2: Record Actual times / Positive time recordings.


This method completely records all actual times, that is, all
transactions such as actual working times, absences and so on.
- 55 -

Quest 2 : What is Substitution? Mention their types.


A substitution constitutes working time that is different from the
employees planned working time, and/or working time that is paid at
a rate determined for a different position.. Substitutions are planned
exceptions to an employee's work schedule for a defined period of
time.
Substitutions are treated as planned specifications in time
evaluation. There are different types such as
1. Time substitutions

2. Day program substitutions

3. Shift substitutions

4. Personnel number substitution

5. Job Number substitution

- 56 -

Quest 3 : What is availability and types?


Time period during which an employee must be available to perform
any work that arises. It differs from on call duty in that the employee
must actually be at his work center.
You use the availability to specify whether an employee is available
for other work activities if he or she has been assigned this
availability type. IT2004
1. Not available
Irrelevant

2. Available

3.Available on-call

- 57 -

4.

Quest 4 : What is over time?


Overtime represents working time performed in addition to normal
working time as defined by law. The employee is entitled to
appropriate remuneration in addition to his normal wage or salary
(overtime bonus).IT2005
Time worked in addition to an employee's planned working time as
defined in the employee's contract, collective agreement, or by legal
regulations. Many agreements assume that times recognized as
overtime are first approved internally.

- 58 -

Absence Management & Quota Accrual

- 59 -

Absence / Attendance Configuration


Elements
Entry Screens and
Time constraint
classes

Absence/Attendance
Counting

Absences / attendances
TYPES

Personnel Subarea
groupings

Indicators for the


personal calendar

QUOTAS
Quota type 99

Quota type 01-98

Leave Entitlement 0005

Quotas 2006/2007

- 60 -

Absence IT 2001

- 61 -

Grouping of PA- PSA for Absence types

- 62 -

Define Absence Type

- 63 -

Entry Screen and Time Const. Classes

- 64 -

Entry Screen for IT 2001

The following screens are currently available:


Absences:
- 2000 Absences (general)
- 2001 Quota deduction
- 2002 Work incapacity (Germany)
- 2003 Maternity protection
- 2004 Military service
- 2005 Work incapacity (Netherlands)
- 2008 Work incapacity (general)

- 65 -

Sick Leave : Cont. Pay: Screen 2008

- 66 -

IT 2001 : PL : Screen 2001

- 67 -

IT 2001 : Screen 2000 : No Quota

- 68 -

Absence Counting

- 69 -

Define Rules for Absence Counting


Configuration:

Group personnel
subareas for time
quotas

Assign counting
rules to absence
types

Group employee
subgroups for time
quotas

Define rules for


rounding counted
absences

- 70 -

Define counting
rules

Counting Class for PWS

- 71 -

- 72 -

PA PSA Grouping

- 73 -

Rounding Rule

- 74 -

Rounding Rule
Quotas can be rounded for which we can specify the conditions for rounding in a
rounding rule

The lower limit and upper limit can be specified along with the target value for
rounding.

We can either include or exclude the lower or upper limit for the purpose of rounding

If we select checkbox Roll the target value would be rolled for subsequent intervals

- 75 -

Counting Rule

Applicability of Rule
Condition for Current Day
Weekday
Holiday Class

Condition For Work Schedule


Counting class for PWS
DWS Class
Condition for planned hours

Condition for absence/ Attendance

Counting
Deduction Rule

- 76 -

Counting Rule
We assign a deduction rule in a counting rule
Counting rule will specify the conditions for counting an absence

Counting Rule

Sequence Number

101
001

- 77 -

Counting Rule Contd


Checkboxes for Monday to Sunday would be available and these have to be checked if the
leave is to be counted on these days
Counting Classes can be attached to Period Work Schedules which can be queried in the
counting rule
DWS class given in the Daily Work Schedule can be queried in the Counting rule. Only
absences for those employees who belong to the selected category would be counted using
this rule. If one rule is not satisfied system will process the sub-rules sequentially
The Holiday Classes blank to 9 can be queried and counted if required
The Day types can be queried in the counting rule
Less than one day and one day options are available in the counting rule
Planned hours =0 and Planned hours > 0 options can also be used for counting
System will count the leave only if all the selected conditions are satisfied
- 78 -

Counting Rule Contd


Rounding can also be done during counting.
Whether to Count first or Round first radio button option to be selected
The Deduction rule framed earlier has to be referred in counting rule either in within
entitlement or over entitlement field.

