Setting Up Generation Rules

Objective

After completing this lesson, you will be able to set up work schedule generation rules

Selection Rules

You define rules for the accrual of employee’s time-off entitlements in the Define Generation Rules for Quota Type Selection activity. The rules for quota selection are defined according to the personnel subarea and employee subgroup groupings.

Note

The personnel subarea grouping for time recording is located in the Time Evaluation section of Customizing.

These rules are also defined on the basis of a quota type selection rule group. The quota type selection rule group is set in the QUOMO feature based on the employee’s organizational assignment. Selection rules are stored for the quota type selection rule group to determine the quotas to be accrued, the amounts, how they are rounded, and so on.

Quotas are either accrued for the applicable employees using the RPTQTA00 report, or default values for creating quotas are determined according to the selection rules.

Absence Quota Type Selection (1)

In a selection rule for quota types, you make the following settings:

Applicability:
On this tab page, you define the conditions under which the selection rule is to be used. For example, the rule can be used dependent on the employee’s hiring date, for employees in a certain challenge group, or for employees with a certain degree of challenge. For example, a challenge group could be set up for severely challenged employees. In addition, you can also specify the earliest date on which the absence entitlement can be granted, such as after a probation period.
Accrual period:
On this tab page, you define the accrual period for determining the entitlements.
Base entitlement:
On this tab page, you specify a previously created rule for base entitlement to set the applicable base entitlement (depending on age and seniority, if required). This base entitlement is used to determine the accrual entitlement. You can also specify how age or seniority is to be determined.

Absence Quota Type Selection (2)

You can determine a preliminary accrual entitlement on the basis of the data on the Applicability of Rule, Accrual Period, and Determining base entitlements tab pages.

On the Further processing of accrual entitlement tab page, you can specify when accrual entitlement is to be reduced or to be rounded for part-time employees. To do so, you assign an appropriate reduction or rounding rule. You can also set a maximum value that is not to be exceeded.

On the Total entitlement tab page, you can enter specifications regarding the total entitlement determined (rounding, maximum value).

Overview – Deduction and Validity Intervals

The animation illustrates the connection between the deduction interval and the validity interval.

Within generation rules, you need to define the deduction interval for each quota type and the validity interval for each quota type selection group.

Generation Rules

If you want to accrue several quotas with different quota types for employees with a certain organizational assignment, you can specify several selection rules for the corresponding quota type selection rule group.

In each of these selection rules, you specify how quotas of a particular quota type are to be accrued. The accrual depends on the specified conditions, and takes the applicable base entitlement, rounding, capping, and reduction rules into account.

Check Customizing Settings

You use the RPTQUOTA_CHECK report to display an overview of your Customizing settings. This gives you a quick overview of the settings you made for particular employees or groupings. You can also view detailed information.

To go to the detailed view of a setting, double-click the sheet of paper icon for the row. The selection of the report is based either on persons (by entering a personnel number or quota type selection rule group), or Time Management groupings (by specifying the employee subgroup or personnel subarea groupings).

The report outputs the applicable generation rule (from table T559L) and below it all the settings that were made in the individual rules. This includes: quota types (T556A), base entitlement (T559E), validity and deduction intervals (T559V), reduction rules (T559M), and rounding rules (T559R). In addition, the absences that may cause the quota to be reduced are displayed (Indicated as such in quota generation in table T554S).

Note

For more information about the report, see SAP Note 538504 and the report documentation.

Set Up Generation Rules for Quota Accruals

ExerciseStart Exercise

Business Example

As a part of your work, you created the quota types required in your company (leave, educational leave, and so on). The same leave entitlement is granted to all employees annually. The amount of entitlement is dependent on the employee's seniority. For this reason, you need to define the generation rules for accruing your employees’ leave entitlement.

Define generation rules for quota selection.

You want to create a selection rule for quota accrual 30+## (Leave Group ##) for the employees in your personnel area.

What are the employee subgroup groupings and personnel subarea groupings called?

Employee subgroup grouping for time quotas: 1

Personnel subarea grouping for time quotas: 01

Personnel subarea grouping for time recording: 01

For which quota type selection rule group are the selection rule and generation rule valid?

Check the decision tree for the QUOMO feature again.

