Creating Time Data IDs

Objective

After completing this lesson, you will be able to create time data IDs to display attendance and absence types in TMW

Time Data IDs

You modify the appearance and certain functions of the TMW using profiles.

Users always access the TMW using a profile, which defines the following options:

  • The initial date that appears when the TMW is accessed
  • The employee lists available to the time administrator
  • The fields, columns, layouts, views, and functions in the individual screen areas of the TMW
  • Whether the time administrator can switch between various time data ID subsets

Time data IDs can be defined individually for the types of time data in the TMW. If you want to use different time data IDs in different areas, such as departments, you can create several definition sets, which can in turn be subdivided into different subsets.

A profile and a combination of definition set/subset must be assigned to each time administrator. The combination of definition set/subset controls which time data IDs are displayed and how they can be used.

TMW Customizing for Time Administrators’ Tasks

Options are available to ensure that your time administrators automatically see the right screen with the required functions and time data IDs when they access the TMW.

The system administrator creates parameter transactions in which a profile and a combination of a definition set and subset for time data IDs are stored. You can also use these parameter transactions in role maintenance. If a role is assigned to the time administrator, the profile that is used to access the TMW and the time data IDs the time administrator can use depend on the parameter transactions assigned to that role.

You can assign the following parameters to a role:

PT_TMW_PROFILE:

You can use the user parameter PT_TMW_PROFILE to specify the profile to be used by each user to access the TMW.

PT_TMW_TDLANGU:

You can use the user parameter PT_TMW_TDLANGU to determine the combination of definition set and subset that the user can use.

If values for the profile and the definition set and subset are not specified either in the assigned role or in the user parameters for the user, the system queries this information when the user accesses the TMW. The user must then enter the appropriate values. The system stores these values in the user parameters and uses them each time the TMW is accessed by that user.

Customization of Time Data IDs

Time administrators require time data IDs to record time data.

You can define the exact type of time data that the time data ID stands for.

Definition Sets for Time Data IDs

You do not need to define the same time data IDs across all areas of your company. If different areas of your company require different time data IDs, you can create definition sets for individual areas. Time data IDs can then be defined for these definition sets. Definition sets allow the time data IDs to be used independently in the different areas of your company.

For example, an international company uses the time data ID VAC for vacation, OT for overtime, and AV for availability. The German subsidiary, however, uses the time data IDs U for vacation, M for overtime, and B for availability. In this case, two definition sets are created.

Within a definition set, you can also define different subsets for time data IDs to differentiate between the time data IDs within one company.

Data Categories for Time Data IDs

Each time data ID must be assigned to one of the following data categories:

  • Infotype (IT)
  • Time pair (TIMPAIR)
  • Work schedule data (PWS)

In the TMW, the time administrator enters the data category, a data type and additional information that uniquely identifies the type of time data.

The following are examples of data types that are available for the Infotype data category:

  • Absences (2001)
  • Attendances (2002)
  • Substitutions (2003)
  • Availability (2004)
  • Attendance Quotas (2007)
  • Employee Remuneration Info (2010)
  • Time Events (2011)
  • Time Transfer Specifications (2012)

The data category TIMPAIR can be used only in combination with the data type Time Pair.

The data category Work Schedule Data PWS can be used only in combination with the data type Inactive. The system uses this type of time data ID to display employees who are not active employees, that is, they have left the company during this selection period.

You can create generic time data IDs. The data type attributes are not required for these types of time data IDs. Generic time data IDs are used for time data that is infrequently entered or processed by time administrators.

Definition Subsets

By creating subsets, you can further differentiate how the time data IDs are used within one definition set.

Time data IDs are created for each definition set. Definition subsets control the following time activities:

  • Which time data IDs can be entered (specific ID has priority or can be changed)
  • Which time data IDs are used only for display purposes (display only)
  • Which time data IDs are not to be used for this subset (Inactive)

If employees are to enter time data IDs, you must define them as the default or an input ID. You must specify any time data ID that reflects only one characteristic as the default.

If several characteristics exist for one time data ID, you must indicate that one of these characteristics is to be the default (for each combination of groupings for personnel subarea and employee subgroup). For example, in the case for LV for annual leave (infotype 2001, subtype 0100) and educational leave (infotype 2001, subtype 0190), several characteristics can exist for one time data ID.

Customization of Time Data IDs for Calendar and Team Views

The preceding animation displays the steps for customizing time data IDs for the calendar and team views.

The color-coded time data IDs are displayed in a bar to the left of the calendar. You can drag and drop them to the required days. You can also edit these further by copying and pasting them. For example, recurring attendances and absences are copied to the appropriate days.

To define the colors and the appearance of the time data ID list, you perform the following Customizing activities:

  1. In the first activity, you create the color design for the calendar view and the team view. You can define different colors for the different time data IDs. This gives users a better overview of the relevance or frequency of time data.
  2. In the second activity, you define the layout of the time data ID list to the left of the calendar. Users can drag and drop time data IDs from the list to the calendar. The settings apply to all calendar views and time data IDs, and the team view.