Within entitlement

100

Over entitlement

- 79 -

Counting Rule

- 80 -

Counting Rule Cont.

- 81 -

Counting Rule Cont..

- 82 -

Define Counting Rules


Weekday:

Public Holiday
Class:

Monday - Saturday
Daily Work Schedule
Class, Day Type:
Working Days

Blank
Absence Type:
Casual Leave

Period Work
Schedule Class:
All

Hours

Days
Quota Multiplier 50%

Deduction of Quota

Hours
4

Quota Multiplier 100%

Deduct Full day

- 83 -

Days
1

Deduction Rule

- 84 -

Deduction Rule
Deduction rule Specifies the Deduction of Quotas ,the sequence in which they have to
be deducted and also the priority of deduction
There may be more than one quota for the same absence type. The order of deduction
of these quotas have to be specified
The priorities can be Quota types, Validity from date, Validity to date, deduction from
date and deduction to date.
The Validity interval is the period for which quota has accrued. The Deduction interval is
the period in which the quota can be used.

- 85 -

Deduction Rule - continued


Priority 1

Quota type

Priority 2

Validity from

Priority 3

Validity to

Priority 4

Deduction from

Priority 5

Deduction to

The priorities of Validity and Deduction


can be ascending or descending

Whether the quotas would be in Days or


Hours would also be specified in a
Deduction rule

- 86 -

Assign counting rule to absence types

- 87 -

Assign Counting Rule to Absence

- 88 -

Assign Counting Rule to Absence Types


The Counting rule has to be assigned to the absence type for which the quota is
created.
This step will connect the quota and absence.
The checkbox for deduction of quota has to be activated so that the quota would be
reduced if the absence is recorded
The Checkbox for deduction over interval end can be selected if the leave starting
from deduction end date and extending beyond that date is to be allowed or not

- 89 -

Reaction to Overlapping Time Infotype

- 90 -

Feature : HRSIF

1 Hours can be recorded without clock times


0 Clock Times Generated
- 91 -

Leave Request ESS

- 92 -

ESS LEAVE REQUEST

- 93 -

Define Processing Process for Rule

- 94 -

Processing Process for Leave Type

- 95 -

Processing Process for Leave Type- cont..

- 96 -

Direct/ No Approval

Remove display field for next agent. This will not display approver in the
ESS leave request.
Uncheck Requests have to be approved. This will allow direct approval.

- 97 -

Define Report Variants and Background


Processing
To post approved requests, you have to create a background job which will
execute program
RPTARQPOST. This background job is responsible to post approved leaves
in IT 2001.

- 98 -

Specify How Leave Is Displayed and Default


Values

- 99 -

Specify Display of Absence Quota

- 100 -

PTARQ

- 101 -

T-Codes
Report
RPTARQPOST

Description
Leave Requests: Post

RPTARQDBVIEW

View documents in an organized way on


PTREQ_HEADER

RPTREQAPPRCHK
RPTARQEMAIL

Determine Approver
Leave Requests: Send E-Mails

RPTARQLIST

Leave Requests: Check

RPTARQERR

Leave Requests: Process Clock-In/Out Corrections

RPTARQSTOPWF

Leave Requests: Complete Current Workflows

- 102 -

Attendance IT 2002

- 103 -

Define Attendance

- 104 -

Attendance : Entry Screen

2050 Quota Deduction


2051 No Quota Deduction
- 105 -

Attendance IT 2002

- 106 -

Availability : IT 2004

- 107 -

IT 2004

- 108 -

Time Account : Absence Quota

- 109 -

Define Absence Quota Type

- 110 -

Permit Quota Generation

For quota types that will be manually accrued and created, check No
generation. For quota types that will be automatically accrued (by time
evaluation or the generation program), check Increase or Replace. If
increase is selected, each accrual amount transferred will add to the
existing entitlement. Replace will overwrite the existing entitlement
when accruals are transferred.
- 111 -

Generation Rule
Generate Rule incorporates
Base Entitlements
Reduction Rule
Rounding Rule
Based on Challenge percentage of employee different generation rules can be framed
Based on date of entry, different generation rules can be framed
The maximum entitlement can be restricted in the generation rule