Write down the quota type selection rule group here: 30+##

For the applicable groupings and quota type selection rule group, create the selection rule 001, and name it Leave accrual ##. This selection rule is to be used for accruing absence quota type 30+##(where ## = your group number).

The following specifications are valid for this selection rule:

  • It applies to all employees in your personnel subarea, regardless of their length of service with the company and challenge group or degree of challenge.
  • The accrual period is one calendar year.
  • You must specify the rule for base entitlement that you created. Seniority is to be determined for an exact date.
  • You must set up pro rata reduction of quota entitlement for employees joining or leaving the enterprise midyear.
  • The total entitlement determined is rounded off so that only full days are used.

Note

The QUOMO feature is used to determine the quota type selection rule group that is to apply to the employees. This is based on employees’ organizational assignment. Selection rules are then stored for this quota type selection rule group to regulate the quota accrual. For this reason, you need to check the decision tree for the QUOMO feature to see which quota type selection rule group was set for the employees in your personnel subarea. The quota type selection rule group should be 30+##.

Steps

  1. Ensure that the quota type selection rule group is 30+##.

    1. In Customizing, choose Time Management → Time Data Recording and Administration → Managing Time Accounts Using Attendance/Absence Quotas → Calculating Absence Entitlements → Rules for Generating Absence Quotas → Specify Rule Groups for Quota Type Selection.

    2. In the Choose Activity dialog box, choose Modify Feature QUOMO. Verify that personnel subarea TP## is assigned the selection rule group 30+##.

  2. Define the generation rules for quota accrual.

    1. In Customizing, choose Time Management → Time Data Recording and Administration → Managing Time Accounts Using Attendance/Absence Quotas → Calculating Absence Entitlements → Rules for Generating Absence Quotas → Define Generation Rules for Quota Type Selection.

    2. On the Change View "Selection rules": Overview screen, choose the New Entries pushbutton and enter or check the following data:

      FieldValue
      Start01/01/1990
      End12/31/9999
      ESG for time quotas1
      PSG for time quotas01
      PSG for time rec.01
      Quota type sel. grp30+##
      Selection rule001
      Absence quota type30+## (Leave Group ##)

    3. Enter the following data on the following tab pages:

      On the Base entitlement tab page:

      FieldValue
      Rule for base entitlement001
      Key Date for Determining SenioritySelect For Exact Day

      On the Applicability tab page, accept all default values.

      On the Accrual period tab page:

      FieldValue
      Calendar yearSelect this radio button

      On the Accrual entitl tab page, choose:

      FieldValue
      Reduction rule30+##

      On the Total entitl tab page, choose:

      Note

      Note: If your company does not round absences, you may elect to not assign a rounding rule here.
      FieldValue
      Rounding rule01

    4. Save your entries.

      Note

      By using the dialog structure in the left section of the screen, you can access the relevant views for generation rules.

Set Up the Accrual of Additional Absence Quota Entitlements

ExerciseStart Exercise
ExerciseStart Exercise

Business Example

As part of your job, you need to grant three days of additional leave per year to the employees in your personnel areas (quota type 70+##). For this reason, you need to create a base entitlement rule for quota type 70+## (3 days’ entitlement per calendar year).

Note

In some countries, this is required. In Germany, for example, challenged employees are required to be granted additional leave based on their degree of challenge. In the USA, some employees are entitled to additional leave as part of workers’ compensation.

Accrue entitlements of different quota types for employees.

Create a base entitlement rule 001 for the quota type 70+##Leave group ## and call it Base entitlement addl leave group ##. This rule contains no subrules.

Steps

  1. Define base entitlements (70+##).

    1. In Customizing, choose Time Management → Time Data Recording and Administration → Managing Time Accounts Using Attendance/Absence Quotas → Calculating Absence Entitlements → Rules for Generating Absence Quotas → Set Base Entitlements.

