hr311-timeevaluationwithoutclocktimesinstructor

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HR311

Time Evaluation Without Clock

Times

mySAP Human Resources

Date Training Center Instructors Education Website

Instructor Handbook

Course Version: 2003 Q3 Course Duration: 5 Day(s) Material Number: 50064150 Owner: Thomas Schira (D021303)

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About This Handbook

This handbook is intended to complement the instructor-led presentation of this course, and serve as a source of reference. It is not suitable for self-study.

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Course Overview

In this course, you learn about the time evaluation process and how it is incorporated in human resources business processes. The focus is on time and labor data that was recorded as a number of hours, without clock times. You learn how you can customize time evaluation to suit your requirements.

Target Audience

This course is intended for the following audiences:

• Members of a project team who are implementing R/3 Time Evaluation • SAP consultants and SAP partners who work with R/3 Time Management

Course Prerequisites

Required Knowledge

• HR306 (Configuration of Time Recording) is a prerequisite.

Recommended Knowledge

• HR100 (Basics of Personnel Administration) and HR305 (Configuration of Master Data) are recommended

Course Duration Details

Unit 1:

Time Evaluation with SAP R/3

Business Overview of Time Evaluation 30 Minutes Prerequisites for Evaluating Time Data 60 Minutes

Exercise 1: Basics and Prerequisites for Time

Evaluation 30 Minutes

Concept of the Time Evaluation Driver RPTIME00 75 Minutes Exercise 2: Running Time Evaluation 30 Minutes

Unit 2: Time Evaluation Messages

Time Evaluation Messages 60 Minutes

Exercise 3: Message Processing in the Time

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Customizing Time Evaluation 60 Minutes Exercise 4: Introduction to the Tools Used for

Customizing Time Evaluation 15 Minutes

Data Collection in Time Evaluation 105 Minutes

Exercise 5: Providing Time Data 30 Minutes

Operations as Tools of Time Evaluation 30 Minutes Creating a Personnel Calculation Rule 45 Minutes

Exercise 6: Providing Information from an

Employee’s Master Data and from Customizing

Tables 15 Minutes

Unit 4: Personnel Calculation Schema TM04

Structure of the TM04 Schema 30 Minutes

Providing and Checking Time Data 120 Minutes

Exercise 7: Accruing a Time-Off Account 60 Minutes

Determining Planned Working Times 45 Minutes

Determining Overtime 120 Minutes

Exercise 8: Determining Overtime 45 Minutes

Selecting Time Wage Types 120 Minutes

Exercise 9: Handling Special Times 60 Minutes

Compensating Overtime Wage Types 45 Minutes

Managing Time Accounts 135 Minutes

Exercise 10: Managing Time Accounts 45 Minutes

Accruing Absence Quotas 195 Minutes

Exercise 11: Automatic Accrual of a Time-Off

Account 60 Minutes

Unit 5: Time Evaluation With Clock Times

Using Time Recording Systems 30 Minutes

Processing Time Postings in SAP R/3 80 Minutes Exercise 12: Processing Data from Time Recording

Systems 60 Minutes

Time Evaluation With Clock Times 75 Minutes

Exercise 13: Evaluating Time Data Using Personnel

Calculation Schema TM00 45 Minutes

Unit 6: Using the Results of Time Evaluation

Integration with Payroll 45 Minutes

Time Statement 60 Minutes

Exercise 14: Customizing a Time Statement Form 30 Minutes

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Course Goals

This course will prepare you to:

• Describe Time Evaluation and its role in the business processes of human resources

• Customize time evaluation to suit your own requirements

Course Objectives

After completing this course, you will be able to:

• Describe the data flow within the time evaluation process • Explain the technical flow of time evaluation

• Modify the standard time evaluation schema

• Modify standard personnel calculation rules and create new ones • Customize tables

SAP Software Component Information

The information in this course pertains to the following SAP Software Components and releases:

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Instructor Profile

Level of Knowledge Required

• You should have a sound knowledge of Time Management and Master Data. The focus within Time Management is time evaluation (the topics in this course).

• You should be familiar with the functions of the Time Manager’s Workplace (TMW).

• You should be familiar with time evaluation’s Customizing tools (personnel calculation schemas and their editors in particular).

• You should understand the interaction between Time Management and Payroll. You should know how data from time recording is imported to time evaluation and Payroll and how it is processed.

• A general overview of the options for integrating Time Management and Cost Accounting (activity allocation and cost assignment) and an overview of the link to time recording systems is desirable.

Knowledge of Shift Planning is not required, but is desirable.

Courses Recommended as Preparation

Necessary: HR100, HR305, HR306, HR310/HR311

Online Help Recommended as Preparation

IMG documentation on Personnel Time Management, in particular the section on time evaluation; SAP Library for Time Management

Hints on Preparing This Course

You should be very familiar with the following areas: • The course materials and the topics treated in them • The content of personnel calculation schema TM04 • The relevant IMG steps

• How to carry out the exercises and solutions

• The groupings in Time Management, since these are of central importance.

Training system: Transport from ID3 Data Required

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IDES data and additional training data:

• ## stands for group numbers 00 to 30. You can use group number 00 for demonstrations. Group numbers 01 - 30 are for the course participants. • Time Management elements from the IMG (work schedules, subtypes

and so on) that you display or use to copy are grouped with country grouping 10. The only exception is the personnel subarea grouping for time

recording, which uses grouping 01.

Hint: As of Release 4.0, users are advised to maintain leave in the

Absence Quotas infotype (2006).

Customers who have already implemented leave in the old form (in the Leave Entitlement infotype (0005)) can convert to the new form of maintaining leave.