- 112 -

Rules For Generating Absence Quota

- 113 -

Base Entitlement

- 114 -

Based on seniority - 1

- 115 -

Based on seniority - 2

- 116 -

Based on seniority - 3

It defines the constant amount for the quota based on seniority. In the first
screen, that the Sequential Number is 001, the Seniority is 000-003 years, and
the Constant is 80.00 hours. In the second screen, the Sequential Number is
002, the Seniority is 004-006 years, and the Constant is 120.00 hours. In the
third screen, the Sequential Number is 003, the Seniority is 007-999 years, and
the Constant is 200.00 hours.
In the Related to period section, the period is set to Calendar year. This means
that the constant entitlement amounts are for the calendar year, ie. 200 hours
per year.
- 117 -

Validity Interval and Deduction Interval

- 118 -

Validity Interval

Validity Interval is the period for which the quota is to be accrued.

We may specify validity interval as start of calendar year to end of calendar year or
alternatively, other periods can also be specified as validity interval.

While giving the validity interval, the quota type selection rule group will also be
specified.

- 119 -

Deduction Interval
Deduction interval is the period in which quota can be used.

Different quotas can have different deduction intervals

- 120 -

Determine Validity and


Deduction Periods

- 121 -

Determine Validity and


Deduction Periods

- 122 -

Reduction Rule

- 123 -

- 124 -

Reduction Rule
Quota can be reduced proportionately for part-time employees based on part-time
percentage in Infotype 0007

Quota can be reduced proportionately for employees based on Capacity Utilisation


percentage in Infotype 0008

For employees who join or leave in the middle of the year, based on inactivity, quotas
can be reduced

- 125 -

Assign Reduction Indicators for


Absences

- 126 -

Generation Rule

- 127 -

Generation Rule
Generate Rule incorporates
Base Entitlements
Reduction Rule
Rounding Rule
Based on Challenge percentage of employee different generation rules can be framed
Based on date of entry, different generation rules can be framed
The maximum entitlement can be restricted in the generation rule

- 128 -

Default of Quotas

- 129 -

Default of Quotas
QUOMO feature defaults quotas based on Quota Type Selection Rule Group

The Generation Rule and Validity periods would refer the Quota Type Selection Rule
Group

Based on the Quota Type Selection Rule Group QUOMO will default the quotas if
report
RPTQTA00 is run or when Infotype 2006 is created

- 130 -

Quota Generation Rule

- 131 -

Applicability

- 132 -

Applicability cont..

Earliest accrual date: corresponds to a date on Infotype 0019 Monitoring


of Dates. For example, if the employees accrual should not start until after
they complete a probationary period of time, you can specify the
date/deadline type from IT0019 here.
Entry date: Specify a period of time for which the rule should be applicable
based on the employees entry date. Keep in mind that this date is derived
from the entry date on IT0000. (See section in this document on Feature
HDATE for more details). If entry date is not relevant, leave the fields blank
or use a greater period for the entry date (01/01/1800 - 2/31/9999, for
example).
Challenge Group/Degree of challenge: specify details on the employees
disability, if applicable.

- 133 -

Accrual Period

In the Accrual Period section, select one of the following options:


Daily: Entitlements are calculated daily. This means the base entitlement for
the year is divided by 365 to calculate the daily accrual.
Month: Period from first day to last day of the month. This means the base
entitlement for the year is divided by 12 to calculate the monthly accrual, and
the accrual takes place at the end of the month.
Calendar Year: Period of one year, from 01/01/XX to 12/31/XX. This means the
base entitlement for the year is accrued at the end of the calendar year.
- 134 -

Accrual Period Cont ..

Time evaluation period: Period determined in time evaluation, defined in the Determine
time evaluation period step in the IMG. The accrual takes place at the end of the time
evaluation period.
Payroll period: Period determined in payroll; valid payroll period of the day to be
evaluated of the payroll area of the employee to be evaluated. The accrual takes place
at the end of the payroll period.
Other period: Individually specified period; period parameters are defined in the Define
period parameters step in the IMG. This period is particularly useful if you have irregular
accrual periods that may begin in the middle of the month. The accrual takes place at
the end of the period.
Rel. to date type: Period is defined in relation to a date type from the Date
Specifications Infotype (0041). You determine the accrual period using the length field
(for example, the date the employee joined the company, with a period of one month.)
- 135 -

Base Entitlement

- 136 -

Base Entitlement Cont.

- 137 -

Base Entitlement Cont.


