Absence Quotas – Simple Example

Suppose, your client has two types of leaves, say, casual leave and sick leave which are applicable to the same employee sub groups and personnel subareas. So you want to know how to generate these two quotas in this situation using the report RPTQTA00, right. 

Here are the steps to be followed to generate these two leave quotas:

1. There is only one Personnel Subarea grouping for absences.

2. You have to create two different absence types, obviously, for casual leave and sick leave, say, “casu” and “sick” with all the usual entry screens and time constraint classes. 

3. The counting class for the Period Work Schedule has to be assigned.

4. The employee sub group grouping and the personnel subarea grouping for time quotas remain the same for both the quotas.

5. You have to define two different absence quota types for casual leave and sick leave, say, 90 and 91. (Both measurement units as days)

6. Set the “no generation” radio button for both the quotas 90 and 91in the node ‘permit quota generation with out time evaluation’. (As you wish to generate them both by RPTQTA00)

7. Set the feature QUOMO with a default value, say, 10 for your country grouping.

8. Set the base entitlements separately for both the quotas, say, 25 days for casual leave (constant, calender period) and 5 days for sick leave (constant, calender period).

Please make sure that the rule for base entitlement is different for the quotas, say, 001 for casual leave and 002 for sick leave.

9. Determine the validity and deduction periods for both the quotas separately.

10. Create two different generation rules with these two different base entitlements.

11. Create only one deduction rule, say, 999 for both the quotas. You can type the two absence quota types one by one sequentially. 

12. Create only one counting rule for both the absences if the conditions for absences are the same, and assing the deduction rule to this counting rule. (If you want the absences to be counted differently then you can go for two different counting rules). 

13. Assign this same counting rule to these two absence types, casual leave and the sick leave separately. 

14. Set Perosnnel Subarea groupings for time recording. (We often tend to forget this node.)

15. Go to SE38 and run the report RPTQTA00 to an employee for a given validity period, say from 01.01.2007 to 31.12.2007 and do the test run. 

You must get both the quotas in the screen, i.e., 25 days for casual leave and 5 days for sick leave. 


Config Steps for Absence Quota

Steps to generate Absence quotas:
Absence quota:
1. Group personal sub areas for Attendances and Absences.
Menu Path: SPROTime management Time data recording& administrationAbsencesAbsence catalog Group personal sub areas for Attendances and Absences.
Here, first you need to do PSG grouping for Attendances & Absences. 

2. Define Absence Type
Menu Path: Time ManagementTime data recording and AdministrationAbsencesAbsence catalogDefine Absence Type.
Click on New Entries; Create an Absence type with a 4 character’s code. 

3. Determine Entry Screens and Time Constraint Classes
Menu Path: Time ManagementTime data recording and AdministrationAbsenceAbsence CatalogDetermine Entry Screens and Time Constraint Classes.
 Here find the Absence Type that you have created. Click on Magnifying glass or Ctrl+Shift_F2.
Here, by specifying the screen number for attendance type and absence type, you determine which screen is to be used for entering, displaying and maintaining records. Select screen number field and press F1.Give screen number that suits your requirement. 
Ex.2001 Quota deduction
2051 No quota deduction

4. Define Counting Classes for Period Work Schedule.
Menu Path: Time ManagementTime data recording and Administration  Absences  Absence Catalog  Absence Counting  Define Counting Classes for Period Work Schedule.
Here, select your PWS and give counting class range 01-09.
Counting classes: Counting classes for PWS are used to evaluate absences& attendances. Use different counting classes for PWS with long DWS &many Dayoff’s.When you maintain a counting class you must define a separate rule for each Counting class.)

For Employee sub groups
5. Group Employee sub groups for Time Quotas.
Menu Path: Time ManagementTime data recording and Administration Absences Absence Catalog  Absence Counting  Rules for absence counting (New) Group Employee sub groups for Time Quotas.
Here select you Employee group & Group Employee sub groups for Time Quotas give number ranging from 1-9.

For Personnel sub areas
6. Group Personnel sub areas for Time Quotas
Menu Path: Time ManagementTime data recording and Administration Absences Absence Catalog  Absence Counting Rules for absences counting (New) Group Personnel sub areas for Time Quotas.
Here select your & Group Personnel sub areas for Time Quotas give number ranging from 01-99.

7. Define Absence Quota
Menu Path: Time ManagementTime data recording and Administration Managing Time Accounts using Attendance/Absence Quotas  Time Quota Types Define Absence Quota Types.
Definition of Absence quota: Here we define valid absence quota types with 2 digit code (entitlement to time off & leave types) for your employee group& personal sub area’s grouping for time quotas. Why we define Absence quota, because, in this we define unit of time measurement whether you want the entitlement to time off to be maintained in Hours or in Days.

