THR10-A

MANAGENMENT/ADMINISTRACION IN HR (1)

UNIT 1 SAP Overview.

 My SAP Business Suite Overview

 Logon an Screen Design
 Calling Functions
 Getting Helps
 Personalizing the User Interface.

LESSON: mySAP Business Suit Overview

SAP Net Wever includes: The SAP Web Application Server, the portal infrastructure, the Exchange infrastructure
and information integration

SAP Net Wever Aplicattion Server support native international technology (HTTP, XML), JAVA, and ABAP.

Integration in the ``new´´ company requires integration of processes between enterprise.

 Cooperation
 More than working together.
 Processes involving participation of many users can be execute simulteniosly as one-step business.

The SAP Customer Service Network includes:

 Consulting for business solutions

 Service for solution operation
 Training.
 Support

My SAP ERP consist of the following:

SAP R/3 Enterprise + SAP Netweaver + my SAP Financials + SAP RH.

ERP (Enterprise Resource Planning) Functionality is a fundamental building block of all e-business solutions.

SAP Netweweaver enables integration with Microsoft. Net environments and IBM WebSPHERE environments on
the following three levels:

 User level
 Information Level
 Process level

E-business builds on ERP functionality and also offers the followings:

  Extended collaborative functions (e-recruitment and CRM compaign management, for instant).
 Generated Value trough collaboratives possibilities.
 Seamless Intergration into heterogeneous landscapes.

ERP (Enterprise Resorce Planning) not only incorporates Financial Accounting and Human Resources
Management, it also contains elements from standard CRM, PLM, and SCM business processes.

Abreviations:

ESS Employee Self Service

MSS Manager Self Service
E-Rec E-Recruiting
LMS Learning Management Solutions
APO Advances Planning Organizer.
BW Business Workhause
KW Knowledge Workhause

LESSON: Logon and Screen Design

The SAP Logon Program

Client/Mandante
User/Usuario
Password/Clave de Acceso
Lenguaje/Lenguaje

An SAP screen can contain the following simple screen elements.

 Command field
 Menu Bar
 Standard toolbar
 Title bar
 Input fields
 Application toolbar
 Checkboxes
 Radio buttons
 Tab
 Status bar

LESSON: Calling Functions

/n to cancel the current transaction.

/n### to call transaction ### from another transaction.
/o to display an overview of sessions
/o### to call transaction ### is a new sessions directly from another transaction.
/nend to end the logon session with a confirmation dialog box
/nex to end the logon session without confirmation dialog box
/i to delate the session you are currently using.
 SU3 ACTUALIZAR VALORES PREFIJADOS PROPIOS
SM4 LISTA DE USUARIOS

LESSON: Getting Help

F1 to display an explanation of field, menus, functions and massages.

F4 to display information on possible input values/match code.
SAP Library (online documentions)ruta: Helps Settings http://www.sap.com

LESSON: Personalizing the User Interface

SAP GUI you have the option to changing the front size./configuracion de la pantalla principal.

UNIT 2 HR Course Overview.

LESSON: HR Course Overview

 The mySAP HR course.

 The Basics of Personnel Administration Course.
 The Basics of Personnel Development Course.
 The Basics of Master Data Course.
 The Authorizations in HR Course.
 Mini Case study and sample certification question.

UNIT 3 mySAPHR: Basics.

LESSON: Logon/Navigation

 Logging in to the system: you can enter your own text on the initial screen (see note 205487).

 SAP Easy Access: you are greeted by your logo in the right-hand part of the window.

 Role-Based User Menu: A role-based menu contains the activities that the user can execute based on the
role assigned to the user in the system.

 Screen Elements: system massages.

  Selecting Functions: 1) using the transaction code in the command field, 2) using menu paths, 3) using
SAP Easy Access and Favorites

 Field Help: F1, F4

 SAP Library: you can access the complete online system documentation.

 User-Specific Personalization: different settings options make working with the system easier.

LESSON: Structures in HR.

1). Enterprise Structure:

Cliente/Mandante: is an independent legal and organizational unit of the

system. (group for ejm.)
Company Code/Sociedad: is an independent company with its owns
accounting unit- a company which draws up its own balance sheets.
Personnel Area/Division de Personal: is an organizational unit in
personnel Administration it represents a subdivision of the company code.

Personnel Subarea/subdivision de personal: are subdivisions of

personnel areas. The organization of the most important subareas of
personnel administration takes place at this level.

*Ubica al empleado en el entorno organizacional.

2). Personnel Structure:

Employee Group/Grupo de Personal : is a general division of

employees. (external, active, pensioner).
Employee Subgroup/Area de Personal : is a affine division of employee
groups according to the position of employees (ACTIVE: trainee, hourly
wage earner, salaried employee, non pay-scale employee).
Payroll Accounting Areas: is an organizational unit used for running
payroll. *Nos permite especificar periodos y tipos de nomina.
LESSON: Organizational Management.