A conversion report, RPTLEACONV, is available as of Release 4.6C to convert the leave entitlement in the Leave Entitlement infotype (0005) to absence quotas in the Absence Quotas infotype (2006). The report was also delivered via an HR Support Package for Releases 4.5B and 4.6B.

The Leave Entitlement infotype (0005) will not be developed further. Users can, however, continue using the functions.

Additional data (non-IDES):

None. Only IDES data or data from the standard system is used.

User ID and Passwords for Course Participants

• A user, HR311-99, has been set up with the initial password INITPASS. Use the ZUSR transaction to copy the HR311-99 user to the HR311-## users. You should reserve the HR311-00 user for your own use.

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Preparation in the System

• The training system is a transport from the IDES system.

• The sample solutions for the exercises exist in the system for group number 00.

• The Customizing steps relevant for this course can be accessed in the SAP Reference IMG or in the project IMG for the HR310_311 project.

• Do not switch off the table lock (ENQUEUE OFF) until the Customizing

Time Evaluation lesson. Otherwise, no quotas can be generated

automatically in the exercise for hiring an employee.

The table lock is used to enable the participants to work in the IMG views simultaneously in the exercises.

• Time Manager’s Workplace

– The HR311 employee selection has been set up for the HR311-00 user.

– The HR311 employee selection contains all personnel numbers created by the participants in the exercises and the sample personnel numbers 31101100 (Mary Miller) und 31101200 (Walter Simon). You can use these personnel numbers for demo purposes during the course.

The HR311 employee selection is also accessible to all course participants; this gives them a realistic view of the time data of a group of employees. You should, however, instruct the participants to change data only for their own personnel numbers.

• The Concurrent Employment development is integrated in the training systems. There is a new time evaluation report for Concurrent

Employment, RPTIME01. The RPTIME00 report will not run if Concurrent Employment is activated in the T77S0 table.

You should therefore check that the switch is deactivated before the start of the course.

Data Used in the Exercises

Personnel area 3300 Employee

subgroup

U1 – Hourly rate/wage U3 – Pay-scale salary

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Work schedule rule

Norm, time data ID NO

Absences 0200 – Illness; time data ID ILL

9000 – Quota deduction, time data ID QD Attendance 0425 – Instructor duty; time data ID INST 0800 – Attendance hours; time data ID AH Attendance

approval

01 – Approved overtime; time data ID AQ Wage type MQ10 – Overtime bonus 10%

Parameters for the Time Manager’s Workplace

Without time events and clock times

Profile: Z_HR311_TIME_ADMIN_1 Definition set: SET_HR311

Subset of the definition set: 002

With time events and clock times

Profile: Z_HR311_TIME_ADMIN_2 Definition set: SET_HR311

Subset of the definition set: 001

Course Structure and Flow

Most lessons relate to the IMG, however they do not always follow the exact sequence of the IMG.

There is a business scenario for all lessons. It aims to aid participants in understanding the complex technical operations. You should use the business scenarios and further explanations to explain to the participants why they must carry out the Customizing settings.

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The course starts with an explanation of the general business scenario. In the lessons that follow, the participants are introduced to the concepts behind time evaluation and the required Customizing settings. Many of the points are practiced or developed further in the exercises. On the practical side, the exercises are tested using the example employees.

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Unit 1

1

Time Evaluation with SAP R/3

In this unit, you give the participants an overview of the time evaluation issues and the technical structure.

Unit Overview

In this unit, you learn the business and technical basics you require to use time evaluation.

Unit Objectives

After completing this unit, you will be able to: • Describe time evaluation and its different uses

• Describe how time evaluation is integrated in human resources business processes

• Explain the difference between time recording with and without clock times and the two philosophies of time recording

• List the employee master data you require for time evaluation • Illustrate the SAP R/3 technique for determining a workday • Explain the significance of the time management status for time

evaluation

• Run time evaluation

• Name the periods over which time and labor data can be evaluated • Describe the data required by time evaluation as input

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Unit Contents

Lesson: Business Overview of Time Evaluation ... 3

Lesson: Prerequisites for Evaluating Time Data... 12

Exercise 1: Basics and Prerequisites for Time Evaluation ... 23

Lesson: Concept of the Time Evaluation Driver RPTIME00 ... 30

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Lesson:

2

Business Overview of Time Evaluation

Lesson Duration: 30 Minutes

Lesson Overview

In this lesson, you learn how time evaluation is integrated into human resources business processes.

Lesson Objectives

After completing this lesson, you will be able to: • Describe time evaluation and its different uses

Include participants’ experiences in your presentation. At the end of the lesson, discuss for each slide which business requirements individual participants have in their organizations.

Business Example

You want to use time evaluation to form wage types to calculate the gross wage and manage time accounts such as annual working time accounts. You want to use the results to collate statistics to give detailed information about how your workforce is being deployed.

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Business Overview of Time Evaluation

Figure 1: Recording and Evaluating Time Data

Illustrate how time evaluation is integrated into human resources business processes. Highlight the advantages of using time evaluation in a company. Explain that, without time evaluation, only restricted time accounts and time wage types are possible and that no messages can be created.

With SAP Time Management, you can use various systems and methods for recording time and labor data, such as working times, business trips, leave, or substitutions:

• Online entry by the time administrator • Using front-end time recording systems

• Using the SAP Cross-Application Time Sheet (CATS)

• Using self-service applications such as Web applications or touch-screen systems

The main objective of time evaluation is to check and classify the recorded time and labor data and to valuate it automatically. It focuses on the checking

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formation of wage types for determining gross wages in Payroll. Messages concerning any special situations that may have occurred, such as missing attendance times, inform time administrators that postprocessing is required.

Figure 2: Roles for the Time Evaluation Environment

Explain the roles that are relevant to the time evaluation environment and how they are involved in the various business processes. Clarify the terms by asking the participants which employees carry out the specified roles in their company and which function the employees have in the company.