8. Permit Quota Generation without Time evaluation
Menu Path: Time ManagementTime data recording and Administration Managing Time Accounts using Attendance/Absence Quotas  Calculating Absence Entitlements  Automatic Accrual of Absence Quotas  Permit Quota Generation without Time evaluation
Here we define, to transfer the left absence quota for next year or not.
Select the Absence quota and click “No generate” (Radio button).

9. Specify Rule groups for Quota type selection.
Menu Path: 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.

Here we give one 2 digit code (01-99) for quota type selection, that what we mention in QUOMO feature.

10. Set Base Entitlement
Menu Path: Time ManagementTime data recording and Administration Managing Time Accounts using Attendance/Absence Quotas  Calculating Absence Entitlements  Rules for Generating Absence Quotas  Set Base Entitlement.
Select Base Entitlement for Absence Quota Generation and Click on “Choose: button
Click on “New Entries”, to enter the data.
Base Entitlement: Why we define this is, here we evaluate number of eligibility days for the Absence quota. And we assign this to Absence quota that we created earlier.

11. Determine Validity and Deduction Periods.
Menu Path: 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.
Click on “New Entries” to enter the data.
We define Validity & deduction periods, as you want to define as per calendar year, Accrual period etc.
12. Define Generating rules for Quota Type Selection.
Menu Path: Time ManagementTime data recording and Administration Managing Time Accounts using Attendance/Absence Quotas  Calculating Absence Entitlements  Rules for Generating Absence Quotas  Define Generating rules for Quota Type Selection.
13. Define Deduction Rules for Absence and Attendance Quotas
Menu Path: Time ManagementTime data recording and Administration Managing Time Accounts using Attendance/Absence Quotas  Quota Deduction Using Attendance /Absences Define Deduction Rules for Absence and Attendance Quotas

Click on “New Entries” to enter the data.
We define deduction rules according to which attendance & absences are to be deducted from the Attendances & Absence quotas. Actually the quota deduction did not depend on individual Absence/Attendances types, but it is determined by the counting rules for Absences/Attendances that are counting rules assigned to an Attendances &Absences types

Select “Define deduction Rules for Absence Quotas” and Click on “Choose” button.

Go and Click on “New Entries” and enter the data
14. Define Counting rules
Menu Path: Time ManagementTime data recording and Administration  Absences  Absence Catalog  Absences Counting  Rules for absence counting (New)  Define Counting Rules
Click on New Entries; enter the data as of your requirement.
Counting rules: We define counting rules for counting Attendances & Absences. The rules are used to determine the payroll days & hours for an Attendance & Absence type. The payroll days and hours that have been counted are used to control the deduction of 

15. Assign counting rule to Absence type

Menu Path: Time ManagementTime data recording and Administration  Absences  Absence Catalog  Absences Counting  Assign Counting rules to Absence Types

16. Set Personnel Sub area grouping’s for Time Recording 
Menu Path: Time ManagementTime Evaluation setting Set Personnel Sub area grouping’s for Time Recording.
Select your personnel sub area and give the 2digit code, for grouping and give the same digit for Personnel Sub area grouping’s for Time Recording. While creating the Attendance /Absence type. 
Run Absence quota: The Transaction code to run Absence quota is SE38.In SE38 we generally use to run the SAP Reports.

Give SE38, and give report RPTQTA00, to run Absence quota.

Full configuration of Time || Configuration of Absence Quota || Time Transaction Codes || Absence Quota – basics || CATS

Concurrent Employment – basics

The Concurrent Employment is basically an employment scenario based on several personnel assignments between the employee and the employer. The personnel assignments can run simultaneously.

Concurrent employment allows an employee to hold multiple positions at the same time and these positions are then linked together for the purposes of payroll, time and benefits processing.

This scenario is very common in educational institutions and hospitals.

For example,
–Dania works full-time as a PACE Nurse Manager for Johns Hopkins Hospital, making $43/hr
–In addition, she works as a float pool Option RN II, making $24/hr plus differentials.

Employees with concurrent employments usually have as many personnel numbers as the personnel assignment. However, they are further assigned one PERSON ID, to enable proper tracking throughout the employment of that employee in the company. The different personnel assignments are linked by the Person ID. While the personnel assignment identifies the characteristics of the assignments such as work schedule and remuneration, the Person ID describes the functions to be performed by the employee during the assignments. The infotype for maintaining Person ID is 0709.

