To generate quota for six months through time evaluation

Solving this with an example from real scenario

3 Quota to be generated through time evaluation.
1. CL, should be generated for calendar year (i.e., 01.01.2009-31.12.2009)
2. EL, should be generated once in 6 months {(i.e., 01.01.2009-30.06.2009 1st block of the current year, and then to 01.07.2009-31.12.20092nd block of the current year)} any leave balance in the 1st block should be carried forward to 2nd block and leave balance of 2nd block carried forward to the 1st block of next year and the limitation is 300 EL.
3. HPL, should be generated once in 6 months (i.e., 01.01.2009-30.06.2009 1st block of the current year, and then to 01.07.2009-31.12.20092nd block of the current year)} any leave balance in the 1st block should be carried forward to 2nd block and leave balance of 2nd block carried forward to the 1st block of next year

Solution
configure Table V_T559L “Define Generation Rules for Quota Type SelectionAbsence Quota”

01 For the CL > Accural Period Tab you have to select Time Evaluation Period, and in Transfer Time Tab select Calendar Period.
02 For EL > Accural Period Tab you have to select Time Evaluation Period and in Transfer Tab select other period and give six months , for this Six months you have to Define Period Parameter and assign here.
03 For HPL you can proceed same as step 2.

For Leave Carry forward , copy the Rule TQTR and use VARSTCURMO & VARSTREDY Operation to carry forward the Leaves once in a six months.


Time Module – config

IMG  Personnel Time Management  Work Schedules  Define Public Holiday Classes

IMG  Personnel Time Management  Work Schedules  Personnel Subarea Groupings  Group Personnel Subareas for the Work Schedule

IMG  Personnel Time Management  Work Schedules  Personnel Subarea Groupings  Group Personnel Subareas for theDaily Work Schedule

IMG  Personnel Time Management  Work Schedules  Daily Work Schedules  Define Daily Work Schedules

IMG  Personnel Time Management  Work Schedules  Period Work Schedules  Define Period Work Schedules.

IMG  Personnel Time Management  Work Schedules  Day Types  Define Day Types.

IMG  Personnel Time Management  Work Schedules  Day Types  Define Day Types.

IMG  Personnel Time Management  Work Schedules  Day Types  Define Special Days.

IMG  Personnel Time Management  Work Schedules  Work Schedule Rules and Work Schedules  Define Employee Subgroup Groupings

IMG  Personnel Time Management  Work Schedules  Work Schedule Rules and Work Schedules  Define Groupings for the Public Holiday Calendar.

IMG  Personnel Time Management  Work Schedules  Work Schedule Rules and Work Schedules  Set Work Schedule Rules and Work Schedules.

IMG  Personnel Time Management  Work Schedules  Work Schedule Rules and Work Schedules  Generate Work Schedules Manually

IMG  Personnel Time Management  Work Schedules  Planned Working Time  Set Default Value for the Work Schedule.

IMG  Personnel Time Management  Work Schedules  Planned Working Time  Set Default Value for Time Management Status.

IMG  Personnel Time Management  Time Data Recording and Administration  Substitutions  Define Personnel Subareas for Substitution Types.

IMG  Personnel Time Management  Time Data Recording and Administration  Substitutions  Set Defaults for Substitution Types.

IMG  Personnel Time Management  Time Data Recording and Administration  Absences  Absence Catalog  Group Personnel Subareas for Attendances and Absences.

IMG  Personnel Time Management  Time Data Recording and Administration  Absences  Absence Catalog  Define Absence Types.

IMG  Personnel Time Management  Time Data Recording and Administration  Absences  Absence Catalog  Absence Counting  Define Counting Classes for the Period Work Schedule.

IMG  Personnel Time Management  Time Data Recording and Administration  Absences  Absence Catalog  Absence Counting  Rules for Absence Counting (New)  Group Employee Subgroups for Time Quotas.

IMG  Personnel Time Management  Time Data Recording and Administration  Absences  Absence Catalog  Absence Counting  Rules for Absence Counting (New)  Group Personnel Subareas for Time Quotas

IMG  Personnel Time Management  Time Data Recording and Administration  Absences  Absence Catalog  Absence Counting  Rules for Absence Counting (New)  Define Rules for Rounding Counted Absences

IMG  Personnel Time Management  Time Data Recording and Administration  Absences  Absence Catalog  Absence Counting  Rules for Absence Counting (New)  Define Counting Rules

IMG  Personnel Time Management  Time Data Recording and Administration  Absences  Absence Catalog  Absence Counting  Rules for Absence Counting (New)  Define Counting Rules  Deduction rules for Absence quotas

IMG  Personnel Time Management  Time Data Recording and Administration  Absences  Absence Catalog  Absence Counting  Assign Counting Rules to Absence Types.

IMG  Personnel Time Management  Time Data Recording and Administration  Attendances/Actual Working Times  Define Attendance Types.

IMG  Personnel Time Management  Time Data Recording and Administration  Attendances/Actual Working Times  Attendance counting  Rules for Attendance counting (New)  Assign Counting Rules to Attendance Types.

IMG  Personnel Time Management  Time Data Recording and Administration  Managing Time Accounts Using Attendance/Absence Quotas  Time Quota Types  Define Absence Quota Types.

IMG  Personnel 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.

IMG  Personnel Time Management  Time Evaluation  Time Evaluation Settings  Set Personnel Subarea Groupings for Time Recording.

IMG  Personnel 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  Base Entitlement for Absence Quota Generation.

IMG  Personnel 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.

IMG  Personnel 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  Define Generation Rules for Quota Selection.


Links to PDF’s from SAP website

Payroll

Time
Benefits
OM
PA

ESS

Time management – Transaction codes

PA51 – Display Time Data
PA53 – Display Time Data
PA61 – Maintain Time Data
PA62 – List Entry of Additional Data
PA63 – Maintain Time Data
PA64 – Calendar Entry
PA70 – Fast Data Entry
PA71 – Fast Entry of Time Data
PBAB – Maintain Vacancy assignments
PT01 – Create Work Schedule
PT02 – Change Work Schedule
PT03 – Display Work Schedule

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