    You can choose between the following options:

    • You can display the time data IDs for experienced users (the TDTYPE field selection).
    • You can display the texts of the time data IDs for less experienced users (the TEXT field selection).
    • You can hide the list entirely so that users can use the detail screen only to enter new time data (the TDTYPE field selection).

  3. In the third activity, you assign the layout of the time data ID list to the profiles. You therefore use the profile used to access the TMW to control the layout available to the time administrator for the time data ID list.

    Note

    The time data ID list is part of the TDT screen area.

Create Time Data IDs

ExerciseStart Exercise

Business Example

A variety of tasks are performed by time administrators in your company. By using different profiles, you can set up the TMW to meet the requirements of each time administrator. You must carry out the required Customizing steps and create suitable time data IDs and profiles for the time administrators.

Modify the definition set SET_XX to include additional time data IDs that will enable special absence types and changes to planned specifications to be recorded in the TMW.

Steps

  1. Create the following time data IDs:

    Time data ID L## (Leave group ##) (where ## = your group number) for the absence type you previously created:

    • Absences (infotype 2001)
    • Personnel subarea grouping 01
    • Absence type LE##

    Time data ID N## (Normal group ##) for the following change in planned specifications:

    • Substitutions (infotype 2003)
    • Personnel subarea grouping 01
    • Daily work schedule grouping 01
    • Substitution type 02
    • Daily work schedule TZ##

    1. In Customizing, choose Time Management → Time Manager’s Workplace → IDs for Time Data → Specify Definition Sets and IDs.

    2. In the Choose Activity dialog box, choose Create Definition Sets.

    3. Check that an entry already exists for the definition set SET_XX.

    4. Create time data ID L##:

      Go back to the Choose Activity dialog box. In the Choose Activity dialog box, choose Define IDs for Each Time Data Type. Choose New Entries. On the New Entries: Details of Added Entries screen, choose the Absences tab page and enter the following data:

      Field NameValue
      Definition setSET_XX
      IDL##
      Short textLeave Group ##
      PS grouping01
      Absence typeLE##

    5. Create time data ID N##:

      Choose the Next Entry pushbutton. On the New Entries: Details of Added Entries screen, choose the Plnd specs tab page and enter the following data:

      Field NameValue
      Definition setSET_XX
      IDN##
      Short textNormal Group ##
      PS grouping01
      DWS grouping01
      Substitution type02 (shift substitution)
      Daily WSTZ##

      Save your entries and go back to the Change View "Define Time Data IDs": Overview screen.

  2. For the time data IDs you created, determine how they are to be used within the subsets of the definition set SET_XX. Check whether the subsets 001 and 002 are already available in the definition set SET_XX.

    1. To check whether subsets 001 and 002 are available for the definition set SET_XX, in Customizing, choose Time Management → Time Manager’s Workplace → IDs for Time Data → Define Subsets and IDs.

    2. In the Choose Activity dialog box, choose Create Subsets for Time Data IDs. Subsets 001 and 002 should be available in the following view for definition set SET_XX.

  3. Define the use of time data IDs for subset 002 in the definition set SET_XX so that time administrators can record time data using these time data IDs. To do so, indicate that the newly created time data IDs are to be the default IDs for subset 002.

    1. Go back to the Choose Activity dialog box, and choose Specify Use of IDs for a Subset to determine how the time data IDs you created for subset 002 in the definition set SET_XX are used.

    2. Enter SET_XX in the Definition set field and 002 in the Definition subset field and choose Continue.

    3. On the Change View Use of IDs in a Subset: Overview screen, select the Default ID indicator for the time data IDs L## and N## you created.

      Note the difference between the indicators for default IDs and input IDs. All the time data IDs you created must be assigned as default time data IDs, because each of the IDs is only valid for one subtype of the corresponding infotype. If more than one subtype of an infotype were to be represented by a time data ID, then one of the subtypes would have to have the indicator Default ID and the other the indicator Input ID.

    4. Save your entries.

  4. Define colors for the calendar view for your own time data IDs, L## and N##, in the SET_XX definition set. Choose the colors of your choice.

    1. In Customizing, choose Time Management → Time Manager’s Workplace → IDs for Time Data → Define Colors of Time Data IDs.

    2. In the Determine Work Area: Entry dialog box, enter SET_XX in the Definition set field and choose Continue.

      On the Change View Set Colors of Time Data IDs for Calendar View: Overview screen, choose the New Entries pushbutton.

      On the New Entries: Overview of Added Entries screen, add your time data IDs, L## and N## to the list and select a color of your choice for each; for example, red for L## and green for N##.

      Save your entries.

    3. Check that your settings were made correctly by exiting and re-entering the TMW. On the Change View Set Colors of Time Data IDs for Calendar View: Overview screen, from the main menu bar choose System → Create Session.

      On the SAP Easy Access screen, choose: Human Resources → Time Management → Administration → Time Manager’s Workplace.

      From the main menu bar, choose Settings → Choose IDs.

      In the Change Subset IDs dialog box, enter 002 in the Subset field and choose Continue.

      Choose the Calendar tab page and review the colors assigned to your time data IDs L## and N##.

      Go back to the SAP Easy Access screen.

Learning

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