OBJECT:

O = Organizational Units = departamento y/o área de personal

 Organization Plan : an organizational plan provides a model of the structural and personnel environment
at your enterprise.
 Organizational Units: describe the various business units that exist in your enterprise. Muliple
organizational units and the interrelationships form the organizational structure. Organizational Units can be
linked to cost centers for accounting.

C = JOB = función/puesto tipo.

Jobs.- are general classification of tasks that are performed by employees.

Jobs are used in the following application components:

 Shift Planning.
 Personnel Cost Planning.
 Personnel Development.

S = Positions = posición

Positions.- are the individual employee assignments. Positions are occupied by persons, and its possible for a
position to be occupied by more than one employee.

Once you have create a job, you most specify the number of corresponding positions required in the organization.
A positions inherits a job`s tasks.
Position can be 100% filled, partially filled, or vacant.

K = Cost Center = centro de costos.

Cost Center.- can be assigned to organizational units and positions. The relationships between organizations and
cost centers is hierarchically inherited along the structure.
Cost Centers are maintained in Controlling and can be linked to either organizational units or positions.
Cost Center assignments are inherited along the organizational unit structure.

P = Persons = personas

Persons.- are objects that hold positions within the organizational structure. Additional information for persons is
maintained in Personnel Administration.

Personnel Administration:

Infotype 0001: Organizational Assignment.

Infotype 0002: Personnel Assignment.
Infotype 0007: Planned Working Time.
Infotype 0008: Basic Pay

*Methodology – Object – Oriented – Design.- Once you have created a structure using objects and relationships,
you can assign additional characteristics to the objects

Objects.- Organization management based on organizational objects.

Relationships.- Relationships exists between this objects.
Characteristics.- Objects have additional characteristics.(vacancy, planned compensation, working time).

Object characteristics are maintained in infotypes.

Objects consists in three parts

 The first part (Object Infotype) includes the ID number, a shot and long text , and the validity period.
 The second part (Relationships Infotype) contains the relationship(s) between this and another objects.
 The third part (other infotypes) form the objects characteristics.

Not all infotypes are absolutely necessary. However, they can provide important information on objects.

*Methodology : Planning.- Organizational Management provides you with a comprehensive view of your
enterprise in the past, present and the future. This information gives you a sound on which to plan and react to
future personnel changes and requirements.

*Methodology : Plans Versions.- Plan Versions are used to stored different organizational plan scenarios.

Examples of organizational structure scenarios:

 Restructuring
 Downsizing scenario.

Organization and Staffing: Navigation / LAS PPOME

On the left side on the screen is the object manager.

Search Area.- locate objects. ( O, C, S, P, and users).

Selection Area.- select objects.- you can use the search results to select an object to be used in the in the overview
and/or detail area.

The right side of the screen, or the hierarchy frame work.

The Overview Area.- view the organizational unit hierarchy or staffing assignments of an organizational unit.
In the Detail Area.- you can maintain objects and the characteristics using the various tab pages.

Organizational plan are defined in Organizational Management. This can be done in Organizational and Staffing or
the Expert Mode.
The functions in Organization and Staffing let you create organizational units, positions, jobs, and tasks quickly
and easily. You only specify the most important details for these objects. Organizational and Staffing creates the
relation ships automatically.

In Organizational and Staffing you can:

 Maintain the basic data for your organizational plan.

 Maintain the reporting structure (hierarchy of positions) that exists between the positions in your
organizational plan.
 Main cost center assignments.
 Main certain infotypes.

All objects you create in Organizational and Staffing are automatically assigned the status ``active´´ an and object
ID.

Date and Preview Period/Validity Date/PPOME .- Each infotype user a start and end date to identify the validity
of the infotype data.

Validity Dates:

 Enable the definition of the validity of an object or object characteristics.

 Identify changes in your organization while retaining historical date.
 Enables the evaluation of the organizational structure on key dates.

Validity dates determine the existence of en object.

You must assign a validity period to al the infotype records that you create. In this way, you can see all the changes
that accur in your company you receive the dynamic view of your company.

Validity dates enable the user to evaluate certain key data or specific time periods from the past, present or future.
The data is selected according to the designated time period.

*Search Area.- In the search area you can use different search tools to search for different objects in Organizational
Management.

Search your variant as ``favorites´´

Important Icons.

Organizational Units. Date and preview period.

Position. Scroll up in range.
Manager. Scroll up in range.
Person. Column configuration.
Job. Hide detail.
Task. Show Detail.
Undo.
Create object.

*Search Tools in the Search Area.- In the standard system there are three search tools available in the search area.

The following search tools are also available:

 Structure search
 Search using query (free search).

*Selection Area.- the results from search appear here for selection. Double- click the desired object to bring it into
the overview area.

Use your search results to maintain objects or assign to other objects using Drag & Drop.
You can also define which details should be sowed or hidden.

*Overview Area.-You are show an overview, you can display the overview in either list mode or as a tree structure
Double-click to reach further objects characteristics in the detail area . In the overview area you can switch between
the organizational structure and the staffing plan of one organizational unit.

Display organizational units in their tree structure and ```double – click´´ them to bring them into the Detail Area to
maintain them.