The concurrent employment model in SAP with regards to CE is for reporting purposes. It is the logical database framework (PNPCE) for reporting on Concurrent Employment.

You can maintain infotype on concurrent assignment via PA30, PA40 and PA61.

See example at http://help.sap.com/saphelp_47x200/helpdata/en/31/39de77c15c5043b0b420b60a89e4db/content.htm

Technological FrameWork
The variety of concurrent employment situations and the myriad administrative burdens that often accompany assignments can make HR professionals wonder how they can transform their organization from a traditional “one person, one assignment” model to a “one person, multiple assignment” culture. The answer is a technological framework that enables you to manage concurrent employment situations. This technological framework consists of the concurrent employment model delivered with mySAP ERP.

CATS – Transfer to PS

Transfer to Project System 
Use
You can use report RCATSPS (Time Sheet: Transfer to Project System) to transfer time sheet data to Project System. The report generates confirmations for networks and, if necessary, goods movements for backflushes.

You can transfer time sheet data that is assigned the processing status 30 (Approved) or 60 (Canceled). The report transfers the data from the interface table CATSPS to Project System.

Integration
When the system generates confirmations for networks, it triggers activity allocation in Controlling at the same time.

Prerequisites
The control key must specify that the operation may be confirmed. If it does not, the data is transferred to Controlling.

Recommendation
Transferring canceled data to Project System can adversely affect system performance. When the report transfers canceled records, it reads all the confirmations for the relevant operation for each cell that has been changed in the time sheet. The load on the system increases accordingly.

SAP recommends therefore that you

· Use only networks that have been created for a relatively short period

The more confirmations generated for a network, the poorer the report’s performance when canceling confirmations.

· Specify in the Number of tasks field that the report generates several tasks for each transfer, if you have performance problems

Features
Selection
· You select the records you want to transfer by personnel number, period, network number or document number.

· If you do not want the current date to be the posting date of the transferred records, you can manually enter the posting date you require. You can also determine the posting date you require for cancellations.

· For optimum performance, you can distribute the data you want to transfer over several tasks. You specify how many tasks in the relevant field.

· If another user is processing a network when you run the report, the network is locked. You can enter a number of lock attempts for the report. The report then attempts to perform the transfer as many times as you have specified.

· If you want to enter services for an operation without this affecting the scheduling of the network, select Transfer without dates. The report then transfers the records without the actual start and finish.

· For a detailed list of the data that has been transferred, select the Log option.

· If you only want to check which data will be successfully transferred and if any data will generate errors, select Test run.

Output
If you select the Log option, the system displays a log after the transfer is complete.

If the report was not able to post some of the records in Project System, it also generates an error pool. The records containing errors are flagged as transferred. You can postprocess them in Project System. Note however if you do this that the data in Project System is no longer consistent with the data in the Time Sheet.

CATS – Configuration

SAP’s official documentation on CATS configuration can be found at


To make configuration easier, refer to this excel

This excel contains gives a model of the accesses that needs to given for 3 different profiles – employee, manager and time admin.

Archiving of data from CATSDB: When the data becomes too huge, consider archiving the data. Though archiving is done by technical associates, functional associates would have to stipulate the timing of the archiving.

Some terms that are commonly used:
Yellow time: Unapproved time
Green time: Approved time

For additional Time sheet related questions refer to this link

CATS – for beginners

CATS means cross application timesheet which enables entries into time tables, the below link will help you in more detail.

http://help.sap.com/erp2005_ehp_04/helpdata/EN/0a/4fd938c6fba936e10000000a114084/frameset.htm


SAP provides 4 such solutions:

CATS Classic:
CATS classic is the original user interface of the Cross-Application Time Sheet in the SAP system. It is particularly suited to users who also use the SAP system to perform other tasks. CATS classic is the most suitable user interface for entering working times for multiple personnel numbers, for example, by secretaries.

http://help.sap.com/erp2005_ehp_03/helpdata/EN/46/fa783b3aefeb32e10000000a114084/content.htm

CATS Regular (ITS):
CATS regular (ITS) offers a similar data entry screen and comparable functions to CATS classic. However, this user interface has been optimized for use as an Employee Self-Service (ESS) application in a Web browser. In contrast to CATS classic, CATS regular (ITS) users only need a Web browser and not a SAP GUI for Windows. This makes CATS regular (ITS) the most suitable user interface for recording working times in the intranet or Internet.

http://help.sap.com/erp2005_ehp_03/helpdata/EN/dd/e9863596db1d23e10000009b38f889/content.htm

CATS notebook can be used by sales people who are on site and do not have Internet connection. They enter their time sheet info offline into CATS notebook & when they are online, timesheet data is transferred to the server.

