Evaluating Time Recording Options

Objectives

After completing this lesson, you will be able to:

Outline employee time recording options.
Record employee time data.

Time Recording Options

In decentralized Time Management, administrators have to supplement the employee time and labor data with payment-related or other administrative information. These administrators use the functions provided in Infotype Maintenance for single screen, list screen, and fast entry.

Decentralized time administrators use the TMW to optimize the recording and maintenance of time data. The TMW is also used for message processing.

Employees can use the following options for recording or displaying their own personal data:

Front-end time recording terminals
ESS applications in the Internet or the intranet
Cross-Application Timesheet

Employee Self-Service

Employees can also use Internet Application Components (IACs) for Time Management to display and maintain their own data.

Employees can perform the following activities:

Display shift plan or personal work schedule:: Employees can display their working hours for the next few days or weeks.
Display time accounts (absence entitlements):: Employees can find information about their past, current, or future absence entitlements.
Internet timesheet:: Employees can enter their own working hours in a timesheet from the Internet or the company intranet.
Internet time statement:: Employees can obtain an overview of day-based balances, period-based balances, and wage types determined for them during time evaluation. Employees can display and print their time statement from the Internet.
Leave request with workflow:: Employees can submit a leave request or inform their supervisor that they need to be absent for a particular period of time (such as in case of illness). When an employee creates a leave request, it triggers a workflow; and the request is automatically sent to the Internet or intranet inbox of that employee’s manager. The employee’s manager can approve or reject the leave request.

iViews for Time Management

SAP NetWeaver Portal contains a range of iViews for displaying and maintaining time data. iViews are simple, self-contained applications that are displayed on a page in the portal.

You can query and maintain Time Management data directly by using the Employee Self-Service (ESS) portal or the Manager Self-Service (MSS) portal.

The system accesses the Plant Data Collection: Time & Attendance and Employee Expenditures (HR-PDC) interfaces or the CATS for time data maintenance in the background.

Cross-Application Time Sheets

An Internet version of the Cross-Application Timesheet is available for employees. You can access and maintain this version by using ESS in the browser. You can install the offline version, called the CATS notebook, locally on a laptop. This enables you to enter data even when there is no connection to the SAP system; the data can subsequently be synchronized with the system.

You can still maintain the data directly in the SAP system.

Wireless Application Protocol

Wireless Application Protocol (WAP) is a new addition to CATS. WAP is the protocol layer for data transfer (time events and time data) using mobile devices such as cell phones. The connection to the SAP system is provided by the HR-PDC standardized interface. The posting is processed in the system and can then be displayed using an ESS scenario, for example. Employees can post time events and time data using a WAP-enabled mobile device.

WAP offers the following benefits:

Business processes tailored to employees requirements
Focus on minimum information
Optimized default values
Minimized user input
Minimal screen switches
Personal Identification Number (PIN) – used for security

Time Recording Systems

Employees can record time events, such as clock-in or clock-out postings at external time recording terminals, along with additional information on cost assignment and different payment.

Communication between time recording systems and Time Management takes place through a standardized interface called Plant Data Collection: Time & Attendance and Employee Expenditures (HR-PDC). Using HR-PDC, you can upload time events and employee expenditures recorded by external recording systems to Time Management. Similarly, you can download master data, control data, and transaction data (such as employee balances) from Time Management to the recording system.

Time events processed in Logistics during plant data collection can also be uploaded to the Time Management system through standardized interfaces. This data can also be transferred from individual Logistics components to Human Resources, if required.

Upload and Download Requests

After an upload request, time events are uploaded to the Time Management system. Data can be uploaded several times daily. Data is stored in the CC1TEV table in the SAP system. The data in the CC1TEV table is read during a subsequent posting of time events and then stored as time events in the TEVEN table.

The download supplies the time recording system with data from the SAP system. Master data from applications such as HR master data and control data, such as attendance and absence reasons, and time event types, are supplied to the time recording system to be used for validation purposes. The time recording system is supplied with transaction data (time accounts) and employees can display their time account balances at terminals.

Time Infotypes

Time infotypes are used for maintaining and displaying time data. The animation shows an overview of time infotypes. The Time Events (2011), Time Transfer Specifications (2012), and Quota Corrections (2013) time infotypes are relevant only for time evaluation.

Time infotypes are also subdivided into subtypes. For example, various forms of absences or absence types – such as illness with certificate, illness without certificate, and leave – are recorded using the subtypes of the Absences infotype (2001).

Time Data Recording Using Infotypes

The following options are available for recording time data using infotypes:

Single screen: This option is used to record one infotype for one employee.
List screen: This option is used to record several records of one infotype for one employee.
Fast entry: This option is used to record one infotype for several employees.

The object manager is available when you maintain time data (in transaction PA61) and display time data (in transaction PA51). You can use these transactions to search for employees for whom you want to display or process data. The object manager is divided into a search area and a selection area. Using search tools, you can search for objects to be displayed in the selection area.

Time Manager’s Workplace

Supervisors, foremen, or administrative assistants usually maintain time data for a manageable number of employees in the Time Manager’s Workplace (TMW).

