1/2/2018 Time Management Detailed Explanation

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Time Management Detailed Explanation
US Benefits Time Management in SAP HR is mainly categorized into :-
1. Negative Time Management (Time Management without clock times being
Transaction Codes in S…
captured)
2. Positive Time Management(Time Management with clock times being
captured)
US Payroll Limits

Time Management have a number of applications for recording times and the
US Garnishments… 1 important ones are :-

2
1. CATS or the Cross Application Time Sheet : This application is available as
Time Manageme…
a web service on the portal ( mostly through ESS) for capturing service times
against an HR object like absence or other FI/CO or logistics object like cost
Detailed Intervie… 1
center, work order , etc where these times may or may not be approved by
supervisors and posted to various modules like HR, MM-SV(Services), or other
Enterprise Structure logistics modules.

2. XSS(ESS & MSS) .The Employee Self Service and Manager Self Service also
Scenario Based Intervie…
have a lot of time management handling where employees can see there time
accounts and manage their leaves and attendances( e.g. training/on site work)
Payroll Assignment II and manager's approve or reject these and subject to approval records in
appropriate time infotypes are created in SAP.
PA Assignment
3. Time Manager's Workplace : On of the very good applications provided by
SAP but not effectively used is the Time Manager's Workplace. This application is
Payroll Assignment
ideally meant for time administrators to manage employee time accounts and
error handling.
Interview Questions - G…
4. Shift Planning : This application is a typical of a factory environment used by
the floor or factory manager /supervisor. It is used to optimize employee times on
Test - Generic Assignment
various shifts. Different input criterion like employees being on leave, substitution,
etc help build a shift planner.
Oraganizational Structur…
The main purpose of these interfaces is for capturing times for :-
Dynamic Actions - Hand…

1 Paying wages and bonuses

ASAP Methodology 1
2 Paying Overtime
3 Absences and Loss Of Pay
Benefits Assignment - H…
4 Attendances like Work Hours, Training , OnSite etc

SAP HR Certifica… 2 5 Quota Compensation

Benefit plans with… 3

Payroll Area Assignment Before I come back to to this discussion I would like to explain the basic info types
used in Time Management which are

Indian Payroll Interview …

- Planned Employee Times
0007-Planned Working Time ( The most important info type)
Payroll Processin… 2
Actual Employee Times

Transaction Codes in Pa… 2011- Time Events (Automatic recording through time recording machines)
2002-Attendances (Manual Entries)

SAP US Payroll Taxes C… Positive Time Infotypes

0050-Time Recording Info
SAP HR Certification 2002-Attendances
2011-Time Events
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SAP HR Basic Interview…
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SAP HR Basic Interview…
2012- Time Transfer Specifications
2013 -Quota Corrections
SAP HR Time Assignme…
Deviations to Employee Times
2001- Absences
SAP HR Time Assignme…
2002-Attendances
2003-Substitution
2004-Availibility
2005-Overtime
Entitlements
2006-Absence Quotas
2007-Attendance Quotas
Time Related Payments
0416- Time Quota Compensation
2010- Employee Remuneration Info
Just try and read about these info types and the next time I will explain that’s so
special about info type 0007 (Planned Working Time).

What do we mean by planning or planned?

Sounds very simple but try deciphering it and you realize its not that simple to
explain. The nearest that I felt I could get was “Building a framework (plan) of what
is to be done in the future using resources over a period of measure (such as
time)”.
A plan could be a sequence of instructions, a drawing, a map etc.
People, Infrastructure, Machines & Capital could broadly qualify as resources.
Planning is done by individuals, teams, departments, organizations, nations and
even groups of nations.
What is done now could be an execution of a plan of the past. What is done in the
past is history. What could be possibly done in the future is a forecast.
What is the manner in which the execution of the plan is heading considering, the
past, present and the future is a trend and this is very significant for any
organization for strategic planning whether it’s the sales, production, employee
retention or costs.
To be able to define a trend its very important to have accurate data for the past
and present and for this again we need good information technology systems of
which HR Information systems such as SAP HR play a very important role.

[http://www.blogger.com/blogger.g?blogID=546141122521992882]

PLANNED WORKING TIME(INFOTYPE 0007)

So what do we mean by planned working time? Split the words as “planned” and
“working time” I am sure you will be now be able to come up with this answer.

Planned Working Times are working times which are planned for an employee in
advance such as the shifts the employee is to work, the breaks the employee gets
during these shifts, the off days (such as weekly off days) and the holidays
applicable to the employee. These planned times are stored as work schedules
which are generated through what is known as the work schedule rule which
includes all the recipe or rules for generating these planned times. The work
schedule rule is assigned to the employee in infotype IT0007(Planned Working
Time) or defaulted using the feature SCHKZ.