The following roles are relevant for time evaluation where time management is organized in the individual departments of a company:

Time Management Specialist (Role

SAP_HR_PT_TIME-MGMT-SPECIALIST): The Time Management Specialist is responsible for ensuring that the time management system runs smoothly. He or she has in-depth knowledge of the technical side of the SAP system. His or her duties include making periodically recurring settings, maintaining interfaces to other systems and SAP applications, and supplementing HR-specific Customizing, as required.

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Time Administrator (Role SAP_HR_PT_TIME-ADMINISTRATOR): In the

time evaluation environment, Time Administrators process the messages issued during time evaluation. They check that working time regulations are adhered to and they create reports, to inform their superiors or to supply information on the status of time-off accounts, for example.

Time Supervisor (Role SAP_HR_PT_TIME-SUPERVISOR): The Time

Supervisor is responsible for the time and labor data of the employees assigned

to him or her. In the time evaluation environment, the Time Supervisor regularly monitors the amount of overtime worked in the department, creates reports, and checks employees’ time accounts.

Employee (Composite role SAP_WP_EMPLOYEE): Employees use Employee

Self-Service applications and MiniApps to check the current status of their time accounts or to display the time statement, for example.

Figure 3: Business Transactions Using Time Evaluation

When new employees are hired, they are assigned a work schedule. The work schedule depicts the working times.

Employees record their attendance times using self-service applications, such as time recording terminals or an intranet application.

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Time evaluation in the SAP System evaluates employees’ time data

overnight. It compares employees’ times to internal company policy and legal regulations. The SAP System manages time accounts, determines approved overtime, accrues absence entitlements, and forms wage types and bonus wage types. It generates messages to document special situations that occur during the evaluation.

The next morning, time administrators follow up any messages using the message processing function in the Time Manager’s Workplace. They grant subsequent approval for overtime or enter any missing time postings. At the end of the month, employees receive a statement detailing their time accounts, or they use Web applications to check their account balances. The results of time evaluation form the basis for gross payroll, and are used to form statistics and monitor data.

Figure 4: In Which Format Should Times Be Recorded?

Emphasize that the form of time recording only affects the type of time evaluation to a certain extent: time evaluation without clock times, for example, does not mean that you cannot record times using clock times. However, time evaluation using clock times does require employees’ actual times to be recorded with clock times.

Time evaluation can use either the actual length of time worked (for example, 8.1166 hours) or the clock-in and clock-out times (for example, 07:55 to 17:02).

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If you implement time evaluation based on clock times, you can also perform the following business tasks:

• You can check working time provisions that determine, for example, which start and end times and break times employees must abide by. • You can issue and evaluate overtime approvals that relate to specific

times of day.

Time Evaluation provides several standard processing methods, each responding to specific business requirements.

Figure 5: Which Times Should Be Recorded?

Describe the different time recording philosophies (recording all times, recording only the deviations from the work schedule) using typical examples (hourly-wage earners, salaried employees with flextimes, working time models based on trust). Point out that the various customizing options for time evaluation allow a mixture of forms, meaning that customers are not bound to one particular philosophy.

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There are two different philosophies of time data recording: • Recording all times

If you use this method, all employees’ working times and absence times are recorded.

• Recording only work schedule deviations

If you use this method, only times that represent an exception to an employee’s work schedule are recorded, such as absence due to illness, changes to planned specifications (for example, attendance at a training class), or leave.

The different methods affect which functions time evaluation performs. For example, you can set up complex regulations for overtime only if you record all times.

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Facilitated Discussion

Using Time Evaluation in Your Enterprise

Discussion Questions

Use the following questions to engage the participants in the discussion.Feel free to use your own additional questions.

You have now heard our presentation of the human resources business processes concerning time evaluation. How can this model be applied to your specific situation at your company?

You have also learned about our models for time recording. Can you transfer these models to your company’s situation?

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Lesson Summary

You should now be able to:

• Describe time evaluation and its different uses

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Lesson:

9

Prerequisites for Evaluating Time Data

Lesson Overview

In this lesson, you learn about the prerequisites in time data recording and administration that have to be met before you can run time evaluation for an employee.

Lesson Objectives

After completing this lesson, you will be able to:

evaluation

This lesson describes the basics (mini-master, time infotypes, concept of the work schedule). Even if the information is largely a revision of HR306, it is a necessary base for the rest of the course.

Business Example

In your enterprise, you have employees for whom all attendance times are recorded and employees for whom only the deviations from the work schedule are recorded. You want to run time evaluation for all employees.

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Prerequisites for Evaluating Time Data

Figure 6: Time Evaluation in the SAP System

Emphasize that uploading time events from time recording systems is an optional step in the process.

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Figure 7: Overview of the Master Data Infotypes

Explain that a (time recording) mini-master has to be created for each employee for the employee to be able to take part in time evaluation. Demonstrate the Planned Working Time infotype for an employee in the system.

The following master data infotypes must be maintained if you work with time evaluation:

• Organizational Assignment (0001)

• Personal Data (0002)

• Planned Working Time (0007)

The following master data infotypes are optional: • Basic Pay (0008)

• Date Specifications (0041)

Employees’ leave entitlement is managed in the Absence Quotas infotype (2006). The Time Recording Information infotype (0050) is mandatory if you:

• Use a time recording system

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Figure 8: Planned Working Time Infotype (0007)

Explain the fundamental meaning of the Planned Working Time infotype (0007). If required, explain the concept of the working week.

The Planned Working Time infotype (0007) defines employees’ planned working time.

The work schedule rule describes the relationship to the work schedule. In turn, working times and breaks are defined in the work schedule.