Create objects within structure.

View as a list to display staffing assignments to an organizational unit.

You can also define which details should be showed or hidden.

Drag object from the Selection Area to assign new positions, persons or users to a staffing plan.

*Detail Area.- characteristics of the object in the overview area can be maintained here. Use tab strips to identify
and group similar data.

Different attributes, relationships, and characteristics of objects are grouped on differents tab pages in the detail
area. You can maintain them directly where they are use drag & drop to maintain them outside the selection area.

View detail for multiple period data within the editing period.

You can change the data unit you can save or maintain another object.

*Undo.- changes made in the organizational and staffing interface can be undone and restored provided the work
has not yet be saved.

Restore changes by choosing.

Undo changes by choosing.

Icons will be present if functionality is possible.

Undo is not permitted once data is committed to the database.

*Assignment of objects.- relationships generated using drag & drop are created wthin the processing period.
Button used to create a new object.
Assign objects using drag & drop.

*Summary: Building a Organizational Plan.

 Create root organizational plan.

 Create subordinate organizational plan.
 Create jobs.
 Create positions.
 Assign cost centers.
 Assign persons.
 Maintain other object attributes.

These are the steps you would take to create your organizational plan.

*Evaluation Paths.- Evaluations in Organizational Management always need a start object and an evaluation path.
The evaluation path determines which relationships as the system should use to reach a different object.

If you cannot find a suitable evaluation path in the standard system, you can create your own evaluation paths in
Customizing.

*Reporting.- Organizational plans and reporting structures represents only a fraction of the reporting functionality
that is available in Organizational Management.

You will find a various reporting under the Information System Menu in Organizational Management. This menu is
organized according different object types. You will find the organizational plan in the object type organizational
unit. You can access the reporting structure from the object type position. Here, you will also find staff assignments
an the person description.

Note: You can also display reports in Structural Graphics. Structural Graphics also allows you to maintain objects.

*Integration: Personnel Administration and Planning.- If Personnel Administration and Organizational

Management are integrated you can enter the position in the Action infotype (0000). This infotype must be
maintained first. You cannot overwrite the field jobs, organizational units, or cost center. They specify the
relationships with the position.

Default values can be supplied for the personnel area, personnel subarea, business area, employee group and
employee subgroup fields.

UNIT 4 Basics of Personnel of Personnel Administration-Overview.

LESSON: Basics of Personnel of Personnel Administration-Overview.

 Personnel Administration.
 Time Management.
  Reporting and Analysis Tools.

UNIT 5 Personnel Administration.

LESSON: Overview of Personnel Administration.

*Maintaining Infotypes: Overview.- Employee data must be kept current. Data can be displayed, corrected, and
supplemented.

The R/3 Human Resources system stores an employee’s data in info type record .Each info type record has a
validity. This is generally a validity interval or key date.

There are three different ways of processing info type records: single screen maintenance, personnel actions, or fast
entry.

 Single screen maintenance (Individual Info type Maintenance).- You can call individual infotypes to
maintain data for a particular subject or situation. You maintain one info type at a time for a personnel
number.

 Personnal Actions.- If the subject or situation is more complex and you need to maintain more than one
info type, you can use personnel actions. When you perform a personnel actions, the system displays all of
the relevant infotypes for you to maintain , one after the other.

 Fast Entry.- Fast entry enables you to maintain an infotype for more than one personnel number
simultaneously.

Person.- Name, date of birth, marital status (person-related data).

Personnel Assignment.- Shows the details of the global assignment: remuneration, work schedule, country of
global assignment.

Function.- describes the task an employee must perform during the global assignment.

A global employee can complete one or multiple global assignments for his or her global company.

The Concurrent Employment Model in mySAP HR describes the relationships between employee and employer.
The most important concepts in the Management of Global Employees are as follows:

Each employee can have multiple personnel assignments, each or which in a different country.
Each personnel assignment is linked to the person.

The person ID enables you to track the global employee in the whole enterprise for the duration of his or her
assignment.

The person ID is stored in the ``Person ID´´ info type (0709).

The personnel assignment describes the tasks the person has to perform, the country of the global assignment, and
others infotypes, In mySAP HR, a personnel number is therefore assignment to each personnel assignment.
LESSON: Individual Info type Maintenance.

Info type Maintenance.

Initial Entry Screen for Info type Maintenance/PPOME/PA30 .- In the R/3 HR system, infotypes that are most
frequently used are grouped together by subject matter and assignment to static menus. One info type can be
included in more than one menu. Infotypes that are rarely used, on the other hand, might not be included in any
menu at all.

To access a particular menu, click on the tab page.

The green ticks next to the menu list of infotypes indicate that these records already exists for the select personnel
number.

*Search Help (1) (2).- to maintain employee data for individual employee, you must enter the personnel number. If
you do not this number, you can use the search help to find it.

The search help function in the work area enables you to select personnel numbers according to certain criteria such
as last name, first name, birth date, organizational assignment, and so on. To search for a personnel number using
the search help, proceed as follows.