If the quota is based on seniority, you must choose one of the following options:
For exact day: This option will use the employees entry date from IT0000 as the key
date for determining seniority. This means any change in the employees seniority is
taken into account within the accrual period.
Start/End of accrual period: This option will use the employees entry date from
IT0000 as the key date for determining seniority. This means any change in the
employees seniority is taken into account at the start of the next accrual period.
Start/End of base period: This option will use the employees entry date from IT0000
as the key date for determining seniority. This means any change in the employees
seniority is taken into account at the start of the next base period.
Date Type: This option will use a specified date on the employees IT0041 record as
the key date for determining seniority. This means any change in the employees
seniority is taken into account on the date specified in the date type, with the current
year.
Quota entitlements based on age are handled in a very similar manner the same
- 138 fields apply as with seniority.

Accrual Entitlement

- 139 -

Accrual Entitlement Cont..


Pro rata calculation means in order to determine the appropriate entitlement based on
the period, the accrual period is compared with the base period of the quota type
currently being processed, and a proportionate accrual entitlement is determined. It
means the total base entitlement of the quota type currently being processed is always
used as the basis for the accrual entitlement.
You can also choose to multiply the accrual by a time balance. 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.
You can use alternative quotas to manage the capping differences that result from
deduction or from the maximum entitlement being exceeded. Determine whether you
want to store the capping differences and assign the applicable quota types.

- 140 -

Transfer Time

- 141 -

Transfer Time Cont..


In the transfer time section, you must choose one of the following options:
Upon accrual Whenever the accrual takes place, it is immediately transferred to the
quota.
Per calendar year The accrual is transferred at the end of the year, on 12/31/XX.
Per time evaluation period The accrual is transferred at the end of the specified time
evaluation period.
Per payroll period The accrual is transferred at the end of the payroll period.
Other period An individually defined period; the period parameter is set in the Define
Period Parameters step in Customizing for Payroll.
Date type A date type from IT0041 can be specified here as the transfer time.
Transfer rule - This field is relevant for Australia and New Zealand only.

- 142 -

Total Entitlement

The maximum entitlement specifies the maximum amount that can be


transferred to a quota type.
For example, if an employee accrues 7 hours during an accrual period
based on their time worked, and this field is set to 6 hours, only 6 hours can
be transferred to the quota.

- 143 -

Validity period for default value

- 144 -

Quota Correction: IT 2013

- 145 -

Leave Donation in Public Sector

1. Infotype 0696 (Absence Pools)


There are two types of pools: Home Pool and Foreign Pool.
Home Pool is used for a group of employees within the same
criteria/attribute (in the same Enterprise Structure, employee group,
subgroup, etc.)
Foreign Pool is a pool outside of the employees attribute. An employee
can only have one Home Pool and can have more than one Foreign
Pool.
2. Infotype 0613 (Absence Donation Administration) To donate to
another employee, either to an Absence Pool or Withdraw from an
Absence Pool.

- 146 -

RPTQTA00 Quota Generation

- 147 -

Schema : TQTA

- 148 -

PT60 : RPTIME00

- 149 -

Schema Log

- 150 -

Config check: RPTQUOTA_CHECK

- 151 -

Result: RPTQUOTA_CHECK

- 152 -

Quest 1 : What is Absence quota? Mention their Types


An employees entitlement to a certain absence. The quota has a
limited validity period and is reduced by each recorded absence.
A breakdown of employee time-off entitlements according to reason
for entitlement.
Examples
Standard annual leave
Leave for challenged persons
Time off from overtime

- 153 -

Quest 2 : what do you mean by attendance? Mention their types.


A period during which an employee is working for the company.
An attendance can also be a special attendance where the
employee is not at his or her usual work center. Special attendances
include business trips and seminars.
Ex. Business trips, offsite work, seminars, vocational school/class,
employee training and staff meting etc.,

- 154 -

Quest 3: what are absence/attendance quota? Mention their types


An employees entitlement to a certain absence. The quota has a
limited validity period and is reduced by each recorded absence.
A breakdown of employee time-off entitlements according to reason
for entitlement
An employee's entitlement to a certain type of attendance, for
example, overtime approval.
The quota has a limited validity period and is reduced each time an
attendance of this type is recorded.

- 155 -

Quest 4 : What is absence valuation?


