Setting Up Attendance and Absence Quotas

Objective

After completing this lesson, you will be able to set up quota types for an absence to ensure correct time tracking and reporting

Quota Basics

Employees in your company are entitled to entitlements such as leave and additional training. These types of entitlements can be stored in quotas, from which attendances and absences are deducted. An absence quota is an employee’s time-limited entitlement to an absence. Similarly, an attendance quota is an employee’s entitlement to an attendance. Absence and attendance quota types are used to represent these entitlements in the system.

You set up employees’ absence entitlements, such as standard annual leave and non-working shift entitlement, in the Absence Quotas infotype (2006).

You set up approvals for attendances such as overtime in the Attendance Quotas infotype (2007). These approvals can be queried in Time Evaluation.

Attendance and Absence Quota Types

Attendance or absence quotas include the following characteristics:

Validity period:
The validity period indicates the dates assigned to a quota. For example, a quota with a validity period of January 1, 2012 to December 31, 2012 is valid for the specified period of time.
Deduction interval:
The deduction interval for a quota specifies the period in which employees can use the quota. The deduction from and deduction to dates of the quota do not have to match the validity period.
Quota type:
The type of quota, such as standard annual leave and educational leave, is determined by the quota type.
Quota number:
The number of days or hours included in the quota.

When you customize a quota type, you define whether the quota is managed in days or hours. You also specify whether a deduction beyond the entitlement is permitted.

Attendance and absence quota types are defined in Customizing based on the personnel subarea and employee subgroup groupings for time quota types.

Attendance and absence types include the following groupings:

Employee subgroup grouping for time quota types:
This is a breakdown of employee subgroups for which the same attendance and absence quota types are valid.
Personnel subarea grouping for time quota types:
This is a breakdown of personnel subareas for which the same attendance and absence quota types are valid.

For each quota type, you specify the time unit (days or hours) you want to use to manage the quota. If you want to restrict the validity of entitlements to certain clock times, you can specify an applicable time interval for each quota type. If this time interval is adopted when you create a quota for an employee, the entitlement applies only within the specified time interval.

You can also specify the amount to which a quota can be deducted beyond its entitlement. The amount specified for negative deduction also appears in the Attendance Quotas infotype (2007) and Absence Quotas infotype (2006).

Each attendance or absence quota type is assigned a time constraint class, which is then checked if time infotypes collide. Absence quota types can be locked for compensation.

Set Up a Quota Type

ExerciseStart Exercise

Business Example

You are responsible for configuring attendance and absence quotas. You have received a request to set up two new absence quota types.

Create a quota type 30+## called Leave Group## and a quota type 70+## called Additional Leave Group##. The quotas are to be managed in days, and a deduction beyond the entitlement is not permitted. You can copy or modify quota type 09 (Leave Days).

(## = your group number)

Steps

  1. Create groupings for time quotas.

    1. In Customizing, choose Time Management → Time Data Recording and Administration → Managing Time Accounts Using Attendance/Absence Quotas → Setting Groupings for Time Quotas → Group Employee Subgroups for Time Quotas.

      On the Determine Work Area: Entry screen, choose Continue.

    2. On the Change View "Employee Subgroup Grouping for Time Quotas": Overview screen, check your employee subgroup grouping for X0 (salaried employee) and X1 (hourly-wage earner) in the ESG Time quota field.

      (Both, the X0 (salaried employee) and X1 (hourly-wage earner), should be assigned to the grouping 1.)

    3. In Customizing, choose Time Management → Time Data Recording and Administration → Managing Time Accounts Using Attendance/Absence Quotas → Setting Groupings for Time Quotas → Group Personnel Subareas for Time Quotas.

    4. On the Change View "Personnel Subarea Grouping for Time Quota Type": Overview screen, check the personnel subarea grouping for your personnel subarea TP##.

      (The personnel subarea grouping for your personnel subarea TP## should be 01.)

  2. Create absence quota types.

    1. In Customizing, choose Time Management → Time Data Recording and Administration → Managing Time Accounts Using Attendance/Absence Quotas → Time Quota Types → Define Absence Quota Types.

    2. On the Change View "Absence Quota Type": Overview screen, Position pushbutton, enter ESG 1, PSA 01 and quota type 09 to position on an appropriate entry. Choose Absence quota type 09 [Leave (days)] and choose the Copy As pushbutton.

    3. On the Change View "Absence Quota Type": Details of Selected Set screen, enter the following values in the respective fields:

      FieldValue
      ESG Time quota types1
      PS Grpg Tm Quota Typ01
      Absence quota type30+##Leave Group

    4. Press Enter and Save your entries.

    5. On the Change View "Absence Quota Type": Overview screen, select the Absence quota type09 [Leave (days)] and choose the Copy As pushbutton.

    6. To use quota type 09 to create a second new quota type, on the Change View "Absence Quota Type": Details of Selected Set screen, enter the following values in the respective fields:

      FieldValue
      ESG Time quota types1
      PS Grpg Tm Quota Typ01
      Absence quota type70+##Additional Leave Group

      Note

      Leave the unit of time or measurement Days and the existing time constraint class as they are. Do not enter anything in the Neg. ded. to field. Quotas of the new time quota type must not be deducted beyond the entitlement.

    7. Press Enter and Save your entries.

Learning

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