(1)
 Choose one of the search options from the search area.
 You can now further define the type of search you want to use.
 On the next screen, you can restrict the value range of the search.
 The system displays a hit list of all personnel numbers that match the selection criteria you entered in the
selection area. Select the desired data record from the hit list.

(2)

 Position the cursor on the personnel number input field and double-click the arrow symbol or choose F4.
 Now select the type of search help you want to use. You can switch to another type of search help at any
point.
 On the next screen, you can restrict the value range of the search.
 The system displays a list of all the personnel numbers that match your selection criteria. Select the desired
data record from the hit list.

*Info type.- Individual information , such as last name, first name and date of birth, is defined in data fields.

*Subtypes.- Infosubtypes, or subtypes for short, subdivide an infotype’s data records.

*Selection Using Info type Number.- each info type has a numerical key in addition to name key.

*Subtypes.- Subtypes are subtle subdivisions of an info type.

Data records are always stored in the system with a start date and the end date. This enables you to save data for
exact periods.
When you select infotypes, you can specify a selection period in the displayed screen area.

*Time Constrain in HR

Time Constrain 1: This is mandatory information that must be uniquely available at all times.

Time Constrain 2: This is optional information that, if available , must be unique.

Time Constrain 3: This is optional information that, if available , can exist more that once.

When you update an info type, the old data is not lost. Instead, it remains in the system so that you can perform
historical evaluations. Each info type record is stored with the specific validity period. This means that the system
can contains more than once record of the same infoype at a the same time, even if their validity periods coincide.

If you enter and save new information in an info type, the system checks wheather a record already exists for this
info type. If this is the case, the system reacts based on rules or time constraints set up for the particular info type or
subtype.

There are various processing options you can use to maintain master data.

The processing options for infotypes records include:

 Create.
 Edit
 Copy
 Delimit
 Delate
*Generating Histories.- If you create a new record when a previous record already exists, the system reacts in one
of the following ways: it delimits, extends, divides, or deletes the record. The system`s reaction depends on the
time constrain. The time constrain is a characteristic of infotypes an sutypes. In Master Data, we differentiate three
differentiate time constrain (1, 2, and 3).

Infotypes or subtypes with the time constrain 1 must be unique, meaning that only one valid record can exist for
any given period. There can be no gaps between records here. When you add a new record to an info type with time
constrain 1, the system delimits the over lapping info type record on the key date and adds a new record. This
happen with the Basic Pay info type (0008), for example. If you delete a record that must exist all times, the
previous record is automatically extended. There can be no gaps between records here.

Infotypes or subtypes with the time constrain 2 can only have at most one record for a given time period. There
can be no gaps between records. If records overlap, the system adapts the previous record accordingly by deleting,
dividing or delimiting it. An example of an infotyoe with time constrain 2 is the Family Members/Dependents info
type (0021), subtype Spouse (1).

Infotypes or subtypes with the time constrain 3 can have gaps between records or overlapping records. If records
overlap here, the system does not reacts at all. Examples of infotypes with this time constrain are monitoring of
tasks (0019) and objects on Loan (0040).

LESSON: Fast Entry/PA70

*Fast Entry.- Fast Entry enables you to maintain an info type for more than one personnel number on a single
screen. This makes data processing faster and more efficient.

Scenario 1 : Individual employees receive bonuses of differing amounts at different times.

Scenario 2 : All employees of an entire personnel subarea receive that the same bonus on the same date.

LESSON: Run Personnel Actions / PA40.

The most important objective of master data administration in Human Resources is to enter employee-related data
for administrative, time recording and payroll purpose.

Personnel Action: sequence of infotypes to map a personnel actions.

*Hiring Action

When you hire an employee, you must enter data in the following infotypes:

 Actions (0000)
 Personnel Data (0002)
 Organizational Assignment (0001)
 Addresses (0006)
 Planned Working Time (0007)
 Basic Pay (0008)
 Banks Details (0009)
 Absence Quotas (2006)

*Entry Screens for Hiring.

To hire an employee, select the entry screen for personnel actions. Enter employee`s entry date.

With internal number assignment, the system displays the next free number as the personnel number. With external
number assignment, you enter a personnel number that has not yet been used.

On this screen, you can enter the personnel area, employee group, and employee subgroup of the new employee.
You also have the possibility of maintaining these fields in the next screen, the Actions (0000) info type.

*Actions.

The action info type is the first of the personnel actions infotypes. This info type logs the personnel action. You can
also specify a reason for the action. In addition, you can assign a reference personnel number, if the person hired has
more than one type of employment relationships in the company (several personnel numbers). The status indicators
are assigned by the system and cannot be maintained by you.

You can assign the person to be hired to a position in this info type. If you have integrated Personnel Planning and
Development and have stored information on the position or organizational unit, the system suggests default values
for the personnel area (from the organizational unit position), employee group, and employee subgroup (from the
position) fields. Otherwise, you have to enter values manually.
Hint: The Actions info type (0000), is a prerequisite to the Organizational Assignment (0001) info type. You must
save the Action info type. The values stored in this info type are copied to the Organizational Assignment info type.
You cannot maintain the values there (except for the position field).