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Figure 9: What the Time Management Status Signifies

Explain the relationship of the Time Management status to the time evaluation philosphies. Explain the meaning of integration with Payroll. If possible, do not mention the Time Management status 8 – External Services. If customers ask about it, give a short explanation of the function of the interface. Make it clear that it is not a purely time evaluation functionality and therefore is not in the scope of the course. If customers are interested, they can find information in the IMG documentation and the SAP Library.

The Time Management status in the Planned Working Time infotype (0007) has a fundamental significance for time evaluation: It determines whether and how an employee is processed in time evaluation.

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Time Management status: • 0 = No time evaluation

The employee’s time data is not processed by time evaluation. The time wage types are formed by Payroll.

• 1 = Evaluation of actual times

All of the employee’s times are recorded. • 2 = PDC time evaluation

All of the employee’s times are recorded. • 7 = Time evaluation without Payroll integration

Time evaluation is run to administrate special time accounts, for example, to accrue absence quotas. When time data is processed in Payroll, the employee is treated as if he or she had the Time Management status 0. The time wage types are formed by Payroll.

• 9 = Evaluation of planned times

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Figure 10: Work Schedule

The participants should already be familiar with the concept of the work schedule from HR306. Go over the concept again if necessary. In particular, go over the information from the daily work schedule again.

Employees’ planned working time is described in a work schedule. The work schedule is created from a period work schedule and a public holiday calendar, for individual months.

The period work schedule is made up of a fixed sequence of daily work schedules that repeats in a specific pattern. The work schedule takes account of the public holiday calendar.

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

Examples:

The work schedule shows how many hours salaried employees have to work to be entitled to a full salary. Hours over and above this can be flagged as overtime in time evaluation, according to individual specifications.

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

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Figure 11: What is a Workday?

Explain the term "day type." Note that you can identify a non-working day by the fact that the related daily work schedule contains zero planned working hours.

There are two factors that determine whether an employee has to work on a certain day:

1. Non-calendar-dependent

The daily work schedule assigned to the employee on the day being evaluated determines whether the employee has to work on that day. Days that are assigned a daily work schedule with zero planned working hours are classified as days off.

2. Calendar-dependent

Days with more than zero planned hours can also be days off (for example, public holidays). This is determined by the day type. For more information, see the Implementation Guide for Personnel Time

Management and choose:

• Work Schedules→Define Public Holiday Classes

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Figure 12: Overview of Time Management Infotypes

Explain the different categories of time infotypes. Point out that the Overtime infotype (2005) should no longer be used if possible. The full functionality of the infotype is now available in the Attendances infotype (2002).

You can use the Substitutions infotype (2003) to overwrite the planned specifications in an employee’s personal work schedule. The personal work schedule specifies the working times of individual employees. Planned specifications are not overwritten for a position substitution and a time

substitution in another position.

For more information about the time management infotypes, see the SAP Library and choose: Human Resources→Personnel Time Management→Time Data Recording and Administration→Time Management Infotypes.

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Figure 13: Absences and Attendances: Clock Times or Hours?

Explain how the decision as to whether time evaluation is performed with or without clock times is made using feature HRSIF. Point out that SAP R/3 does not generate clock times when you enter full-day attendances or absences. You can use the HRSIF feature to determine whether time data can be recorded without clock times, or whether clock times are generated on the basis of the employee’s personal work schedule for attendances or absences lasting less than one day.

For more information, see the Implementation Guide for Personnel Time

Management and choose Time Data Recording and Administration→Permit Att./Absences to be Recorded Without Clock Times.

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Facilitated Discussion

What the Time Management Status Signifies

Discussion Questions

Use the following questions to engage the participants in the discussion.Feel free to use your own additional questions.

• Which groups of employees (such as salaried employees, hourly-wage earners) can be attributed the various Time Management statuses? • Which Time Management statuses do you have in your enterprise? • What are the business processes behind them?

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17

Exercise 1: Basics and Prerequisites for

Time Evaluation

Exercise Duration: 30 Minutes

Exercise Objectives

After completing this exercise, you will be able to:

• Hire an employee, whose time and labor data is valuated using time evaluation

• Determine whether an employee has to work on a particular day

Business Example

You enter master data and time data for an employee. You want to know whether and, if so, when the employee has to work on a particular day.

Task 1: Hiring an Employee

Hire an employee and record initial time data for him or her.

1. Use the personnel action type Time recording (mini-master) to create personnel number 311101## (## = your group number) for January 1, 20yy (yy = previous year):

Entry date 01/01/20yy

Personnel area 3300

Employee group 1

Employee subgroup U3 (pay-scale salary)

Work schedule rule NORM

Time Management status 1

Working week 01 Working week Monday

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Subsystem grouping 001

Grpg. att./absences 001

Grouping for employee expenditures

001

Assign the employee to the default position in the Organizational

Assignment infotype (0001).

This employee participates in time evaluation, and should be assigned the Time Management status 1 (time evaluation of actual times). The time recording ID number in the Time Recording Information infotype (0050) is the same as the personnel number.

2. Your employee is ill from January 1 through January 6. Record this absence in the system.

To do so, use the Time Manager’s Workplace. Access the Time Manager’s

Workplace using the profile Z_HR311_TIME_ADM_1. For the time data

IDs, use the definition set SET_HR311 with the definition subset 002.

Task 2:

Getting Information About an Employee’s Planned Working Time 1. Is January 1 a workday for your employee?

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Solution 1: Basics and Prerequisites for

Time Evaluation

Task 1: Hiring an Employee

Hire an employee and record initial time data for him or her.

