Integrating PSM with Timesheet

Time is entered using a task on a timesheet. This can be a chargeable or administrative time for which you have to choose your task accordingly.

A chargeable task has receiver account assignments such as cost center and/or WBS element, fund, functional area, grant along with activity type stored in it. When the chargeable time is entered, this task is used so that it provides all receiver details from the task for which activity allocation posting (CO process RKL) is triggered between the sender and receiver (using standard planned rate defined for an activity type after time approval).

Activity allocation postings from time recording are integrated with budgetary and grants accounting, and are therefore subject to an active availability control (according to whether the CO process is defined as being budget-relevant).

Chargeable tasks are either automatically assigned and available for use - for example, after an enterprise project is created and the relevant employee is staffed to the project - in the Manage My Timesheet app, or the employee will be able to create own chargeable task using Manage My Tasks from the My Timesheet app.

As a task is created by the worker using Manage My Tasks, public sector account assignments are derived using the predefined rules of cost object master data and/or from substitution rules based on the receiving cost object. A user will be able to input or override public sector account assignments during the task creation based on the rules set up. Receiving account assignments will be visible in the task list during the time entry.

Tasks that are automatically created - for example, based on the staffing of a project demand, public sector account assignments - are derived from the WBS element. If the WBS element is not filled with PSM account assignments, project demand cannot be staffed - that is, a task would not get generated. These tasks are not modifiable by the worker. These tasks will be available for use only for the staffed workers. Unlike manually created task, PSM account assignments would not be viewable for auto-generated tasks at the task list, however they will get derived as time is submitted for posting.

As a task is created and a receiving cost object is entered, PSM account assignments are derived and user will be able to input or override public sector account assignments - provided the underlying rules allow it.

The sender is the account assignments of the employee from workforce master. Sender cost center is determined from the work agreement of the worker. Public sector account assignments on a worker will be available in the Cost Assignment tab of the workforce master. Since there are possibilities for multiple account assignment distribution in a public sector environment, sender public sector account assignment is determined from the cost assignment record where organization assignment = Yes which should correspond to the cost center from the work agreement.

When your SAP S/4HANA Cloud system is integrated with SAP SuccessFactors Employee Central and the associated communication scenarios are set up, the worker master data is replicated with the public sector account assignments using SAP Master Data Integration (MDI) services. In this environment, workforce maintenance always happen through SAP SuccessFactors.

In cases when there is no SAP SuccessFactors Employee Central is integrated, worker details are directly maintained in SAP S/4HANA Cloud. Public sector account assignments are derived from the cost center of the employee master during time entry. In the future, from release 2308, you should be able to maintain public sector account assignments in the worker master.

The following figure provides you with an overview of the integration between SAP SuccessFactors and SAP S/4HANA Cloud.

Administrative (non-chargeable) time recordings trigger statistical key figure value postings (CO process RKS). Typical task types using statistical key figure values are administrative tasks such as training, travel, and so on. Administrative tasks are predelivered by SAP. Additionally, you can create them using an SSCUI Specify Task Types, Components, and Levels with SAP_BR_BPC_EXPERT role.

On a time entry using administrative task, no costs are allocated but only an one sided receiver posting (Statistical Key Figure values) for which cost center and public sector account assignments are determined from the workforce master following the same rules of determining a sender in the chargeable task.

You should be now able to understand the public sector account assignment determination in the chargeable and administrative tasks.

The key takeaways are as follows:

• On a chargeable task, public sector account assignment for a receiver is derived from the receiver cost object and for a sender it is derived from workforce master organizational assignment.
• On a administrative task, time recording triggers statistical key figure value postings which can be used as tracing factor in allocations and there are no costs allocated to other cost objects.