*Personnel Data:

The Personnel Data (0002) info type stores an employee`s personal details. This includes, for example, the
employee´s name nationality, birth date, and marital status. Depending on the country in which the employee is
employed, the info type uses different screens, which are in part country-specific.

If the employee’s status is given as married in this info type, the system automatically displays a further info type,
namely the Family Members/Dependents info type (0021), in which you can enter details on the employee´s spouse.

If you enter in the Personnel Data info type that the employee has a child, the system automatically displays a
further info type, the Family Members/Dependents info type (0021), in which you can enter details on the employee
´s child.

*Dynamic Actions.

Dynamic Actions are performed automatically by the system, depending on certain conditions.

If maintaining one info type has an effect and another info type, the system automatically displays the second info
type for processing.
Dynamic actions can run in the background meaning that the user does not see the run on the screen.

Examples:

 You create a new record for the Personnel Date info type and fill the No. child field. After you have save
the record, the system automatically displays the Family Members/Dependents info type (0021) info type
and the child subtype (2) for maintenance.

 When you hire an employee, you enter the probationary period in the Contract Element info type. After you
saved this information, the system automatically displays record from the Monitoring of Tasks (0019) info
type and info type Expiry of probation (01) for processing.

*Organizational Assignment.

Once you saved the Personnel Data (0002) info type, the system automatically displays the Organizational
Assignment (0001) info type.

The following fields are already filled by the organizational assignment: company code, personnel area, personnel
subarea, business area, employee group, and employee subgroup. You can enter missing data.

If you did not enter the position in the Actions (0000) info type, you can do so here in the Organizational
Assignment (0001) info type.

The position entered and its existing relationships to a job, organizational unit, and cost center are imported. You
cannot overwrite the job, organizational unit, and cost center fields.

*Addresses.
In the Addresses info type (0006), you can store an employee’s address. An employee’s address is often used
together with the employee’s name from the Personnel Data info type (0002) in various employee lists, from, or for
address labels.

*Planning Working Time.

In the Planning Working Time info type (0007), specify the employee’s work schedule rule. This defines the
employee’s daily, weekly, monthly, and annual working times. In addition, you specify whether the employee’s
time postings have been evaluated and weather the employee’s works part-time.

*Basic Pay.

You store the employee’s basic pay in the Basic Pay info type (0008). This is where you records adjustment to the
employee’s salary.

Default values are specified for pay scale type and pay scale area in the Basic Pay info type (0008). In addition, you
enter the pay scale group and possibly a pay scale level. The system calculates the employee’s salary using the
default values or the values entered by you.

*Bank Details.

In the Bank Details info type (0009), you enter the employee’s bank and account number. The system suggest the
employee as the default value for the payee field.

*Absence Quotas.

You store leave entitlements in the Absence Quotas info type (2006), You also store the deduction from an
deduction to dates here. You can use the default dates suggested by the system.

Hint: Once you save the last info type in a personnel action, the system jumps back to the initial screen of the
personnel action.

**Restarting a Personnel Action.

You can restart an executed personnel action at any time. Select the personnel action that you want to restart on the
Personnel Action screen. In the Actions info type (0000), choose Execute info group. This takes you to the sequence
of the info type assigned to the action, which you can them maintain. You must save each record that you change. If
you do not any changes, you can simply go to the next record without saving.

*Utilities in Master Data Maintenance.

In Master Data Maintenance, the following options are available in the Utilities menu:

 Delete Personnel No. .- This enables you to delete personnel numbers from the system for which payroll
has not yet been performed.
 Change Payroll Status.- This enables you to manually change the Payroll Status info type (0003). In
general, the system always automatically maintains this infoytpe.
 Change entry/leaving date.- this enables you, for instance, to move the start date and end date of all
infotypes in the hiring action simultaneously.
*Additional Actions.

If you need to run more than one personnel action on the same day, you can use the Additional Actions info type
(0302). It enables you to log all of the personnel actions that you perform for one employee on the same day. The
log includes all of the actions types and their actions reasons that you performed for an employee on specific dates.
This means that you can save more than one data record per day for this infotypes.

*Fast Entry Actions./PA40 (for action hiring).

The ``Fast Entry Action´´ transaction draws together important fields of an action on one screen.

In Customizing, you define which fields from which infotypes are displayed on the screen.

UNIT 6 Time Management.

LESSON: Basics.

In this lesson, you will become acquainted with the basis of time management.

*Time Management: Overview.

Working time provisions: attendances/absences, substitutions, etc…

Recording… Valuating… Using Working Times

Self Service / Time Sheet Manage Time Accounts Schedules capacities

Confirm orders

Time administrators Manage Business Events

Time recording terminals Determine incentives wages payroll assign counts

Activity allocation

*Planned Working Time Infotype (0007).

Employee planned working time is assignment in the Personnel Working Time infotype (0007)

Evaluating work performed by employees and determining employee availability are essential elements within an
enterprise for a human resources system. This information is also relevant for other areas, such as controlling and
logistics, and is a factor that influences enterprise-wide decisions.