The processing of rules that determine how employee absences,
such as leave and illness are treated in payroll. The specifications
processed in this step are used to compensate absences and are
available for running statistics.

- 156 -

Quest 5 : What are counting & deduction rules?


Counting rule 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.
Reduction rule 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.

- 157 -

Quest 6 : What do you mean by time quota type?


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.
A time interval during which employees can be at work or absent,
under certain conditions

- 158 -

Quota Compensation: IT 0416

- 159 -

3 Methods of Quota Compensation

Based on Time Quota Type


Based on Compensation Rule
Free Compensation

- 160 -

Based on Time Quota Type

- 161 -

Based on Compensation Rule

- 162 -

Free Compensation - Automatic

- 163 -

Free Compensation - Manual

- 164 -

Quota Compensation : IT 0416

- 165 -

Assign Wage Type to IT 0416

- 166 -

Assign Wage Types to the Quotas to be


Compensated : T556W

Comp
=
=
=
<

Diff
0
-1
0

Year
2010

Meaning, Such as
Leave Year 2010
Current Year (Start date of payroll period)
Leave from Previous year
Leave from Prior Year
Always
- 167 -

Absence Quota : Before IT 0416 entry

- 168 -

Quota Compensation: IT 0416

- 169 -

Absence Quota: IT 2006

- 170 -

PT50 : Quota Overview

- 171 -

Time Evaluation

- 172 -

Time Evaluation Overview

Setting up working
time provisions

Recording current
time data

Evaluating
times

DEUTSCHE
MARK
DEUTSCHE
MARK

DEUTSCHE
MARK

DEUTSCHE
MARK

Using the results

Postprocessing

- 173 -

Why Use Time Evaluation


Recording...

...evaluating...

and using time data


Managing time
accounts and
issuing time
statements

Time sheet

Issuing messages for


postprocessing

Self-service
applications

DE U TS CHE
M A RK

Time
administrator

D E UTS C HE
M AR K

DE U TS CHE
M A RK
D E UTS C HE
MARK

R/3 Time Evaluation


Time recording
terminals

Creating wage types for


Payroll Accounting
R

- 174 -

Basics and Prerequisites for Time


Evaluation
Planned Working Time (0007)
12

11

10
2
9

8
4
7

Organizational
Assignment (0001)
Time Recording
Information (0050)

Recording actual times:


Absences
Attendances
Overtime
Time Events

(2001)
(2002)
(2005)
(2011)

Recording changes to planned specifications:


Substitutions
Availability

(2003)
(2004)

Personal Data (0002)

Recording approvals and absence entitlements:


Absence Quotas
Attendance Quotas

(2006)
(2007)
R

- 175 -

Time Evaluation Process


Time Recording
Plant Data Collection
P2011

Pair Formation

Entry Screens
PA2001
PA2002
PA200n

TEVEN

PCL1
(B1)
NT1

Time Evaluation

RPTIME00
PCL2
(B2)
PT

Updates

Payroll

PCL2 (B2)

RPCALC00
Legacy Payroll

RPTEZL00
PU12

- 176 -

ZL

PA2001
PA2002
PA200n

Time Evaluation Process : Time Events

Plant Data Collection


INFOTYPE
2011:
TIME EVENTS

- 177 -

TEVEN

Quest 1: What is time evaluation?


Time evaluation evaluates the attendance and absence times that have
been recorded for or by your employees. The system uses the
results of time evaluation to form time balances and time wage
types, and to update attendance and absence quotas.

- 178 -

Quest 2 : What are time wage types?


A time wage type is a remuneration specification for bonuses, such
as overtime or nighttime bonus, as well as for employees paid by the
hour.
These primary wage types are selected in time evaluation or when
processing time data in payroll accounting. They are used in payroll
accounting to determine gross pay.

- 179 -

Quest 3 : How can you generate absence quotas?


After generation rules have been specified, you can use Report
RPTQTA00 to accrual quota entitlement in advance for individual
employees or a group of employees.
If you want to take advantage of time evaluation functions when
generating absence entitlements, without having implemented all of
time evaluation, you can use the standard schema TQTA.

- 180 -

Quest 4 : What is the schema TQTA used for?


It is a special schema used for accrual of absence quotas.

- 181 -

Quest 5 : What are the most important results of time evaluation?


