Administering Time Data

Objectives

After completing this lesson, you will be able to:

  • Demonstrate entry of time data

Record Data in Time Management

To record employee times, such as hours worked, business trips, leave, or changes to planned working time, you can use a variety of systems and methods.

The different methods can include:

  1. Front-end time recording systems. Customer systems with an interface to the SAP system.
  2. Employee Self-Service (ESS) applications, Internet applications, workflow forms, or touchscreen systems.
  3. SAP Cross-Application Time Sheet (CATS).
  4. Time administrators can record data via different transactions within SAP, or online.

Time data, such as listed above, is stored in infotypes, for example IT2001 Absences.

A time administrator records this data in the following ways:

  • Time Manager’s Workplace (TMW): Administration of data for a group of employees.
  • Maintaining individual infotypes: Recording and changing data on infotype screens.

There are other ways to maintain time data, for example fast data entry, the simultaneous entry of infotype data for multiple employees.

Attendances and Absences

Employee attendances can be business trips, participation in seminars, hours worked, or teaching a training course. The information is stored in IT2001 Absences and IT2002 Attendances, which are then subdivided into various subtypes. The system uses all this absence and attendance information for follow-up processes.

An employee’s absences may include leave or illness. Absences are calculated based on an employee’s personal work schedule and are stored in the Absences infotype (2001). This infotype is subdivided into various absence types (subtypes). Attendances are maintained in infotype 2002 and they are also subdivided into various subtypes.

Attendances and absences can be for a partial-day, a full-day, or for several days. You determine this in Customizing.

Attendances and absences can be deducted from entitlements, known as quotas. Examples of quotas are annual leave, approved overtime, or further training entitlement. Some attendances and absences can influence an employee’s remuneration; others have a purely statistical function.

Time Manager's Workplace (TMW)

TMW is a single point of contact, having all the important time data available at a glance, for example, the work schedules, the existing absences and attendances with their detailed information, and their calendar views. You will use TMW to record employees’ time data, such as hours worked, business trips, leave, or changes to planned working time. TMW can be personalized and customized by the customer.

The following table describes the functions of various screen elements in TMW:

Screen ElementFunction
CalendarEnables you to select the time period for which time data is to be entered.
Employee ListContains the employees assigned to the time administrator. You can select an employee or employees from this list and enter or change time data, if you have permission to do so.
Info areaEnables you to display additional information, such as master data information or the number of pending leave, for the selected employee.
Time dataShows all time data at a glance. You can enter and maintain time data using time data short terms, such as I for Illness, D for Doctor or L for Leave. These short terms can be defined by the customer.
Details areaEnables you to enter additional specifications, such as activity allocation and specifications for an attendance. You can also view details of specific entries (such as the person who entered the data, the date on which the data was entered, and so on).
Message areaDisplays time entry messages or confirmations on time data entered by the time administrators. Messages are output in the form of error messages, warnings, or information.

Time administrators use the TMW interface for their daily business. They can also use classical transactions such as maintaining of time management infotypes, for example, transaction PA61.

Calendar Views in the TMW

The calendar views in the time data maintenance area of TMW provides a graphical overview of a person’s time data. Daily, weekly, monthly, and annual calendar settings are available.

The calendar view enables you to gain a quick overview of a specific period. The use of colors for the time data short terms enables you to quickly differentiate different types of time data.

You can also maintain data in this view. The color-coded time data short terms are displayed in a bar to the left of the calendar, where you can drag and drop them to the required days. If required, you can copy and paste the calendar entries. For example, you can copy recurring attendances or absences to the relevant days.

SAP supplies examples and the customer decides which short terms and colors they want to configure for use.

Display and Create Employee Time Data

Business Example

As a time administrator, you must maintain time data for employees. For this reason, you must be able to find each employee’s time data records.

Learn how to find time data for an employee and create an absence.

Steps

  1. Display the data in IT0007 Planned Working Time for an employee. From the SAP Easy Access screen, choose Human ResourcesTime ManagementAdministrationTime Datadouble-click PA51 - Display. You can also enter PA51 in the Command field or select the link if you have saved it as a favorite.

  2. Enter the relevant personnel number and choose Enter or use the search process to find the correct employee record.

  3. Select the Time management data tab and then select the Planned Working Time infotype.

  4. In the application toolbar choose Display to see the most recent record.

  5. Check the data in the Work schedule rule section, the Work schedule rule and Time Mgmt status.

  6. Choose Back to return to the SAP Easy Access screen.

  7. Create an absence for an employee in the Time Manager’s Workplace. From the SAP Easy Access screen, choose Human ResourcesTime ManagementAdministrationdouble-click PTMW - Time Manager's Workplace. You can also enter PTMW in the Command field or select the link if you have saved it as a favorite.

  8. Choose Temporarily insert employees.

  9. Enter the relevant Personnel Number in the pop-up box and choose Confirm.

  10. Choose Create details.

  11. Enter the relevant code in the ID field.

  12. Enter the from and to dates of the absence.

  13. Choose Enter to confirm your entries.

  14. Save the absence record.

  15. Check confirmation message.

  16. Choose Back to return to the SAP Easy Access screen.

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