1. Use the personnel action type Time recording (mini-master) to create personnel number 311101## (## = your group number) for January 1, 20yy (yy = previous year):

Entry date 01/01/20yy

Personnel area 3300

Employee group 1

Employee subgroup U3 (pay-scale salary)

Work schedule rule NORM

Time Management status 1

Working week 01 Working week Monday

Time event type grouping 01

Subsystem grouping 001

Grpg. att./absences 001

Grouping for employee expenditures

001

Assign the employee to the default position in the Organizational

Assignment infotype (0001).

This employee participates in time evaluation, and should be assigned the Time Management status 1 (time evaluation of actual times). The time recording ID number in the Time Recording Information infotype (0050) is the same as the personnel number.

a) Hire the employee: Choose in the menu Human Resources→

Personnel Management→Administration→HR Master Data→ Personnel Actions.

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Select the Time Recording (Mini-Master) line and enter the following data:

Personnel number 311101##

From 01/01/20yy (yy = previous year)

Personnel area 3300

Employee group 1

Employee subgroup U3 (pay-scale salary) Choose Execute.

c) Create the Personal Data infotype (0002).

Enter the first and last name of your choice, birth date, and social security number. Save the data.

d) Create the Organizational Assignment infotype (0001). • Enter personnel subarea 0001.

You want to hire the employee without assigning him or her to a particular position, so do not enter a position.

• Save your data.

The Organizational Assignment screen appears. • Select the No assignment radio button.

• Choose Continue.

Your infotype 0001 will now be saved with the default position number (9999999).

e) Create the Planned Working Time infotype (0007). • Accept the default work schedule rule NORM.

• Select Time Management status 1 - Time Evaluation of

Actual Times.

• Choose Working week Monday. • Save your data.

f) Create the Time Recording Information infotype (0050).

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• Accept the defaults for the time event type group, subsystem

grouping, grpg. att./absence, and grouping for EE exp.

• Save your data.

g) Skip the Absence Quotas infotype (2006) by choosing Cancel.

We will assign quotas dynamically later in the course.

2. Your employee is ill from January 1 through January 6. Record this absence in the system.

To do so, use the Time Manager’s Workplace. Access the Time Manager’s

Workplace using the profile Z_HR311_TIME_ADM_1. For the time data

IDs, use the definition set SET_HR311 with the definition subset 002. a) In the menu, choose Human Resources→Time Management→

Administration→Time Manager’s Workplace..

Hint: Before using the Time Manager’s Workplace, you must

choose a profile, a definition set, and a subset.

Choose the profile Z_HR311_TIME_ADM_1, the definition set SET_HR311, and the definition subset 002.

b) Choose Execute.

c) To record time data for your employee, double-click on the name in the list.

d) In the calendar area in the upper left-hand screen area, select the first week of January 20yy. This may include the last few days of December.

e) The abbreviation for the employee’s work schedule (NO) is displayed in the ID column in the Time Data tab page.

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Task 2:

Getting Information About an Employee’s Planned Working Time 1. Is January 1 a workday for your employee?

a) In the menu, choose Human Resources→Time Management→ Administration→Information System→Report Selection→Work Schedule→Personal Work Schedule.

b) Select the Other Period radio button and enter 01/01/20yy. c) Enter the personnel number 311101##.

d) Choose Execute.

January 1 has the day type 1 – Off/paid.The employee does not have to work on this day.

e) Alternative solution:

In the Time Manager’s Workplace, information on employees’ planned working times is displayed for you when you administrate time and labor data.

• To do so, select the required day in the Time Data area and expand the day. Double-click on the time data ID NO. The Detail area opens.

• The Detail screen area displays detailed information about the work schedule assigned to the employee. You can display additional information, such as details of the personal work schedule and times stored in the work schedule, by choosing the various tab pages.

• Choose the Personal Work Schedule tab. January 1 has the day type 1 – Off/paid. The employee does not have to work on this day.

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Lesson Summary

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Lesson:

24

Concept of the Time Evaluation Driver RPTIME00

Lesson Overview

This lesson gives you an overview of how the time evaluation driver RPTIME00 works, how it ensures that time and labor data is evaluated without gaps, and how the data is saved.

Lesson Objectives

After completing this lesson, you will be able to: • Run time evaluation

• Find out about the results of time evaluation

This lesson explains the concept of the time evaluation driver RPTIME00 and how it works. The lesson is central to the understanding of time evaluation and learning how to execute it.

Business Example

You have run time evaluation for an employee. You receive a message during time evaluation that you cannot explain. You therefore want to analyze the time evaluation run, correct the error, and run time evaluation again.

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Concept of the Time Evaluation Driver RPTIME00

Figure 14: Evaluating Time Data

Explain that time evaluation consists of particular processing steps that are run in a fixed sequence. The individual processing steps are explained in detail later in the course.

Time data is evaluated in several processing steps, which are carried out in a fixed sequence. You determine the sequence and the individual processing steps in an evaluation schema in Customizing.

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Figure 15: Time Evaluation Driver RPTIME00

First explain how time evaluation is carried out and for whom.

Time evaluation is generally run once daily (during the night as a background job) for a large number of employees. The results of that day are then available the next morning.

Time evaluation can also be run for individual employees for a given period, for example, for test purposes.

Mention the types of results again (messages, time wage types and time accounts, infotype updates).

Time evaluation is performed by the time evaluation driver RPTIME00. Time evaluation generally runs daily, overnight, and is scheduled as a background job. The evaluation usually encompasses as large a group of employees as possible.

You can also run time evaluation for individual employees, employee groups, or for past evaluation periods for test purposes, for example.

The time evaluation report can also be run for future periods. Evaluating future periods can be useful in the following situations:

• You want time evaluation to determine an employee’s anticipated absence entitlements when absence quotas are accrued automatically

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Important time wage types

• Night bonus / bonus for work on a public holiday / overtime wage types Time wage types are primary wage types that are formed during time evaluation, provided that predefined conditions are fulfilled. Time wage types are formed on the basis of time information. They enter Payroll only as a number. They are not valuated on a monetary basis until they enter Payroll.

