Recording Time Data

In Time Management, certain master data infotype records must exist for every employee. Time management data is stored in the same master data records used by other HCM areas, such as payroll or personnel planning and development.

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

A time administrator has many screens and transactions to maintain infotypes. However, only some of them are genuinely optimized to maintain time data.

PA30 Maintain HR Master Data:

With the transaction PA30 Maintain HR Master Data, you can maintain all possible infotypes and subtypes assigned to an employee. This also applies to time management infotypes. However, the PA30 screen is not designed for maintaining time management infotypes because of the lack of calendar and team views. In addition, creating time pairs is cumbersome and time-consuming.

PA61 Maintain Time Data:

With transaction PA61 Maintain Time Data, you can use and maintain all time infotypes and subtypes assigned to an employee. It focuses on maintaining time management infotypes. You have a calendar view, and for positive time management it is easy to enter time pairs.

PTMW Time Manager’s Workplace:

The PTMW transaction is optimized for maintaining time management infotypes for positive and negative time management. It is usually a screen for time administrators whose main task is to record times for assigned employees.

The time data maintenance and message processing tasks are delivered in the Time Manager's Workplace in the standard system.

Here are some of the areas of Time Manager's Workplace:

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

The screen and functions displayed in the Time Manager‘s Workplace can be adjusted by using profiles to meet the task-specific requirements of time administrators. The Time Manager‘s Workplace is always called using a profile that determines the employee selection called and the fields, columns, layout, views, and functions used.

The screen is divided into the following four areas:

1. Select a time period
2. Select a person
3. Overview time data
4. Detail area

The Time Manager’s Workplace offers the following advantages for your time administrators:

• All time data (that is, time data relevant for the SAP Time Management infotypes 2001, 2002, 2003, 2004, 2007, 2010, 2011, and 2012, as well data for cost assignment, activity allocation, and different payment) can be entered, corrected, and completed on one screen.
• Time administrators automatically view a list of the employees for whom they are responsible without making any selections manually.
• All time data for a time administrator’s employees can be accessed automatically.
• The following views are available for maintaining time data on one screen:
  • Multi-day view: All time data for one employee for several days
  • Multi-person view: All time data for more than one employee for one day
  • One-day view: All time data for one employee and one day
• Additional contextual information can be easily accessed by your time administrators, including the following details:
  • HR master data
  • Status of time accounts
  • Simple navigation options using a calendar

Multi-day view has the following tab options:

1. Time Data
2. Time Events
3. Calendar

With the option of multi-day view à time data, you can create time data entries bases on the infotypes 2001 absence and 2002 attendance.

The Multi-day view→Time Events option enables you to create time data entries based on the 2011 Time Events infotype, which is helpful for positive time management.

The Multi-day view→Calendar view provides a graphical overview of a person's time data. The day, week, month, and year calendars are available. You can also maintain data in the calendar. Color-coded time data IDs are displayed in a bar to the left of the calendar.

The time recording includes the following types of calendar entry:

• Annual calendar

  The annual calendar enables you to create or change time infotype records for an entire year on one screen. There is a one-character entry field for each day of the year entered. You can overwrite the existing entry in the appropriate day field to update your data.

• Monthly calendar

  The monthly calendar enables you to create or change records for a specified month. Four fields for each day of the selected month are available for entering employee attendance/absence data and work schedule data. In addition, you can maintain all Time Management infotypes from the monthly calendar by selecting the Time data list function.

• Weekly calendar

  The weekly calendar enables you to maintain attendances/absences in more detail than the annual or monthly calendars. The hours that are entered for each day of the week are compared to the hours contained in the employee’s daily work schedule.

Using theTeam View→Time Data, time administrators can record time data for several employees on one screen. The team view can be used to obtain overview information, such as who is absent due to illness or leave.

Time IDs are defined for each type of time data in customizing. For example, a time data ID such as OT can be defined for an absence type that is valuated using an overtime compensation type (such as time off plus overtime rate) in time evaluation. The attendances infotype (2002) and subtype for this attendance type are assigned to the time data ID in customizing. The overtime compensation type is also defined for the time data ID.

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

Time data IDs can be generic, for example, the corresponding subtype is not specified. If time administrators use a generic ID for time data, they specify its use in the details area.

The following table gives you an example of time identifiers and their infotype/subtype assignments:

If you create an ID equal to L in the Time Data tab of the Time Management workplace, you enter the absence type Leave w. quota d. (days) in the background. Technically, you are entering the infotype 2001 Absences with the subtype 0100 Vacation.

This means that the absence hours are calculated based on the employee’s personal work schedule. The calendar days are the number of days between the start and end date in the leave record, including non-working days.

You can see these and other details in the detail area.

In the example, the detail area contains the following information:

• Absence Times with absence type 0100 and absence hours 7.20
• Deduction if a quota is defined
• Comment if needed
• Technical Info like the infotype number 2001

The Absence quota infotype 2006 is for managing time accounts that represent employees’ absence entitlements, such as annual leave or other time credits. The time accounts contain a particular number of days or hours during which employees are permitted to be off work.

For instance, you can view these quotas by using the transaction PT50 Quota Overview.

Transaction PTMW Time Manager’s Workplace

Like the other absences, the absence type Leave can also be recorded in TMW and the data is stored as a subtype of the infotype 2001 Absences.

When recording time data, data records sometimes overlap one another. These overlapping records are called collisions.

When you enter a new time data record, the system checks whether other records have been entered for the employee for the same time period. Collision checks prevent data records that conflict with one another from coexisting in the system.

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