Some of the advantages of using the TMW are as follows:

All time data can be entered, corrected, or supplemented on one screen.
Intuitive navigation options are available.
Time data is recorded using easily recognizable time data identifiers (IDs).
Time administrators can select different views (for example, multi-day, multi-person, one-day, and team view) to maintain time data.
The TMW can be personalized. You can customize the TMW to match each user’s tasks with the available applicable functions.

Screen Areas of the Time Manager’s Workplace

The Time Data Maintenance and Message Processing tasks are delivered in the TMW in the standard system. The layout of screen areas of the Time Data Maintenance and the Message Processing tasks are similar.

The various screen areas of the TMW are as follows:

Calendar:: This area is used to select the time period for which time data is to be entered.
Employee list:: This area is used to display additional information for any selected employee, for example, details on master data or time accounts.
Info area:: This area contains the names of employees assigned to the time administrator. Time administrators can select the employee or employees from this list for whom they want to enter or change time data.
Time data:: This area is used to enter and maintain time data using intuitive time data IDs, for example, "I" for illness or "L" for leave.
Details:: This area is used for entering additional specifications for the time data, for example, activity allocation specifications for an attendance. Information on time data recorded is also visible here, for example, the name of the person who entered the data, the date on which data was entered, and so on.
Online messages:: This area is used for displaying messages or confirmations concerning time data entered by time administrators. These messages can be informational, warning, or error messages.

Time Data Recording

On the Time Data tab, as a time administrator, you can maintain all the time data for your employees without having to switch to different screens. This tab is available for all views (multi-day, multi-person, one-day, and team views).

You can enter and maintain all types of time data, such as attendances and absences, and changes in planned specifications, on the Time Data tab. On this tab, the dominant is the main activity for each day. The dominant includes the most important information for a particular day. For example, the time ID is usually displayed for the Personal Work Schedule (PWS) in the dominant. If an employee is off ill the time ID for this absence is displayed as the Dominant. The focus is on the employee’s availability. If you collapse the time data for a specific day, only the dominant information for that day is displayed.

On the Time Events tab, as a time administrator, you can maintain and add to employees’ time events. This tab is available only in the multi-day view.

Calendar Views

You can use a calendar view to display a graphical overview of an employee's time data (time entries and time events) for a relatively long period. You can choose a daily, weekly, monthly, or yearly calendar.

You can also maintain data in the calendar view. Color-coded time data IDs are displayed in a bar to the left of the calendar. You can move the IDs to the required days by using drag and drop. You can also edit these further by copying and pasting them. For example, you can copy the recurring attendances or absences to the appropriate days.

Note

The new calendar views are part of the standard delivery for SAP ERP.

If you need to, you can create a customer message under the PT-RC-UI-TMW component.

Team View

The team view provides an overview of the position and frequency of full-day and partial-day data for your entire team. This view provides a list-oriented color display of time data of multiple employees over a specified period. The different colors of the time data IDs enable you to note, at a glance, the position and frequency of the various shifts and to detect issues.

This view is useful for planning shifts and vacations for your team, because you have an overview of your team’s full-day and multiple-day time data. To simplify the planning process, you can use a customer-specific Business Add-In (BAdI) to define additional rows and columns for the information you require. In addition, you can define rows with evaluations such as the number of employees on vacation.

For your day-to-day planning needs, you can also define a customer-specific row with evaluations; for example, the number of sick employees who are absent, or a shift counter that displays the number of early, late, or night shifts.

Infotype Maintenance in the Time Manager’s Workplace

Time data is recorded using intuitive time data IDs, and is stored in individual time infotypes. IDs are defined in Customizing to represent each type of time data. For example, a time data ID such as "OT" can be defined for an attendance type to be valuated with an overtime compensation type (such as basic pay for time off) in Time Evaluation. The time data ID is assigned to the Attendance infotype (2002) and the subtype for this absence type in Customizing. The overtime compensation type is also defined for the time ID.

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

Time data IDs can also be generic, if the corresponding subtypes are not specified. If time administrators use a generic ID for time data, they are advised to specify more detailed information in the Details area.

Record Time Data Using Infotypes

ExerciseStart Exercise

Business Example

You need to record time data of your employees. For this reason, you must know how to use infotypes to record time data.

Enter and maintain time data using infotypes and then verify your entries in the infotype maintenance function.

Hint

Use the personnel number 306993## of Jane Miller (a salaried employee) where ## is your group number. When choosing dates for the time entries for this exercise, do not forget to check the validity dates for infotype 2006.