Important time accounts

• Flextime / overtime / attendance hours / attendance and absence quotas / planned working time

To access the time evaluation report, choose Human Resources→Time Management→Administration→Time Evaluation→Time Evaluation. You can

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Figure 16: Maintaining the Results of Time Evaluation

Use the slide to explain the following points:

• Time evaluation results are stored on a monthly basis. This is what is known as the time evaluation period and is the same for all employees. Data is stored on the database by month for technical reasons; you can run time evaluation for any periods.

• Time evaluation evaluates each individual day and saves the results for the day to the database.

• It starts with the results of the last day to be evaluated completely. • In the case of a recalculation, all days in the recalculation period are

evaluated again.

The ability to run recalculations is a distinct advantage of SAP time evaluation. Emphasize that time evaluation guarantees an evaluation without gaps.

• Up to the current date, time evaluation uses the employee’s actual times to determine the times worked. For evaluations of future periods (starting with the day after the current day), it uses the employee’s planned times as a basis if no actual times have been recorded.

Time evaluation is usually run once daily, but can also be run for any period of your choice. The results are then determined for each individual day in the period.

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Storing the results for individual days means that time evaluation can return to the results of a particular day at any time to perform a recalculation.

Hint: If back-dated changes are made to infotypes, a second evaluation

can be triggered for days that have already been evaluated. This is controlled by the PDC recalculation field in the Payroll Status infotype (0003). If a recalculation is performed, RPTIME00 overwrites the previous results on the database.

Figure 17: Data Flow

Based on the data flow, explain which data is required by time evaluation and which results are generated. The previous results are required in order to update the current results (for example, to manage time accounts).

Only relevant in HR311: Point out that the TEVEN table is relevant only if external time recording subsystems are used.

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Time evaluation processes the current master data, time data, and the time events. It groups the time events into pairs before it processes them. It refers to the previous evaluation results for many calculations, for example, for managing time accounts.

Balances, time wage types, and messages are generated and stored in file PCL2 in cluster B2. Certain infotypes are then updated.

Figure 18: Starting RPTIME00: Parameters

Show the RPTIME00 selection screen in the system.

Important program options of RPTIME00: • Display log:

All the processing steps and substeps of the evaluation schema are logged.

• Test run (no update):

Simulation mode: Time evaluation is run without changes to the database.

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Sample variants: • Test mode:

Program options Display log and Test run • Background processing:

All parameters BLANK except the schema

Figure 19: First Day to be Evaluated

The first day to be evaluated is determined automatically by SAP R/3.

Prerequisites for a correct evaluation:

• Time data must be evaluated without gaps

• Back-dated changes to employee data that affect the payroll must lead to a recalculation of the results already determined (= changes relevant to a recalculation)

If there are no changes relevant to a recalculation, time evaluation returns to the day after the last day evaluated without errors.

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RPTIME00 checks the first day evaluated for each employee by reading the information in the Payroll Status infotype (0003). The system constantly updates the Payroll Status infotype (0003).

If you want to evaluate a period before the last day to be evaluated without errors, you can use the RPTIME00 parameter Forced recalculation as of to reset manually the first day to be evaluated.

To prevent the system processing periods that are no longer relevant to Payroll, you can set an earliest recalculation date:

• For individual employees:

Using the Personal earliest recalculation date field in the Payroll Status infotype (0003)

• For multiple employees:

You define the date in Customizing. For more information, see the Implementation Guide for Personnel Time Management and choose:

Time Evaluation →General Settings→Set Modifier for Earliest Recalculation Date

Time Evaluation→General Settings→Set Earliest Recalculation Date for Pair Formation/Time Evaluation

The earliest recalculation date for time evaluation specifies the earliest past date back to which time evaluation can run. This also applies if an employee’s

Personal earliest recalculation date field in the Payroll Status infotype (0003) is

before the value specified in Customizing.

The Personal earliest recalculation data for time evaluation is automatically set when time evaluation results are archived.

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Figure 20: Recalculation Trigger

For each infotype, you can determine in the Infotypes view (V_T582A) whether changes are relevant to a recalculation. You can use the Retr.acct.PDC field to define which condition should trigger a recalculation:

• Any changes made to an infotype, or

• Only changes made to certain fields in the infotype.

You can determine which fields in the infotype should initiate a recalculation in the Field-Specific Recalculation Indicator view (V_T588G).

For more information, see the Implementation Guide for Personnel Management and choose:

• Personnel Administration→Customize Procedures→Infotypes→Set Up Infotypes

• Personnel Administration→Customize Procedures→Infotypes→Define Fields Relevant for Retroactive Accounting

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Figure 21: How Were the Results Achieved?

Explain the meaning of the time evaluation log and how to use the log, referring to an example in the system. Show the participants how to access the time statement from the time evaluation log.

RPTIME00 generates a log for every time evaluation run. You can control the scope of the log in the program options for RPTIME00.

The time evaluation log is divided in the following way: • A non-employee-specific section

• Employee-specific sections (dependent on the error status of the personnel numbers)

• Multiple-employee sections: all messages, statistics

You can expand the log to a particular level of detail. This allows you to track the input and output of the individual processing steps when the Display log parameter is activated.

You can save the level of detail as a variant, and access it at the start of RPTIME00 by using the Display variant log field.

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Figure 22: Storing the Results of Time Evaluation

Explain the significance of the two clusters relevant to time evaluation, B1 and B2. Give a brief introduction to the contents of the most important tables in the clusters and their additional business use. Be sure to mention that the time evaluation results in cluster B2 are stored in relation to the time evaluation period.

Show the participants the cluster report RPCLSTB2 in the system so that they can see the complete results of a time evaluation run.