Time Evaluation Results:
Time evaluation determines Overtime and bonus wage types and
automatically takes account of public holidays, weekdays or
conditions on the duration or time of work performed.
Time evaluation enables you to administrate time accounts, which can
be individually defined. If necessary, it can check to ensure that
values do not exceed or fall short of value limits.
Overtime, productive hours, absence time and so on.
Flextime balances
Annual working time accounts.
Time evaluation issues messages when specific situations occur, for
example, If working time regulations are not adhered to. Your can
define your own messages for any situation. You can also order time
evaluation to abort if particular errors
occur.
- 182 You Con display a statement of the balances determined each day for

CATS (Cross Application Time


Sheet)

- 183 -

CATS BASICS

CATS = Cross-Application Time Sheet

Time capture and data transfer tool

Additional functionality for Payroll and FI/CO

CATS uses the SAP Human Resources authorization concept


CATS may be updated via transaction code CAT2 or via a company
intranet Web site
Data entry in CATS may be done by individual employee or by
defined groups of employees
CATS may be used as the time transfer tool to update Human
- 184 Resources with hours worked by
employee

Benefits of Using CATS for Time Sheets

Several advantages to both employee and employer are easily


identifiable.
Employee

Employer

Time entry at any time, anywhere

Decentralized time recording

Fewer administrative steps

Reduction in administrative work

Ease of use

Standard Web browser

- 185 -

SAP Provides 4 Solutions

CATS Classic
For HR / Time Administrator for multiple EE entry.

CATS Regular**
Can be used through web browser in ESS application
Extensively Used

CATS Notebook
Good for marketing employees, whom internet is not accessible all
times.

CATS for service Providers


For temporary contract EE .
Offer with to specify basic data that is valid for more than a day.
- 186 -

CATS Initial Screen & Data Entry View

- 187 -

Using CATS Data: Updating HR


Attendances/Absences (Infotypes 2001/2002)

CATS feeds HR actual hours attended or absent

CATS validates absences with absence quotas

Payroll uses Infotype 2001/2002 data during processing

Substitutions (Infotype 2003)

Position option may be used to assign payment for the work

according to the specifications of a different position

Employee Remuneration Infotype 2010)

One-time earnings/deductions may be passed from CATS to HR

Used to process manually calculated wages or bonuses

Work Tax Area (Infotype 0208)

CATS allows a work tax area to default


area in Infotype 0208.
- 188 -

Transferring CATS Data using CAT6

- 189 -

SAP transactions:

CAC1 : Maintain profiles


CAC2 : Fields assignments
CAT2 : Use the Cross Application Time Sheet
CAPS : Approve Time Entries
CATA : Transfer All time entries
CADO : Report on Time Entries

- 190 -

Approval Process

Standard Task TS31000004: CATS Approval


Standard Task TS31000006: CATS Approval by Time Administrator
Standard Task TS31000007: CATS Approval by Supervisor

http://help.sap.com/saphelp_erp60_sp/helpdata/en/64/4003fb47021
1d189720000e8322d00
CATS: Agent Determination with CATS Workflow tasks : SAP Note
951708
When dealing with Workflow setup, do not forget to synchronize the
Organizational Management Structure buffered by SAP, by running
transaction code SWU_OBUF

- 191 -

Quest 1 : What is the Cross Application Time Sheet used for?

You can use the CATS to record times for and transfer them to the
following target components:

Controlling (CO): Internal activity.


Human Resource (HR): Attendances, Absences and Employee
remuneration information.
External services (MM_SRV): Entry of services performed for
external services.
Plant maintenance (PM), Customer Service (CS), and Project
Systems (PS): Confirmation or orders or networks.
- 192 -

Quest 2 : What are the steps I n the time data entry process using
CATS?

The CATS process consists of the following 4 steps.

1.Entering data in the time sheet.


2. Releasing the time data.
3. Approving the time data.
4. Transferring the time data to the target components.

- 193 -

Quest 3 : What are the prerequisites for working with the CATS?
To be able to use the CATS, you must have:
1) HR Mini master (Personnel Number and Personnel data for the
employees whose times are recorded).
2). A data entry profile for recording employees time data.
3) The necessary authorizations for working with CATS.

- 194 -

Schema and PCR

- 195 -

PE02 : Edit/ Create PCR

- 196 -

Attributes of PCR

- 197 -

PE01 : Change/ create Schema

- 198 -

Functions and Operations

- 199 -

Custom Functions and Operations

- 200 -

Thank you