Steps

Access infotype maintenance.
1. On the SAP Easy Access screen, choose Human Resources → Time Management → Administration → Time Data → Maintain.
2. On the Maintain Time Data screen, in the Personnel no. field, enter 306993## as Jane Miller’s personnel number. Choose Enter to confirm your entry.
Enter a three-day leave record using the Absences infotype (2001), subtype 0100.
1. In the Period screen area of the Maintain Time Data screen, select the Period radio button.
2. In the From field, enter the start date of the leave. Use a date 2 weeks in the future
3. In the To field, enter the date up to which leave is required.
4. In the Direct selection screen area, enter the following data:
  Field Value
  Infotype 2001
  STy 0100
5. On the menu bar, choose Edit → Create.
6. Save your entries.
On the next working day after you recorded the 3 days of leave, enter a one-day business trip using the Attendances infotype (2002), subtype 0400.
1. On the Working times tab page, choose the Attendances infotype.
2. In the Period screen area, enter the date of the business trip in the From and To fields.
3. In the Direct selection screen area, enter the following data:
  Field Value
  Infotype 2002
  STy 0400
4. On the menu bar, choose Edit → Create.
5. Save your entries.
Enter a partial-day doctor’s appointment from 1:00 p.m. to 3:00 p.m. using the AbsencesAbsences infotype (2001), subtype 0230. Choose a day in the following week.
1. On the Working times tab page, choose the Absences infotype.
2. In the Direct selection screen area, enter the following data:
  Field Value
  Infotype 2001
  STy 0230
3. On the menu bar, choose Edit → Create.
4. In the Start and To fields, enter the date of the doctor’s appointment.
5. In the Time field, enter the time of the doctor’s appointment, 13:00-15:00.
6. Save your entries.
7. Return to the SAP Easy Access screen.

Field	Value
Infotype	2001
STy	0100

Field	Value
Infotype	2002
STy	0400

Field	Value
Infotype	2001
STy	0230

Record Time Data Using the Time Manager’s Workplace

ExerciseStart Exercise

Business Example

You need to record time data for your employees. For this reason, you need to know how to use the TMW to record time data.

Enter and maintain time data using the TMW and then verify your entries in the infotype maintenance function.

Hint

Use the personnel number 306993## of Jane Miller (a salaried employee), where ## is your group number. When choosing dates for the time entries for this exercise, do not forget to check the validity dates for infotype 2006.

Note

Later in this course, in Unit Time Manager’s Workplace Functionality, you will learn how to customize existing and create new time data IDs according to your preference.

Steps

Access the Time Manager’s Workplace and temporarily add your employee Jane Miller to the employee list.
1. On the SAP Easy Access screen, choose Human Resources → Time Management → Administration → Time Manager’s Workplace.
2. In the Choose by Personnel Number section of the screen, choose the Employee list pushbutton.
3. Choose Temporarily insert employees.
4. In the Temporarily Insert Employees dialog box, enter 306993## in the Personnel No. field and choose Confirm.
Jane Miller has requested three days of leave. Enter a leave record for a period of three days in the previous month. Use the time data ID U for leave.
1. On the Time Data tab page, choose the Create details pushbutton,
2. In the ID field of the screen area, enter D for leave.
3. In the Date field of the Detail screen area, enter an applicable time period of three days.
4. Press ENTER to confirm your entries and save.
  Note
  Notice that the system closes a leave record and starts a new one each time you press ENTER. If you enter a period that is not within the selected period in the calendar, a warning appears.
Jane has a one-day business trip this month. Use time data ID DR for business trip to create a one-day business trip.
1. In the Calendar screen area, select the month during which you want to record the one-day business trip.
2. Select the day on which you want to record the business trip.
3. On the Time Data tab, enter DR for business trip in the Time ID field.
4. Press ENTER to confirm your entries.
5. Save your entries.
Enter a partial-day absence for a doctor’s appointment on Monday of the following week from 1:00 p.m. to 3:00 p.m. Use the time data ID ARZT for doctor's appointment.
1. In the Calendar screen area, select the Monday of the following week.
2. On the Time Data tab, enter DOC in the Time ID field.
3. Press ENTER and a line entry opens.
4. Enter 13:00 in the first box (Start time field) and 15:00 in the second box (End Time field).
5. Press ENTER to confirm your entries and save.
Check the entries that you created for Jane Miller in the monthly view on the Calendar tab page.
1. Choose the Calendar tab page. The data is displayed graphically.
2. Look for your leave, business trip, and doctor’s appointment entries by selecting the respective months from the calendar.
Find out the date of Easter Monday this year.
1. Choose the Month pushbutton.
2. Select the relevant month in the calendar.
3. Check for the Easter holiday (public holiday).
4. Go back to the SAP Easy Access screen.
Verify your entries in the infotype maintenance function.
1. On the SAP Easy Access screen, choose Human Resources → Time Management → Administration → Time Data → Maintain.
2. On the Maintain Time Data screen, in the Personnel no. field, enter 306993## as Jane Miller’s personnel number and press ENTER.
3. Choose the Absences infotype to check the leave and doctor’s appointment entries you created.
4. In the Period screen area, choose the ALL radio button.
5. Choose the Overview pushbutton to display your entries.
6. Go back to the Maintain Time Data screen. Choose the Attendances infotype to check the business trip entry you created.
7. Choose the ALL radio button.
8. Choose the Overview pushbutton to display your entries.
9. Choose Back twice to the SAP Easy Access screen.

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