Generating Work Schedules

Objective

After completing this lesson, you will be able to generate work schedules to set up work hours for employees

Work Schedule Generation

The system generates a work schedule by applying the period work schedule to a horizontal axis and the public holiday calendar and by repeating it until the selected period is covered.

Work schedules must be generated to define the planned working time for employees. Work schedules can be generated either manually or in batches. Before they can be generated, all the require groupings must be made and the work schedule rule must already be defined.

Automatic generation of work schedules enables multiple work schedules to be generated in a batch input session.

You can also generate all work schedules at one time by entering the time period to be generated. However, this method of generating work schedules does not apply to more than one client at one time.

Note

A previous and subsequent period of the work schedule must exist for each period to be calculated.

Determination of Workdays

The following criteria determine whether a day is a day off in a work schedule:

  • Planned hours
  • Day type (derived from the public holiday class)

First, the planned hours are queried in the daily work schedule. If there are zero planned hours, the day is a day off; if not, the system checks the day type. The day type is always determined in accordance with the public holiday class. If the day type is not blank, the day is a day off.

Planned Working Time

An employee’s position in the enterprise structure is defined in the Organizational Assignment infotype (0001). The assignment in this infotype determines the work schedules that can be assigned to the employee.

Data stored in the Organizational Assignment infotype (0001) determines whether a work schedule is permitted for a certain employee. The system checks criteria such as employee subgroup and personnel area/subarea. It also checks if the work schedule was generated for the employee subgroup or personnel area/subarea in question.

A work schedule is assigned to an employee using the work schedule rule in the Planned Working Time infotype (0007).

Planned Working Time Infotype

An employee’s working time is stored as a work schedule rule in the Planned Working Time infotype (0007). This infotype also includes the average working hours valid for an employee, which are derived from the definition of a work schedule rule.

Planned working time is defined as the time between the start and end of work, excluding breaks. It specifies the time an employee has to work each day at the company.

Individualized information on employees’ working time is represented in their personal work schedule. Personal work schedules contain any recorded changes and exceptions to employees’ working time (such as substitutions), as well as any changes made at a higher level (employee subgroup groupings or personnel subarea groupings). An employee’s actual working hours (including any modifications to working time) for each month are included in the personal work schedule.

Default Values for Planned Working Time

You can use the SCHKZ feature to store default values for the work schedule rule. You can use the TMSTA feature to store default values for the time management status.

SCHKZ and TMSTA Features

When you assign an employee a planned working time for the first time, on hiring, for example, the SCHKZ feature can default a value for the work schedule based on the employee’s organizational assignments. For example, if you want to assign the FLEX work schedule to all salaried employees in the DT employee subgroup, but want the NORMwork schedule to be the default for all other employees, you use the SCHKZ feature to store default values for the Planned Working Time infotype (0007).

You access the SCHKZ feature in Customizing for Time Management under Work SchedulesPlanned Working TimeSet Default Value for the Work Schedule.

Alternatively, call transaction PE03 and enter the name of the feature.

The Time Mgmt statusfield specifies whether an employee is included in time evaluation and, if so, the type of time evaluation. You can use the TMSTA feature to default a value for the Time Management status in the Planned Working Time infotype when an infotype record is created. The value can be determined on the basis of an employee’s organizational assignment. For example, you may want employees in personnel area 0001 to take part in time evaluation, but not employees in personnel area 0002.

The possible values of the Time Management status are listed in the following table:

ValueType of Time Evaluation
0No time evaluation
1Time evaluation of actual times
2PDC time evaluation
7Time evaluation without Payroll integration
8External services
9Time evaluation of planned times

Note

An employee with a Time Management status of Blank or 0 cannot be processed using time evaluation. This employee's time is processed in Payroll.

Generate Work Schedules

ExerciseStart Exercise

Business Example

You want to generate a work schedule and assign it to your employees. For this reason, you need to know how to set up and assign work schedules.

Set up and generate a work schedule AZ## (## = your group number) and assign it to your employees.