CATS for service providers enables you to specify basic data that is often valid for more than one day. You can then record task components (such as miles/kms driven, overtime, and so on)


CATS user interfaces

for user interfaces, please refer to the following link:
http://help.sap.com/saphelp_47x200/helpdata/en/64/400b2b470211d189720000e8322d00

CATS Configuration

For configuration document, refer to the following link:

CATS – Transaction codes

To Customize CATS:


CAC1 : Maintain Profile 
CAC2 : Allocate Fields 
CAC3 : Def. Rej. Reasons 
CAC4 : Def. Auth. Groups 
CAC5 : Def. Cust. Fields 
CAC6 : Allowed Print Report

Working with CATS

CAT2 : Maintain Times  CAT3 : View Times  CATSXT : Times for SP  CATR : Reorg. Interf. Tables

Approving Times Entries

CAT4  CATS_APPR  CATS_APPR_LITE  CAPS 

Transferring Time Entries

CATA : All entries (exc. MM)  CAT5 : .. to PS  CAT6 : .. to Time Mgt  CAT7 : .. to  CO  CAT9 : .. to PM / CS  CATM : .. to MM

Time Management – Terms

1.  Day Balance   – It is the balance days to be entitled from his quota. 
2.  Period Balance  – It is the balance period from the actual accrual period 
3.  Accrual Period  – Accrual period is the actual period for the Absence quota, may be your financial year or calendar year
4.  Time evaluation period  – Time evaluation period is the period in which you are going to run thetime evaluation
5.  Payroll period  – Payroll period is the actual period to run the payroll. (Eg: 01.10.2006 to 31.10.2006)
6.  Other period  – can be select if you need your absence quota period other than these periods, you can mention your own period

SAP HR Course: Session 1 – SAP Basics

Additional Reading

In this class, we discuss ERP service providers including SAP’s competitors.
This class also adresses questions like what is SAP Landscape and how SAP Landscape looks like in a real-time scenario.

HR Master Data – Training Steps

Step-1
Configuring an Organizational Structure

  • Create Objects
  • Essential Relationships
  • Create Description
  • Create Department/Staff
  • Add Relationships
  • Maintain Plan Data
  • Add account assignment to the Company Organizational Unit
  • Acct Assignment Features
  • Structure Maintenace
Step-2
Configuring Positions

  • Configure Positions
  • Configure Reporting Relationships
  • Produce and Organizational Structure Report
Step-3
Executing a Personnel Action

  • Hire a Employee
  • Make changes to Employee Master Data
  • Produce an Employee List report for the new employee
Step-4
Using the Implementation Guide (IMG)

  • Create a project plan.
  • Generate a project IMG
  • Description of Vacant Position
  • Use the find feature to locate IMG activities
  • Execute and IMG Activity
  • Maintain status of project activities.
Step-5
Establishing the Enterprise Structure

  • Configuring Personnel Sub-Areas
  • Employee Sub-Groups
  • Grouping for Work Schedules
Step-6
Additional Organizational Assignments

  • Maintain HR Master Data
  • Change Organizational Assignment
Step-7
Using Features

  • Display Features
  • Process Feature/Decision Tree
Step-8
Understanding Planned Working
Time Connection to Basic Pay

  • Display the HR Master Data
  • Planned Working Time
  • Basic Pay
  • Work Schedules Overview
  • Primary Wage Type and Employee Groupings
Step-9 
Defining Payscale Structures

  • Customizing Project Administration
  • Process Feature Tariff: Decision Tree
  • Choose Activity
  • Change Payscale – Period Parameter Assignment
  • Determine Work Area
  • Create Basic Pay
Step-10
Defining Wage Types

  • Create Dialog Wage Type
  • Understand controls used to determine wage type assignment
  • Define feature LGMST to default wage type assignment
  • Setup indirect valuation
Step-11
Performing Payscale reclassification
and pay increases

  • Underrstand how to perform payscale reclassifications
  • Configure a payscale reclassification to a new payscale level after employees have been in a payscale level for one year.
  • Understand how to perform standard payincreases
Step 12
Confirming the new master data configuration

  • Modify an existing organizational structure to add a new organizational unit and new position
  • Process a hire personnel action and confirm the functionality of the newly configured personnel subarea, employee subgroup, payscales and wage types