The file PCL2 contains the cluster B2, which is relevant for time evaluation: • You can use report RPCLSTB2 (Display Time Evaluation Results (Cluster

B2)) to view all the results of time evaluation, and the basic data and time

data for each time evaluation period.

The time evaluation period is identical for all employees. In the standard system, it is one month.

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The file PCL1 contains the cluster B1, which is relevant for time evaluation: • You can use report RPCLSTB1 (Display Recording Data (Cluster B1)) to obtain an overview of all the processed and unprocessed time events, generated and not yet corrected or confirmed messages from time evaluation, and important status fields.

You can use the report RPCLSTxx (xx = name of the cluster) to view different clusters in the databases PCL1 and PCL2.

Menu: Human Resources→Time Management→Administration→Tools→ Tools Selection→Cluster

Figure 23: Archiving the Results of Time Evaluation

Only mention here that it is possible to archive the results of time evaluation. Time evaluation should be archived at the same time as the results of Payroll. This can be done using the archiving transaction.

Refer participants to the HR530 course (Technical Aspects in HR), which covers the archiving transaction in more detail.

The technical buffer is required during archiving to ensure that recalculations are performed correctly.

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Menu: Human Resources→Time Management→Administration→Tools→ Archiving

The archiving is employee-specific. You can use a report to select employees according to particular factors (for example, employees’ leaving dates). Only periods that are no longer relevant to a recalculation are archived, since archived periods cannot be recalculated.

When archiving the data, the transaction uses a buffer of an evaluation period to guarantee that any possible recalculations are taken into account if the previous day assignment is changed. The archiving transaction limits the the earliest recalculation date by changing the Earl.pers.rec.date field in the Payroll

Status infotype (0003).

You can display the archived periods using the report RPCLSTB2 (Display Time Evaluation Results (Cluster B2)) if the system meets the access requirements.

For more information about archiving time evaluation results, see the SAP Library and choose Human Resources→HR Archiving→Archiving Data→ Archiving Payroll Results or Archiving Time Evaluation Results

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Figure 24: Overview of Time Evaluation

This slide revises the contents and is intended to illustrate the process of time evaluation on a technical level. The significance of the individual cluster tables is addressed later in the course.

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37

Exercise 2: Running Time Evaluation

Exercise Duration: 30 Minutes

Exercise Objectives

After completing this exercise, you will be able to: • Run time evaluation for an employee

• Check the results of time evaluation using the time evaluation log • Find out about the results of time evaluation using other tools

Business Example

You want to run time evaluation for an employee, check the results, and, if required, analyze an error situation.

Task 1: Time Evaluation Using RPTIME00

Run time evaluation and check the time evaluation results.

1. In the Time Manager’s Workplace, record time infotypes (absences and attendances) for your employee for the whole of January. Use the employee’s planned specifications as a basis.

Hint: Use only the following attendance/absence types:

• Absence type 0200, Illness; time data ID: ILL

• Attendance type 0800, Attendance hours; time data ID: AH • Attendance type 0425, Instructor duty; time data ID: INST 2. Start time evaluation using the program option Display log, and use the

time statement form to check the evaluation results.

3. What other ways are there of checking the evaluation results?

Task 2:

Recalculation

1. Check the status of the recalculation date for time evaluation in the

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2. In January, the employee also worked an additional 2 hours of instructor time. Record this backdated attendance.

3. Look again at the Payroll Status infotype (0003). Which value has changed?

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Solution 2: Running Time Evaluation

Task 1: Time Evaluation Using RPTIME00

Run time evaluation and check the time evaluation results.

1. In the Time Manager’s Workplace, record time infotypes (absences and attendances) for your employee for the whole of January. Use the employee’s planned specifications as a basis.

Hint: Use only the following attendance/absence types:

• Absence type 0200, Illness; time data ID: ILL

• Attendance type 0800, Attendance hours; time data ID: AH • Attendance type 0425, Instructor duty; time data ID: INST a) Choose Human Resources→Time Management→Administration→

Time Manager’s Workplace.

b) Transfer all days in January 20yy (yy = previous year) to the Time

Data area by clicking on the month of January 20yy in the calendar

area.

c) For the remaining workdays in January, enter the time data IDs mentioned earlier (ILL, AH, or INST).

d) When you have filled all the necessary fields, save the data. If there were any errors, correct them.

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2. Start time evaluation using the program option Display log, and use the time statement form to check the evaluation results.

a) In the menu, choose Human Resources→Time Management→ Administration→Time Evaluation→Time Evaluation.

b) Enter the following data:

• Personnel number: 311101## • Evaluation schema: TM04 • Evaluation up to: 01/31/20yy c) Choose the Program Options button. d) Select Display Log.

e) Double-click the entry or click on the right arrow to transfer it to the

Selected area.

f) Choose Continue. g) Choose Execute.

h) Check in the log that time evaluation ran without errors. If there were any errors, correct them.

3. What other ways are there of checking the evaluation results?

a) You can view the time evaluation results in the employee’s time statement. To call up the time statement, choose one of the following options:

• From the time evaluation log, choose Goto→Display Form.

• In the menu, choose Human Resources→Time Management→ Administration→Time Evaluation→Time Statement.

• In the menu, choose Human Resources→Time Management→ Administration→Information System→Report Selection→Time Accounts→Time Statement.

b) Alternative solution:

The report Display Database PCL2 Cluster B2 (RPCLSTB2) provides a view of all the results of time evaluation for a given period. To access the report, choose Human Resources→Time Management→ Administration→Tools→Tool Selection→Cluster→Display Time Evaluation Results (Cluster B2).