FieldValue
Employee subgroup grouping2
Holiday calendar99
Personnel subarea grouping01
Work schedule ruleAZ##
Calendar month from (MMYYYY)December of previous year
Calendar month to (MMYYYY)January of current year +3

Steps

  1. Generate the work schedule AZ## for the work schedule rule you created for a period of three years. As a start date, choose December of the previous year, and as an end date, choose January of the current year + 3.

    1. In Customizing, choose Time Management → Work Schedules → Work Schedule Rules and Work Schedules → Generate Work Schedules Manually.

    2. On the Create Work Schedule screen, enter the following values in the respective fields:

      FieldValue
      Employee subgroup grouping2
      Holiday calendar99 (Public holiday calendar for your personnel subarea)
      Personnel subarea grouping01
      Work schedule ruleAZ##
      Calendar month from (MMYYYY)December of previous year
      Calendar month to (MMYYYY)January of current year + 3

      Note

      The instructor may announce a different generation period.

    3. Choose the Create all pushbutton and note the message at the bottom of your screen that the work schedule has been generated.

  2. Assign the generated work schedule to your salaried employee, Karin Anderson (306992##), starting the first of this month, in the Planned Working Time infotype.

    1. On the Create Work Schedule screen, choose System → Create Session.

    2. On the SAP Easy Access screen, choose Human Resources → Time Management → Administration → Time Data → Maintain.

    3. On the Maintain Time Data screen, enter the following values in the respective fields:

      FieldValue
      Personnel no.306992## (salaried employee)
      Infotype0007 (planned working time)

    4. Choose Create.

    5. On the Create Planned Working Time screen, enter the values from the table in the respective fields. Keep all other suggested entries.:

      FieldValue
      Startfirst of the current month
      Work schedule ruleAZ##

    6. Choose Enter, and if a warning appears regarding infotype 0008 Basic Pay, press ENTER.

    7. Save your entries.

Generate Work Schedules for a Rotating Shift

ExerciseStart Exercise

Business Example

You want to generate work schedules with a normal working time and a rotating shift and assign them to your employees. For this reason, you need to know how to set up and assign these work schedules.

Create a work schedule for a rotating shift. Where possible, copy the samples provided in the system, and modify them as required. Finally, assign the generated work schedule to your hourly wage earners.

Hint

If the system prompts you to enter a country grouping, choose 99 Other Countries.

Steps

  1. In Customizing, check if the grouping for work schedules for your personnel subarea TP## is 01. Check if the grouping for daily work schedules for your personnel subarea TP## is 01.

    1. In Customizing, choose Time Management → Work Schedules → Personnel Subarea Groupings → Group Personnel Subareas for the Work Schedule.

    2. On the Change View "Personnel Subarea Grouping for Work Schedules": Overview screen, check the personnel grouping for your personnel subarea TP##.

      The grouping for daily work schedules for your personnel subarea TP##. should be 01.

    3. Choose Time Management → Work Schedules → Personnel Subarea Groupings → Group Personnel Subareas for the Daily Work Schedule.

    4. On the Change View "Assignment of PS Grouping for Work Schedules to Daily WS" screen, check the grouping for daily work schedules for your personnel subarea TP##.

      The daily work schedule grouping assigned to your personnel subarea TP## should be 01. Check to make sure that this assignment already exists.

  2. Create a break schedule called PW## with two dynamic unpaid breaks:

    • After 4 hours, employees are entitled to a 15-minute break.
    • After 6 hours, employees are entitled to a 45-minute break.

    Use the grouping for daily work schedules 01.

    1. In Customizing, choose Time Management → Work Schedules → Daily Work Schedules → Define Break Schedules.

    2. In the Choose Activity dialog box, double-click Determine Break Schedules.

    3. On the change view work break schedule: overview screen, copy existing break schedule M3 for Grpg 01. Select both lines and choose the Copy pushbutton.

