(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

Compensation)
§ IT 2005 (Overtime) -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 à 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 employee’s

§ Assign different rules for deviations to planned working time

§ Permit only certain attendance’s and absences to be posted for certain

groups of employee’s

- 12 -
Define Personnel Subarea Groupings:
Groupings for Daily Work Schedule
Personnel Subarea grouping Personnel Subarea grouping
for Work Schedules Daily Work schedules: for Work Schedules
01 02
A Norm (8H) C
Norm (10H)
Executives (9H)
Early
B Late
Night
Off
Personnel Subarea grouping Personnel Subarea grouping
for Work Daily Schedules for Work Daily Schedules
01 02

• Normal (8H) • Late • Normal (10H)

• Night
• Executives (9H) • Night • Early
• Off
• Early • Off • Late

- 13 -
Personnel Subarea Grouping

All The Personnel Subareas which share the same Work

Schedule will be grouped together

Factory Maintenance Marketing Administration

01 01 02 02

Factory and Maintenance Marketing & Admn Department grouped

Department grouped as 01 as they as 02 as they share the same working
work in shifts and they share the times
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

1 1 2

Salaried Staff and Trainees share Hourly Wage earners work different
the same work schedules and are times and are grouped as 2
grouped as 1

- 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 Variant

b123456789 b123456789 1 23 4567

X – True . - Not True

- 21 -
 Daily Work Schedule - Shifts

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

Personnel Subarea Grouping 01 08:00 To 16:00

Middle Shift MIDD

Personnel Subarea Grouping 01 16:00 To 24:00

Night Shift NIGH

Personnel Subarea Grouping 01 0:00 To 08:00

- 22 -
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 2 3 4 5 6 7

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 2 3 4 5 6 7

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 6 7

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
1 Off/Paid
2 Off/Unpaid
3 Off/Special Days

- 28 -
Day Type Rule

Day Type Rule specifies the Day Type for Public Holiday Classes

Weekday Saturday Sunday

b123456789 b123456789 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 8 Annual 1920

Weekly 40

Monthly 160

No. of workdays in 5
a week

- 31 -
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 NORM

Schedule

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 9

PSA Grouping 40

Holiday Calendar IN
Generate Work Schedules Manually
Work Schedule General
Rule
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 Negative Time

Recording 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 / Absence Leave
Quotas Entitlement
Attendance's
2007 / 2006 0005
2002

- 52 -
SAP Time and Payroll Integration with External Time Devices
MANUFACTURING PLANT SAP System

Time Recording Master

Terminals Data

Secured
FTP Server

Inbound
Clock
Time
server T&A Payroll
Files LSMW /BDC/PI

• 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
Master
System Data

Time Recording
Terminals Secured
FTP
Server

LSMW
Inbound /BDC/PI
Payroll
Time
Files

• 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 2. Available 3.Available on-call 4.

Irrelevant

- 57 -
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 Absence/Attendance

Time constraint Counting
classes

Absences / attendances
Personnel Subarea TYPES Indicators for the
groupings 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 employee
subgroups for time
1 quotas

Group personnel Define rules for

subareas for time rounding counted
2 quotas 3 absences

Assign counting
Define counting
rules to absence
rules
5 types 4

- 70 -
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 101

Sequence Number 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 Blank

Daily Work Schedule Absence Type: Period Work

Class, Day Type: Casual Leave Schedule Class:
Working Days
All

Hours Days
Quota Multiplier 50% Quota Multiplier 100%

Deduction of Quota Hours Days

Deduct Full day
4 1

- 83 -
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

The priorities of Validity and Deduction
can be ascending or descending
Priority 2 Validity from
Priority 3 Validity to

Priority 4 Deduction from Whether the quotas would be in Days or

Hours would also be specified in a
Priority 5 Deduction to 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 Description
RPTARQPOST Leave Requests: Post

RPTARQDBVIEW View documents in an organized way on

PTREQ_HEADER

RPTREQAPPRCHK Determine Approver

RPTARQEMAIL 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 employee’s 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 employee’s 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 employee’s

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 employee’s entry date from IT0000 as the key
date for determining seniority. This means any change in the employee’s seniority is
taken into account within the accrual period.

Start/End of accrual period: This option will use the employee’s entry date from
IT0000 as the key date for determining seniority. This means any change in the
employee’s seniority is taken into account at the start of the next accrual period.

Start/End of base period: This option will use the employee’s entry date from IT0000
as the key date for determining seniority. This means any change in the employee’s
seniority is taken into account at the start of the next base period.

Date Type: This option will use a specified date on the employee’s IT0041 record as
the key date for determining seniority. This means any change in the employee’s
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.

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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.

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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 employee’s 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 employee’s 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 employee’s 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 Year Meaning, Such as

= 2010 Leave Year 2010
= 0 Current Year (Start date of payroll period)
= -1 Leave from Previous year
< 0 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 Recording current

time provisions 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

Self-service postprocessing
applications DE U TS CHE

Time
M A RK
D E UTS C HE
M AR K

DE U TS CHE
M A RK

administrator
D E UTS C HE
MARK

R/3 Time Evaluation

Creating wage types for
Payroll Accounting
Time recording R

terminals

- 174 -
 Basics and Prerequisites for Time
Evaluation
Planned Working Time (0007)
12
11
1
10
2
9
3
8
4
7
6
5
Recording actual times:
Organizational
Assignment (0001) Absences (2001)
Time Recording Attendances (2002)
Information (0050) Overtime (2005)
Time Events (2011)

Recording changes to planned specifications:

Substitutions (2003)
Availability (2004)
Personal Data (0002)

Recording approvals and absence entitlements:

Absence Quotas (2006)
Attendance Quotas (2007)
R

- 175 -
Time Evaluation Process
Time Recording
Plant Data Collection Entry Screens

P2011 TEVEN PA2001

PA2002
PA200n

Time Evaluation
PCL1
Pair Formation (B1)
NT1

RPTIME00
PCL2
(B2)
PT
Updates
Payroll
PCL2 (B2)
RPCALC00 PA2001
RPTEZL00 PA2002
Legacy Payroll PU12 ZL PA200n

- 176 -
Time Evaluation Process : Time Events

Plant Data Collection

INFOTYPE
2011: TEVEN
TIME EVENTS

- 177 -
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
- 182 -
occur.
§ 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

- 188 -
area in Infotype 0208.
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