    2. In the Choose Activity dialog box, choose Base Entitlement for Absence Quota Generation.

    3. On the Change View Base Entitlement for Absence Quota Generation: Overview screen, choose the New Entries pushbutton.

    4. Make the following entries for rule 001:

      FieldValue
      Start01/01/1990
      End12/31/9999
      ES grpg for time quotas1
      PS grpg for time quotas01
      PS grpg for time recording01
      Absence quota type70+##
      Rule for base entitlement001
      Sequential no.leave blank
      Constant (In the Entitlement screen area)3 days
      Calendar year (In the related to period screen area)Select this radio button

    5. Save your entries and go back to the Overview screen.

  2. Define the validity interval.

    1. The validity interval is set for each quota type selection rule group, so you do not have to make any other entries.

  3. Define the deduction interval (70+##).

    1. In Customizing, choose Time Management → Time Data Recording and Administration → Managing Time Accounts Using Attendance/Absence Quotas → Calculating Absence Entitlements → Rules for Generating Absence Quotas → Determine Validity and Deduction Periods.

    2. On the Change View Validity/Deduction Interval for Absence Quotas: Overview page, choose the New Entries pushbutton and enter the following data:

      FieldValue
      ESG Time quota types1
      PS Grpg Tm Quota Typ01
      Absence quota type70+##
      Deduction fromStart of validity interval
      Deduction toEnd of validity interval
      Relative positionleave blank

    3. Save your entries.

  4. Identify existing reduction and rounding rules for quota entitlements (70+##) that will be assigned to your new quota entitlement.

    In the case of employees who join or leave the company midyear, you want the leave entitlement to be proportionately lower, that is, you want the entitlement to be reduced pro rata. You want to round up or down to full days when determining total entitlement.

    Use the reduction and rounding rules that you already created. These rules are as follows and will be assigned to your rules in subsequent steps.

    FieldValue
    Reduction rule30+## (Reduction rule for inactive days group ##)
    Rounding rule01 (Rounding rule: To nearest whole number)

  5. Define generation rules for quota selection (70+## ).

    Enter a selection rule with the ID 002 for accruing additional quota 70+##.

    Name this selection rule Accrual addl leave 70+##.

    The following specifications are valid for this selection rule:

    • The rule applies to all employees in your personnel subarea, regardless of their length of service with the company and challenge group or degree of challenge.
    • The accrual period is one calendar year.
    • You must specify the rule for base entitlement that you created.
    • You must set up pro rata reduction of quota entitlement for employees joining or leaving the company midyear.
    • The total entitlement determined is to be rounded so that only full days are used.

    1. In Customizing, choose Time Management → Time Data Recording and Administration → Managing Time Accounts Using Attendance/Absence Quotas → Calculating Absence Entitlements → Rules for Generating Absence Quotas → Define Generation Rules for Quota Type Selection.

    2. On the Change View Selection rules: Overview screen, choose the New entries pushbutton and enter the following data:

      FieldValue
      Start01/01/1990
      End12/31/9999
      ESG for time quotas1
      PSG for time quotas01
      PSG for time rec.01
      Quota type sel. grp30+##
      Selection rule002 (Accrual of additional leave)
      Absence quota type70+## (Additional Leave)

    3. On the Base entitl. tab page, enter the following information:

      FieldValue
      Rule for base entitlement001

    4. On the Applicability tab page, adopt the default settings.

    5. On the Accrual period tab page, select Calendar year.

    6. On the Accrual entitl. tab page, enter the following information:

      FieldValue
      Reduction rule30+##

    7. On the Total entitl. tab page, enter the following information:

      FieldValue
      Rounding rule01

    8. Save your entries.

  6. Use RPTQUOTA_CHECK to check generation rules.

    Use the RPTQUOTA_CHECK report to check your Customizing settings for Tom Johnson (306991##) and Karin Anderson (306992##). Display the error list, if any, and correct any errors in the settings as required.

    1. To start the report, from the main menu bar, choose System → Services → Reporting (or call transaction SE38).

    2. On the ABAP: Program Execution screen, enter the following data:

      FieldValue
      ProgramRPTQUOTA_CHECK

    3. Choose the Execute pushbutton.

    4. On the Overview of Customizing Settings for Quota Generation screen, enter the following data:

      FieldValue
      Personnel Number306991## (Tom Johnson)
      Generation by RPTQTA00 Report and Default Values (In the Selection of Quotas screen area)Select this radio button

    5. Choose the Execute pushbutton.

    6. Check the settings in the report output. Choose the Error List pushbutton to display any errors.

    7. If there are errors, correct them in Customizing.

Learning

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