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How SAP time administration can help you in managing your employees’ working time?

by Faisal Iqbal

December 31, 2011

In this blog, I’ve briefly described the Time Administration – a subcomponent of SAP Time Management Solution. 

Working Pattern: A Scenario

In a typical scenario of working at office, an employee is required to work for certain hours a day. The off days (weekends, public holidays or vacations) as well as the deviations from work (in form of overtime or uninformed absence) are part of a general time administration process and are therefore clearly outlined in a company’s policies. An employee coming to work usually signs an attendance sheet, thus, marking his time in & out. On daily basis, the attendance sheet could be used for capacity planning i.e. the available staff is utilized for activities.  At the end of a period, the attendance record is used to calculate his wage for the period and he is paid for the work.

Key Points: Time on and off

From the scenario we could ascertain that

  1. An employee has a planned working time specifying how many daily / weekly working hours he is supposed to work.
  2. There are different type of holidays.
  3. Employee is entitled for time off and additional time.
  4. Employee record his time.
  5. The recorded time is compared with assigned working time and
  6. The employee is compensated accordingly.

The Solution: SAP Time Administration

Let’s see how the Personnel Time Management component of SAP HR Solutions address the Time Administration.

1) You can define the daily working time, including the breaks. It is referred as Daily Work Schedule in SAP Terminology. Using the daily work schedules, a period work schedule is determined. A weekly work schedule in this case could be working for 5 days and taking 2 days off.

Normal Working Pattern

Sat

Sun

Mon

Tue

Wed

Thu

Fri

Working

08:00 AM  05:00 PM

 

Break

12:00 PM  01:00 PM

Working

08:00 AM  05:00 PM

 

Break

12:00 PM  01:00 PM

Working

08:00 AM  05:00 PM

 

Break

12:00 PM  01:00 PM

Working

08:00 AM  05:00 PM

 

Break

12:00 PM  01:00 PM

Working

08:00 AM  05:00 PM

 

Break

12:00 PM  01:00 PM

OFF

OFF

2) You can maintain the public holidays, which impacts working time of an employee, in Public Holiday Calendar. The calendar is flexible. Additionally you can maintain employee’s absences which could be regular vacations or uninformed absences.

Calendar

Jan

Feb

Mar

Apr

May

Jun

Jul

Aug

Sep

Oct

Nov

Dec

Normal

Normal

Normal

Normal

Normal

Normal

Normal

Normal

Normal

Exception

23*

Normal

Normal

Normal

* Public Holiday: National Day

3) You can also maintain an Employee’s time off and additional time entitlements in Absence & Attendance Quotas along with the Planned time specifications. The infotypes, concept explained earlier in my earlier article describing Personnel Administration, for maintaining such entitlements are 2006 and 2007.

Entitlement

Absence

Balance

10 Days

2 Days

8 Days

4) SAP offers variety of options of recording an employee’s attendance, through time recording terminals and uploading these to SAP, or Time Sheet referred as CATS in SAP.

Day

Time-In

Time-Out

1

8:00 AM

5:00 PM

2

8:10 AM

5:00 PM

5) The Time Evaluation in SAP which looks into each & every detail of employee’s working time determines the planned working time of an employee, the deviations from the planned time and create the Time Wage Types which are further processed in Payroll (I intend to write on Payroll later and would try to explain the wage type concept in the article).

Day

Time-In

Time-Out

Evaluation

1

8:00 AM

5:00 PM

No Impact

2

8:10 AM

5:00 PM

Comparison with Work Schedule

6) System adjust the time quotas according to the time consumed as absence or attendance.

Day

Time-In

Time-Out

Evaluation

Result

1

8:00 AM

5:00 PM

No Impact

 

2

8:10 AM

5:00 PM

Comparison with Work Schedule

Compensation Impact

Common Tasks: SAP Time Administration

Once the component has been setup, following Infotypes are typically maintained:

  • Absences to record difference types of working time deficiencies; vacation, emergency leave etc
  • Attendance to capture availability such as training / business trip etc

You may also need to refer back to

  • Absence Quotas to display the leave balance for instance
  • Attendance Quotas to see the balance of attendance

To view assigned working time (Work Schedule) to an employee, you may also like to see the Planned Working Time infotype.

So in all of these cases, the transactions PA61 and PA51 are frequently used.

In short,

Time Administration helps you in managing your employees’ working time; from assigning them the right work schedule to maintaining their absences from the entitlements. You can, therefore, map the common time administration scenarios as well as the complex situations in a Time Management framework. Obviously it’s not all in all what I’ve explained and for what time administration is used for; this overview just refers to a typical & minimum requirement of administering employees’ working time. I welcome you to post your comments. 

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