    4. On the Change View Work Break Schedule Overview of Selected Set screen, enter the following values in the respective fields for your two break schedules:

      FieldValue
      Grpg (Employee subgroup grouping)01
      Break (Break schedule)PW##
      Number01 (for your first break schedule) and 02 (for your second break schedule)
      Unpaid0,25 and 0,75 (duration of each break)
      After4,00 and 6,00 (hours the employee must work before he or she is entitled to the break)

    5. Press Enter and save your entries.

  3. Define the daily work schedules EA##Early##, LA## Late##, and NT## Night## by using the daily work schedules F-11, S-11, and N-11, respectively. Choose the grouping for daily work schedules 01. Assign the break schedule PW## you previously created to the daily work schedules. The details of the daily work schedules are as follows:

    • For the daily work schedule EA## Early##, work starts at 05:30, with a planned working time of 7 hours 45 minutes (industry hours).
    • For the daily work schedule LA## Late##, work starts at 14:00, with a planned working time of 7 hours 45 minutes (industry hours).
    • For the daily work schedule NT## Night##, work starts at 22:30, with a planned working time of 6 hours 15 minutes (industry hours).

    1. In Customizing, choose Time Management → Work Schedules → Daily Work Schedules → Define Daily Work Schedules.

    2. On the Change View "Daily Work Schedule": Overview screen, select the F-11 entry and choose the Copy As pushbutton.

    3. On the Change View "Daily Work Schedule": Details of Selected Setscreen, enter the following values in the respective fields:

      FieldValue
      DWS grouping01
      Daily work scheduleEA## (in the first field), leave the second field blank, and enter Early## (in the third field)
      Planned working hours (in the Planned working hours screen area)7,75
      Planned working time (in the Working time screen area)05:30
      Work break schedulePW##
      Daily Work Schedule Class1

    4. Save your entries.

    5. On the Change View "Daily Work Schedule": Overview screen, select the S-11 entry and choose the Copy As pushbutton.

    6. On the Change View "Daily Work Schedule": Details of Selected Set screen, enter the following values in the respective fields:

      FieldValue
      DWS grouping01
      Daily work scheduleLA## (in the first field), leave the second field blank, and enter Late## (in the third field)
      Planned working hours (in the Planned working hours screen area)7,75
      Planned working time (in the Working time screen area)14:00
      Work break schedulePW##
      Daily Work Schedule Class2

    7. Save your entries.

    8. On the Change View "Daily Work Schedule": Overview screen, select the N-11 entry and choose the Copy As pushbutton.

    9. On the Change View "Daily Work Schedule": Details of Selected Setscreen, enter the following values in the respective fields:

      FieldValue
      DWS grouping01
      Daily work scheduleNT## (in the first field), leave the second field blank, and enterNight## (in the third field)
      Planned working hours (in the Planned working hours screen area)6,25
      Planned working hours (in the Working time screen area)22:30
      Work break schedulePW##
      Daily Work Schedule Class3

    10. Save your entries.

  4. Create a period work schedule WP##. Group the daily work schedules EA##, LA##, NT##, and OFF into one period work schedule called WP##. The work pattern repeats itself every three weeks. You can copy three weeks of an existing period work schedule. Choose the grouping for daily work schedules 01. Week 3 should indicate the last 3 days of the week as OFF.

    1. In Customizing, choose Time Management → Work Schedules → Period Work Schedules → Define Period Work Schedules.

    2. On the Change View Period Work Schedule: Overview screen, choose all three lines of the existing period work schedule 3-WK and choose the Copy As pushbutton.

    3. On the Change View "Period Work Schedule": Overview of Selected Set screen, enter the following values in the respective fields in the three rows:

      FieldValue
      Grpg01
      PWS (Period work schedule)WP##
      Week001 for your first week, 002 for your second week, and 003 for your third week.
      01 to 05 (for Week 1)EA##
      06 and 07 (for Week 1)OFF
      01 to 05 (for Week 2)LA##
      06 and 07 (for Week 2)OFF
      01 to 04 (for Week 3)NT##
      05 to 07 (for Week 3)OFF

    4. Save your entries.

  5. Check selection rule for day types. Your employees are required to work on public holidays. Check the selection rule 02. This rule will be referenced later in the work schedule rule.

    1. In Customizing, choose Time Management → Work Schedules → Day Types → Define Selection Rules.

    2. On the Change View "Definition Rules for Day Types": Overview screen, verify the selection rule 02. This rule is displayed on the screen as follows:

      Sample selection rule for day types.