R/3 Time Management allows you to display and record working times flexibly.

Information in working times is used to calculate gross wages in Payroll.

Several options are available for recording working times, including Time Manager’s Workpalace, a central time
sheet, on lines menus, time recording systems, and Employee Self Service (ESS) applications.
You can manage the accounts (such as leave flextime) manually or automatically.

Working times can be used for activity allocation in Controlling. Cost generating by the working times can be
assigned according to their source in Controlling.

Information from Times Management is used in Logistics to determine emloyee’s availability for capacity
requirements planning.

You can determine work requirements for the enterprise and plan employee shifts.

Work schedule rule / When is the employee scheduled to work ?

Time Management Status / Is the employee included in time evaluation ?

Planned Working Times is defined in a business environment as the daily working period from start to end time,
excluding breaks. By define the planned working time for the employees, you determine how long they must work
in your enterprise on a daily basis.

Information on working time specific to a particular employee is a represented in his or her personnel work
schedule. The personnel work schedule contains the deviations from and exceptions to an employee´s working time
that have been recorded.

Time Infotypes:

Absences (2001)
Attendances (2002)
Time Events (2011) , recibe informes del reloj checador.
Overtime (2005)
Substitutions (2003)
Absence Quotas (2006)
Present Quotas (2007)

*Recording Data in Time Management.

To record employee times inR/3 Tine Management, such as hours worked, business trips, leave, or substitutions,
you can use a variety of systems and methods, such as:

 Online by time administrators.

 Separate time recording system.
 Cross Application Time Sheets (CATS).
 Employee Self-Service (ESS) applications, such as Internet applications, Workflows forms, or touch-screen
system.
*Work Schedule (1)

Time data, such as listed above, is stored in infotypes. A personnel or time administrator records this data in various
ways:

 Time Manager’s Workplace: administer data for a group of employees.

 Maintain individual infotypes: record and change data though infotype screen.
 Fast Entry: enter data for one infotype for multiple employees simultaneously.

*Public Holiday Calendar.

The standard R/3 system already contains public holiday calendars. Regional holidays are included in the public
holiday calendar. You can change existing and define new public holidays in the public holiday. In addition, you
can change existing or define new public holiday calendars. You assign a public holiday calendar to a personnel
subarea.

Public Holidays are taken into account when determining bonuses or calculating leave, for example.

*Work Schedule (2)

An employee’s planned working time is represented in a work schedule. The work schedule is generated from a
period work schedule and a public holiday calendar. The period work schedule comprises a set sequence of daily
work schedules. The daily work schedule contains information on a day’s working time including breaks. The
sequence can reflect regular and variable working times. The period work schedule is applied to the calendar. The
work schedule rule encompasses all the specifications required to define the work schedule.

The work schedule is used as the basis for time data evaluation.

Example:

 The work schedule shows how many hours salaried employees must work to be entitled to their full
salary. Depending on the specifications defined for the individual employee, any additional hours
worked are identified as overtime in Time Evaluation.

 If you only record deviations to the work schedule, planning working time is used as the basis for time
evaluation.

You assign a work schedule to an employee in the planning working time infotype (0007) using work schedule
rules.

*Recording Time Data.

You can use two different methods to record employee time data in the SAP System.

1.- Record only deviations from the work schedule.

In this method, you record time data for employee only when their working time deviate from those assigned in
their work schedules. You can record the latest employee data such as an employee illness, schedule and record
substitutions, and enter and employee’s standard annual leave.

2.- Recording all actual times.

In this method, you record all actual times, that is, all types of occurrences such as the hours an employee actually
worked, absences, and so on.
There are two ways to record actual times.

a) Automatic Recording.

You can record actual times using separate time recording systems.
The data is then uploaded to the R/3 system, where is processed in time evaluation.

b) Manual recording.

You can also record employee’s working times manually using the attendances infotype (0002).

LESSON: Recording Time Data.

*Required Info type for Negative Time Management.

The following master data infotypes are required for negative time management:

 Organizational Assignment (0001)

 Personnel Data (0002)
 Planning Working Time (0007)
 Absences Quotas (2006)

+ changes to planned specifications from the work schedules

Early
Normal
Late

Attendances, such as Substitutions Availability

Seminar. Changes to planned working Addition to planned working

Business Trip. time. time.

Absences, such as

Leave.
Illness

In R/3 Time Management, there are certain master data infotype records for every employee. Time management
data is stored in the same master data records used by other HR areas, such as Payroll or Personnel Planning and
Development.
*Attendances and Absences.

Employee attendances can be business trips, participations in seminars, hours worked, or teaching a training course.
Attendances are entered in the Time Manager’s Workpalace using the relevant time data IDs. The information is
stored in the attendances infotype (2002), which is subdivided into various attendances types (subtypes).

Overtime- that is, the time an employee works over and above the planned working time stipulated in the daily work
schedule – is also entered in the Time Manager’s Workpalace as an attendance. R/3 Time Evaluation calculates
overtime automatically on the basis of the complete actual times.