The recipe includes :-

1>The daily working times(including flex i-times) with break times stored in
the Daily Work Schedule
2> The pattern of daily work schedules to be followed repeatedly over a
period of time such as days or months stored in the Period Work Schedule
3> The Holidays that fall on those days which the employee is eligible due to
his/her union or collective agreement stored in the Holiday Calendar. These
holidays can be movable or fixed. The Holiday Calendar is assigned to the
personnel sub area grouping to which the employee belongs.
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4> The Day type and the selection rule (or recipe making rule). The day type
indicates what type of day is that employees daily work schedule i.e

Day Descripti
Details
Type on
A Regular Working Day and paid for that
0 Work/Paid
off day
1 Off/Paid An Off Day and paid for this day
2 Off/Unpaid An Off Day and not paid for this day
Special
3 Special Day like a on off anniversary
Day

The selection rule XX helps you to build a rule such as you want all days from
Monday to Friday be of day type 0 and all Saturdays and Sundays declared as of
day type 1 when you are generating the work schedule for a work schedule rule
that includes this selection rule XX.
Once all the above are defined and assigned to the work schedule rule( the
recipe), generation of the work schedule (the final dish ) is carried out . This could
be for a period of months or years . Normally work schedules are generated for a
few years in advance.
To know more about shifts refer to the wikipedia which gives some good
information about what shifts are, their history etc.
For more details on the configuration of work schedules refer to sap help
http://help.sap.com/saphelp_46c/helpdata/en/22/72369adc56d11195100060b03c6
b76/frameset.htm
[http://help.sap.com/saphelp_46c/helpdata/en/22/72369adc56d11195100060b03c6b76/fra
meset.htm]
Before we end the discussion on planned working times and work schedules,
another question to ask ourselves is
Do we generate the work schedules for individual employees?
The answer is typically No. The work schedules are generated for the employee
sub group grouping and personnel sub area grouping for work schedules. These
groupings and the assignment are a part of the img. However, there could be an
exceptional case of only one employee belonging to one employee subgroup and
one personnel sub area (naturally) which could be again grouped into only into
one employee subgroup grouping and one personnel sub area grouping. <./p>
Another few questions for which I will not provide the answers but for you to
derive?
1.Can we assign the common work schedules to different employee sub
grouping
and personnel sub area grouping? Think real hard.
2.Is it alright to create the Basic Pay infotype (IT0008) before
creating(IT0007) Planned Working Time ? Does your payroll run for that
employee?

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ACTUAL TIMES
1. What do you mean by actual times?
2. Where are these stored for an employee?
<p align="justify">Actual times means real times or times that are recorded as
true.In sap hr the actual times are recorded in the info type (IT 2011) called Time
Events.Mark the word Event since this is important to identify movement or the
employee in the organization such as when did the employee come in (called
clock in) and left for lunch(start of break) came back from lunch(end of break) and
left for the day(clock out) .In case the employee applies for absence at the time
recording terminal than he/she would select an absence/attendance reason linked
to an absence or attendance. If I did not have the events and only the times would
that make any sense to me? Actual times are also recorded as number of hours in
the Attendances Info-type(IT 2002). I would be continuing this section in parallel to
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the new one on project management so this is definitely not the end for the
question and answers from me.

DEVIATIONS IN TIME MANAGEMENT

What do you mean by deviations? Where are these stored for an employee?
A deviation in simple English means “doing different from whats planned” . You
promise your spouse a movie and our boss whose married for ages and probably
does not watch movies and only thinks work makes you sit late. You “deviate” your
plans and you change your plans to dinner in a fancy restaurant (if its not the end
of the month) or maybe the roadside food stalls with a walk on the beach.
Similarly, when you are deviating from your planned working times( defined in
IT0007) such as going for training or simply being absent ( you called in sick) or
you got up in the morning and just did not have the energy to go to work or your in
laws are to be picked up from the airport ( you took a casual leave/half-day leave
and your boss is shaken but not stirred ( Bond I apologise) .You store all of these
in time infotypes ( training – attendance infotype (2002) , casual and sick leave –
absence infotype(2001), Substitutions-- infotype (2003))
These deviation times get superimposed on the planned times of the employee
and become his/her personal work schedules. Substitutions are typically shift
substitutions or position substitutions where the differential payment could be
made to that employee working on that shift or position.
With this background I will talk about negative time and positive time. I am honest
to admit that this is the most ridiculous words coined for time management and I
prefer to avoid using this and use time evaluation or no time evaluation instead.