  6. Check the employee subgroup grouping. Make sure that an employee subgroup grouping already exists for your hourly wage earners. Check the public holiday calendar assigned to the personnel subarea TP##..

    1. In Customizing, choose Time Management → Work Schedules → Work Schedule Rules and Work Schedules → Define Employee Subgroup Groupings.

    2. In the Choose Activity dialog box, double-click Define Employee Subgroup Grouping.

    3. On the Change View "Text for Work Schedule Grouping": Overview screen, check whether an employee subgroup grouping for the work schedule already exists for industrial workers.

    4. Go back to the Choose Activity dialog box and double-click Group Employee Subgroups for Work Schedules.

    5. In the Determine Work Area: Entry dialog box, enter 99 in the Work Area field, and choose Continue.

    6. On the Change View "Employee Subgroup Grouping for Work Schedule": Overview screen, check whether the above employee subgroup grouping for work schedules is already assigned to your employee subgroup for industrial workers (X1). Go back to the Customizing menu. For ESG X1 grouping 1 should be assigned.

    7. In Customizing, choose Time Management → Work Schedules → Work Schedule Rules and Work Schedules → Define Groupings for the Public Holiday Calendar.

    8. On the Change View "Assign Personnel Subarea to Public Holiday Calendar": Overview screen, check whether a public holiday calendar is already assigned to your personnel subarea TP##. The public holiday calendar assigned to your personnel subarea TP## should be 99.

  7. Define the work schedule rule AW##. Copy the work schedule rule M3-1. Use the employee subgroup grouping Industrial Workers and the public holiday calendar assigned to your personnel subarea TP##, as well as the personnel subarea grouping for work schedules 01. Use the rule for day types 02. Use your period work schedule WP##.

    1. In Customizing, choose Time Management → Work Schedules → Work Schedule Rules and Work Schedules → Set Work Schedule Rules and Work Schedules.

    2. On the Change View "Work Schedule Rule": Overview screen, select the M2-N entry for hourly-wage earners and choose the Copy As pushbutton. Note: Copy entry M2-N so the hours are similar to the average daily work schedule. Copying any entry could lead to incorrect average values

    3. On the Change View "Work Schedule Rule": Details of Selected Set screen, enter the following values in the respective fields:

      FieldValue
      ES grouping1
      Holiday Calendar ID99
      PS grouping01
      Work schedule ruleAW## Name: 3 Week Rotate ##
      Rule for day types02
      Period work scheduleWP##
      Ref. date for PWS01/01/1990
      Start point in PWS001

      Note

      If the work schedule you have copied has any entry in the Alternative WS rule field in the Reduced working hours area, delete this entry before saving your work schedule rule.

    4. Save your entries.

  8. Generate work schedule AW## (rotating schedule) for a period of three years.

    1. In Customizing, choose Time Management → Work Schedules → Work Schedule Rules and Work Schedules → Generate Work Schedules Manually.

    2. On the Create Work Schedule screen, enter the following values in the respective fields:

      FieldValue
      Employee subgroup grouping1
      Holiday calendar99
      Personnel subarea grouping01
      Work schedule ruleAW##
      Calendar month from (MMYYYY)December of previous year
      to (MMYYYY)January (of current year + 3)

      Note

      The instructor may announce a different generation period.

    3. Choose Create all.

  9. Assign work schedule AW## to your hourly-wage earner in the Planned Working Time infotype, starting the first of this month.

    1. On the Create Work Schedule screen, choose System → Create Session.

    2. On the SAP Easy Access screen, choose Human Resources → Time Management → Administration → Time Data → Maintain.

    3. On the Maintain Time Data screen, enter the following values in the respective fields:

      FieldValue
      Personnel no.306991## (industrial worker)
      Infotype0007 (planned working time)

    4. Choose the Create pushbutton.

    5. On the Create Planned Working Time screen, enter the following values in the respective fields:

      FieldValue
      Startfirst of the current month
      Work schedule ruleAW##

    6. Keep all other suggested entries. Choose Enter to confirm your entries and acknowledge any messages.

    7. Save your entries.

Learning

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