An employee’s absences may include leave or illness. Absences are calculated on the basis of an employee’s
personnel work schedule. Absences are stored in the Absences infotype (2001), which is subdivided into various
absence types (subtypes).

Attendances and absences can be partial-day, full-day, of for several days.

You determine this in Customizing.

Attendances and absences can be deducted from entitlements, or quotas, as they are known. Examples of this are the
standard annual leave, overtime approvals, or entitlements to further training. Some attendance and absences can
influence an employee’s remigration; others have a purely statistical function.

*Additional Information for Time Data.

Different payment.

Premium.
Pay scale group/level.
Extra pay.

Cost assignment.

2 hours Other cost center

Activity allocation.

Sender: 2 hours Receiver

K1 K2

*Layout and Screen Areas of the TMW.

TMW (Time Manager Workplace).

The Time Data Maintenance and Message Processing tasks are delivered in the Time Manager’s Workplace in
the standard system. The layout of the screen areas for the Time Data Maintenance task is displayed in the slide
above. The layout is similar for the Message Processing task.
The Calendar is used to select the time period for which time data is to be entered.

The Employee List contains the employees assigned to the time administrator.
Time administrators can select the employee or employees from this list for the whom they want to enter or change
time data.

They can display additional information for any selected employee in the Info Area (such as details on master data
or time accounts).

In the Recording Time Data screen area, you enter and maintain time data using intuitive time data IDs (such as ``I
´´ for illness or ``L´´ for leave).

Any additional specification for the time data can be entered in Details Area (such as activity allocation
specifications for an attendance), if required.
Information in time data recorded is also visible in the Details area ( person who entered the data, date on which
data was entered, and so on).

The Massages area contains any massages or confirmations on time data entered by time administrators. These
massages can be informational, warnings, or error massages.

*Recording Time Data.

The Time Manager’s Workplace is a task-oriented interface for maintaining time data end processing evaluation
massages. This interface is specifically designed to meet the needs of time administrators in decentralized
departments.

The screens and functions displayed in the Time Manager’s Workplace can be adjusted for your time administrators
by using profiles to meet their task-specific requirements. The Time Manager’s Workplace is always called using a
profile that determines:

 Which employee selections is called.

 Which fields, columns, layout, views and functions are used.

*Calendar Views in the TMW.

The day, week, month and year calendars are available here.

*Personalized Time Data IDs.

The time data itself is stored in the relevant time management infotypes.

Time data entered in the TMW using time data IDs can also be processed in the Time Data Maintenance
transaction and vice-versa.

*Absences Type: Illness.

This information is stored in the absences info type (2001) as subtype illness.

Absence hours and absence days are calculated on the basis of the employee’s personnel work schedule.
The calendar days are the number of the days between the start and end date in the leave record, including non-
working days.

*Absences Type: Leave.

This information is stored in the absences info type (2001) as subtype illness.

Hint: You can only save this absence type is there is sufficient quota available. You can determine leave
entitlement for all employees at once using the report RPTQTA00 (Generating Absence Quotas).

*Collision Checks: Examples.

When the recording time data, data records frequently overlap one another. These overlappings are called collisions
in the SAP system.

Collision checks prevent data records that conflict with one another from co-existing in the system.

When the collisions occur, the system reacts by issuing a warning or error messages, or by delimits the old record.

Hint: You can define collisions for all time management infotypes in Customizing.

*Quota Overview./Contingencias.

Standard annual leave.

Time off from overtime.
Entitlement to further training.

An absence quota is an employee’s time-limited entitlement to an absence. Similarly, an attendance quota is an

employee’s time-limited entitlement to an attendance.

The quota overview provides:

 A clear overview of an employee’s current absence entitlement.

 Detailed information about automatically generated quota entitlement.
 The options of correcting quota entitlements manually.
 Ability to print an overview of the projected quota entitlement.

LESSON: Evaluation Time Data.

*Required Info type for Positive Time Management.

The following master data infotypes are required for positive time management:

 Organizational Assignment (0001)

 Personnel Data (0002)
 Planning Working Time (0007)
 Time recording information (0050):
This info type is used in R/3 Time Evaluation. It can contain interface data on the subsystem and additional data on
the employee that is relevant for the time evaluation.

 Absences Quotas (2006)

In the SAP HR system, the term ``time evaluation´´ is used to describe the evaluation of employee’s attendances
and absences using report.

Employee’s use these system to record the start and end times (actual working times) electronically using a time
recording ID card.

*Using time Recording System.

The most common way for employees to enter their own working times is by using time recording system.

Time recording systems enable you to record attendance times automatically.

Employees post at time recording system when they:

 Arrive at work
 Have a break
 Work off-site
 Leave work

Tie administrators can display, and if necessary change, the recorded time data or maintain using the Time
Manager’s Workplace of the Time Events info type (2011).

*Time Evaluation Driver (RPTIME00) / Plan de Evaluación de Tiempos.