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Task 2:

Recalculation

1. Check the status of the recalculation date for time evaluation in the

Payroll Status infotype (0003).

a) In the menu, choose Human Resources→Time Management→ Administration→Time Data→Display.

b) Enter the relevant personnel number. c) Choose the Time Management Data tab.

d) Display the Payroll Results infotype (0003) and make note of the

PDC recalculation date.

2. In January, the employee also worked an additional 2 hours of instructor time. Record this backdated attendance.

a) In the menu, choose Human Resources→Time Management→ Administration→Time Manager’s Workplace..

b) In the Time Data area, find a day where you entered AH (Attendance

Hours).

c) In this line, click on the Expand button in the first column of the

Time Data area.

d) In the ID column, enter INST under the line AH. e) Enter 2 hours in the Duration column.

f) Save the data and exit the Time Manager’s Workplace.

3. Look again at the Payroll Status infotype (0003). Which value has changed?

a) Choose Human Resources→Time Management→Administration→ Time Data→Display.

b) Enter the relevant personnel number. c) Choose the Time Management Data tab.

d) Select the Payroll Results infotype (0003). The PDC Recalculation field has changed to the date on which you entered the new time record.

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4. Run time evaluation again. Check the status of the balances. a) In the menu, choose Human Resources→Time Management→

Administration→Time Evaluation→Time Evaluation.

b) Enter the following data:

• Personnel number: 311101## • Evaluation schema: TM04 • Evaluation up to: 01/31/20yy c) Choose the Program Options button. d) Select Display Log.

e) Double-click the entry and choose Continue. f) Choose Execute.

g) Choose Goto→Execute.

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Lesson Summary

You should now be able to: • Run time evaluation

• Find out about the results of time evaluation

Related Information

• For more information about the concept of time evaluation, see the SAP Library and choose Human Resources→Personnel Time Management→ Time Evaluation→Time Evaluation Using RPTIME00

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Unit Summary

• Describe time evaluation and its different uses

evaluation

• Run time evaluation

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Unit 2

45

Time Evaluation Messages

This unit is devoted to message processing using the Time Manager’s Workplace. Despite being a topic on the periphery of time evaluation, it is important in highlighting the business processes concerning time evaluation.

Unit Overview

In this unit, you find out how you can process the messages issued during time evaluation.

Unit Objectives

After completing this unit, you will be able to:

• Explain the significance of messages for Time Management • Create customer-specific messages

• Structure message processing in the Time Manager’s Workplace

Unit Contents

Lesson: Time Evaluation Messages... 54 Exercise 3: Message Processing in the Time Manager’s Workplace .... 61

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Lesson:

46

Time Evaluation Messages

Lesson Overview

In this lesson, you learn about processing messages in the Time Manager’s

Workplace and customizing message processing.

Lesson Objectives

After completing this lesson, you will be able to:

• Explain the significance of messages for Time Management • Create customer-specific messages

• Structure message processing in the Time Manager’s Workplace

If required, point out that message processing in the Time Manager’s Workplace replaces the functions of the Time Management pool (PT40). Extensive

background information, being able to set the processing status, and simplified time data maintenance in the new message processing function make processing messages significant more user-friendly.

Customers can continue to use the Time Management pool if they so desire, but it will not be developed further.

Business Example

You want to postprocess the messages issued by time evaluation.

You look at the generated messages every day. You process routine, frequently occurring messages such as missing time postings. In the case of less common messages, you analyze them using the information provided in the Time

Manager’s Workplace. You enter missing time data or correct errors, and liaise

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Figure 25: Time Evaluation Messages

Explain the business background to messages being generated in time evaluation.

One of the most important tasks of time evaluation is to alert time administrators to errors or situations that require their attention. System administrators also need to be informed if there are errors in Customizing or technical errors.

Time evaluation performs the following tasks:

• Checking the consistency of the time data evaluated

Time evaluation checks whether the time data has been entered correctly and is plausible in relation to working time provisions and other

recorded time data

• Checking working time provisions, company working time regulations, and time accounts

• Pointing out technical errors that prevent time data from being evaluated. Possible causes for such errors may be errors in pair formation or in Customizing.

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Figure 26: Origin and Categories of Messages

Explain the different categories of messages. If required, you can mention the relationship to the COLER operation at this stage.

Time evaluation can create messages at various stages of processing. Messages to be output are specified in the SAP system in the form of message types. The

category of the message type indicates what triggered the messages.

• 1 - Customer-defined message generated by time evaluation • 3 - Technical error from pair formation

• 4 - Technical error from time evaluation

• 5 - Warnings and notes generated by time evaluation

For more information, see the Implementation Guide for Personnel Time

Management and choose Time Evaluation→Time Evaluation With Clock Times

or Time Evaluation Without Clock Times→Message Output→Create Message Descriptions.

You can customize category-1 messages in the Implementation Guide. In Customizing for Time Evaluation, you then determine how time evaluation is to react to particular situations. This enables you to control whether postprocessing is necessary and, if so, which form, and to determine the

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Figure 27: Processing Messages in the Time Manager’s Workplace

This slide and the next one: Explain the features and user interfaces of the message processing function. Demonstrate message processing using an example in the SAP R/3.

The message processing function is fully integrated in the Time Manager’s

Workplace. It uses the same design elements as the time data maintenance

function.

This means that time administrators work with the same user interfaces for processing time evaluation messages as for maintaining time data.

In the message processing function of the Time Manager’s Workplace: • All relevant contextual information is displayed for a message • Time administrators can switch between an employee-oriented and

a message-oriented view

• Time administrators can flag messages that they have already processed For more information, see the Implementation Guide for Personnel Time

Management and choose Time Manager’s Workplace→Basic Settings→Set Up Message Processing.

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Figure 28: Message-Oriented and Employee-Oriented Processing

Figure 29: Structuring of Message Lists Using Message Functional Areas