NEGATIVE AND POSITIVE TIME IN TIME

MANAGEMENT

Before I move to negative and positive time let me ask you a couple of questions?
1. Is Overtime (recorded in IT2002/IT 2005) a deviation? When do you record
overtime in IT 2005?
2. Lets say that you have recorded the clock times of an employee using time
recording systems and he/she has come and gone as per planned times for
that day of work than do you superimpose these times on the planned times?

Coming back to positive and negative time, let me ask you another question. This
is for those who would be implementing time management in sap.Are you going to
use time recording systems to record employee clock times and upload to sap(IT
2011 Time Events) ? I hear an equal number of ayes and nays
Those who say ayes. These are the folks implementing positive time
recording (or so called positive time management).
Those who say nays. These are the folks implementing negative time
recording (or so called negative time management).
So what’s positive or negative about the time management ?? The ayes and
nays…..
The answer that look at the time management status = 0 for negative time
recording is not exactly accurate. What do we than say about time management
status = 7 or 9?? where time management status TMSTA is maintained in infotype
0007 (Planned Working Time) . These employees who have time management
status 7 or 9 still assume that their planned times in IT0007 are their working
times (besides the deviations) and do not have their clock in clock out times
recorded in IT 2011 but however, they use time evaluation to generate absence
quotas or shift differential wage types, overtime wage types etc.
In other words you still have negative time recording but you use time evaluation.
That's why I prefer to stick to differentiate employees as those that have time
evaluation and the others that don't to make life simple.

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TIME EVALUATION

Coming back to those two questions the answers are 1. Overtime is a deviation
since it is not a part of your regular working hours. IT 2005 is used to record
approved overtimes.
2. The answer is does it really matter since both times are the same so you would
compare(mark this word very carefully) these recorded times with your planned
working hours for that employee on that day and say "Hey, there is no difference.
Lets leave things as they are" This comparison is the principle of time evaluation.
If the times go different on comparison ( recorded times being more or less than
planned times) you want to know the following
for e.g . If the Overtime hours are worked on a weekday - than pay 1.5 times the
regular hourly pay rate
if the Overtime hours are worked on a holiday - than pay 2 times the regular
hourly pay rate
If the Overtime hours are worked on a weekend - than give time off credits ( via
absence quota)
if the Overtime hours are worked on a holiday and weekend - than pay 2 times of
the regular hourly pay rate and give time off credits too
and if no Overtime worked and employee not absent - pay regular rate if
employee absent ... and so on

You build these rules in the customizing tables as well as payroll and time
schema's which call functions which in turn call pcrs or personnel calculation
rules. The personal calculation rules build the processing logic using operations
and operators. The schema's are called by driver programs ( payroll driver
programs for payroll which are country specific and RPTIME00 for time
evaluation). Time evaluation programs are run before running payroll so that the
time credits and time wage types created which these get valuated in the payroll
run.
When the TMSTA status = 0 in IT0007, this means no time evaluation is
permitted. When the TMSTA status = 1 in IT0007, this means time evaluation is to
be carried out. When the TMSTA status = 7 in IT0007 , than time evaluation is
used just for absence quota generation. This status is similar to TMSTA = 0 , the
only difference being that time evalution is permitted for absence quota
generation.
There are other TMSTA status but the above ones are the significant ones.
The typical time evaluation schema's are

TM00 Time Evaluation with Personnel Time Events ( used with TMSTA = 1)
TM01 Time Evaluation for Work Schedule Deviations ( used with TMSTA = 9)
TM02 Time Evaluation for External Services Management ( used with TMSTA = 8)
TM04 Time Evaluation Without Clock Times (used with TMSTA = 1 when times
are recorded in IT2002)
TQTA - Generate Absence Quotas( used with TMSTA = 7)
Time evaluation is a subject on its own and this forum is for beginners so we do
not want to add more complications here.
This is for your information
For help on payroll and time schemas refer transaction code : pdsy in the sap r/3
system
For schemas - transaction code pe01
For PCR's - transaction code pe02
For functions and operations - transaction code pe04
Those interested can refer to sap help website which is http://www.help.sap.com
[http://www.help.sap.com/]

Posted 21st October 2011 by The SAP HR Expert

Labels: Assignments Time Management

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2 View comments

siva sankar Sankar May 20, 2014 at 7:32 PM

excellent post thanks for sharing from Sankar
Reply

TheBloggerLover September 6, 2017 at 4:36 AM

you have such a nice explaining skills...it was so easy to understand ..thank
you so much sankar
Reply

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