Time Evaluation is performed by Time Evaluation Driver (RPTIME00). It evaluates employee’s time data that has
been recorded either at the time recording terminals or in the time management infotypes.

Nota: Evalua diferencias en tiempò, aquí se configuran tolerancias de tiempo y se acepta retroactividad y genera si
hubiera errores o warnings.

* Principle of Time Evaluations.

The Time Evaluation Driver (RPTIME00) compares the recorded actual times (in this case, times events P10 and
P20) with the planned specifications from the Planning Working Time infotype (0007).

Actual:

P10/clock-in 07:30
P20/clock-out 17:05

RPTIME00: / Time Evaluation

Planned : 7 hours 30 minutes
Actual : 7 hours 35 minutes 5 minutes of overtime

Planning Working Time Infotype: / Planned

Status: 1
WS rule Norm
7.5 hour / day

In example shown above, this results in overtime of 5 minutes.

5 minutes of overtime determined by RPTIME00

1.- Deduct from quota

Info type: Attendance quotas

Subtype: Approved overtime - 5 minutes

2.- Post Overtime

Time off from overtime account + 5 minutes exam. / brazil

Processing Massages in the TMW.

The overtime determined by the time evaluation driver has to be processed accordingly in the system.

The system must first decide weather the overtime is approved.

An improved message processing function is integrated in The Time Manager’s Workplace. The same interface
used for maintaining time data is also used for processing time evaluation data.

Nota: despliega los errores o diferencia de tiempos.

*Form Layout.

You can use the time statement to create an employee-related overview of the time evaluation results.

You can also use the time statement to inform employees of their current balance, time credits, daily attendance
times, and so on.

You can provide employees with this information in a printer form, or using the internet/intranet applications.

You can use the Form Editor as a tool to adapt the requirements of company specify time accounts.
LESSON: Shift Planning. / Planeación de Tiempos

By using the Shift Planning Component, you can distribute the human resources of your enterprise appropriately
and efficiently.

It helps you to assign shifts times, shift location, personnel selection, and number of required employees to one
another so that optimal personnel capacity is achieved.

*Shifts.

All times management data is represented in the shift plan in the form of shift abbreviations. Changes made to the
shift plan are then transferred to R/3 Time Management.

A shift describes a period of working time with an identifying shift abbreviation and a corresponding a name.

You can define shifts that contain their own periods of working time. You can also assign daily work schedules to
the shifts which are available as a result of the integration of all Time Management components.

*Shifts and Shifts Groups.

SHIFTS GROUP INFOTYPE (1039) :

FL = FLEXTIME
VA = LEAVE
BT = BUSINESS TRIP
OC = ON CALL DUTY
INDIVIDUAL TIMES

Data from the personnel work schedule is used as the basis for shift planning, as well the shift group of each
organizational unit.

Shifts can be grouped together into shift groups. Shifts groups can then be assigned to entry objects types, such as
department or a work center. When planning shift in R/3 Shift Planning, the shifts are determined by the shift group
assigned to the current entry object type are activated.

Nota.: Puedes crear agrupaciones y/o unidades organizativas

*Requirements Definition.

Requirements can be defined for the various day types (workdays, public holidays, weekends, and so on) for
individual organizational units or work center.

Requirements can include and defines the following elements.

  Time information
Shift abbreviations
Time Intervals
Grid

 Number of employees
 Jobs
 Additional qualifications
 Comments
 Validity period

*Changing the shift Planning.

The color layout gives you an overview of the availabilities and requirements within planning period.

The screen that appears when you call up the target plan displays a calendar in which a list of selected employees is
displayed, along with their personnel work schedule.

You can copy the target plan of one employee to another employee.

You can use the Dag & Drop function to assign shifts to personnel requirements.

There is automatic matchup and assignment to personnel requirements, if shifts or working times are charger.

Nota: esta opción generalmente la ocupan las áreas de producción o mantenimiento.

*Edit Target Plan: Day View.

In additional to the calendar view, there is a day view available for assigning requirements and employees,
especially for partial day shifts and partial day working times. By using the day view, you can easily schedule
requirements that last whole days or just partial days, as well as schedule any specific day individually in the shift
plan. Furthermore, you can display and edit partial-day absences and attendances.

*Automatic Proposal Determination.

You can use assignment options to specify which changes can be made a working times or requirements times in
automatic proposal determination in order to assign an employee to a requirement.

By settings priorities for suitability criteria, you specify how the systems select employees for automatic proposal
determination.

Automatic proposal determination is based on an assignment strategy, in which you define the criteria (working
time, requirement interval, employee selection) to be used to assign employees to personnel requirements.

You can either use the standard SAP strategy, or define your own, user-specific strategy in Customizing. You can
also define one of the various strategies as a default strategy.
*Completing Target Plan and Editing Actual Plan.

You can edit and save the target plan as often as you like. When you save a target plan, only the most current
version is saved, and this data is transferred a Time Management. You complete the target plan when no further
changes to the plan are necessary and you want to archive it.

Modify the actual shifts that are worked in corresponding fields in the actual plan that contain the target shifts.