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R/3 System
Instructor
Guide
Level 3
Release 4.0
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Contents:
Revisions to Previous Instructor Guide...................................................................3
Course Details.............................................................................................................4
Duration............................................................................................................................................. 4
Course Materials and other Materials (Training Manual)....................................................................4
Country-Specific Units........................................................................................................................ 4
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Because new topics such as the accrual of absence quotas have been introduced, some topics can no longer
be handled in the same degree of detail.
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Course Details
Duration
4 days
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You should be familiar with time evaluation's Customizing tools (personnel calculation schemas and
their editors in particular).
You should understand the interaction between R/3 Time Management and Payroll Accounting. You
should know how data from time recording is imported to time evaluation and payroll accounting and
how it is processed.
A general overview of the options for integrating R/3 Time Management and Cost Accounting (activity
allocation and cost assignment) and an overview of the link to time recording systems is desirable.
Knowledge of Shift Planning is not required, but is desirable.
If the course is held in January or February, you may want to choose another month or maintain data for the
previous year in the first exercise.
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Training System
Transport from ID3
Data Required
IDES data and additional training data:
## stands for group numbers 00 to 18. You can use group number 00 for demonstrations. Group
numbers 01 - 18 are for the course participants.
Time Management elements from the IMG (work schedules, subtypes and so on) that you display or
use as a template are grouped with the groupings specified in the Personnel Area/Subarea view
(V_T001P) for the personnel area Boston and the personnel subarea Boston; that is, for country
grouping 10.
Note: The absence type 0100 leave is not used in this course, since in the standard system it is only
used for maintaining leave in the Leave Entitlement infotype (0005). As of Release 4.0, users are
advised to maintain leave in the Absence Quotas infotype (2006). You should note that the full range of
functions for automatic accrual of absence quotas is not available until Release 4.5A.
Customers who have already implemented leave in the old form (in the Leave Entitlement infotype
(0005)) can convert to the new form of maintaining leave. There is, however, no method of carrying out
the conversion automatically.
The Leave Entitlement infotype (0005) will not be developed further. Users can, however, continue
using the functions.
Ensure that the table lock is lifted (ENQUEUE OFF), since the course participants work in the IMG
views at the same time for the exercises. Ensure that feature HRSIF is set so that recording absences
and attendances without clock times is possible.
Example ABAPs
None
Technical Hints
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5. The unit Customizing Time Evaluation describes the range of tools used to customize time evaluation.
The emphasis is on the tools for maintaining personnel calculation schemas and rules, which are a
special feature of time evaluation and payroll accounting.
6. The unit Data Retrieval in Time Evaluation describes how the time data is made available in time
evaluation. The unit has purposely been kept very general in nature and does not refer directly to
schema TM04. It should be clear to the participants that the type of data retrieval depends on the
philosophy behind time data recording and the method of time data recording.
7. The unit Operations as Tools of Time Evaluation describes the use of operations in time evaluation. The
participants are shown how to use the documentation to find out about working with the operations.
8. The unit Personnel Calculation Schema TM04 describes the individual processing steps of time
evaluation in schema TM04. The unit is divided into several sections which correspond to the different
blocks in the schema.
The unit only deals with the processing steps that are of particular significance in a business context or
provide good examples of how to modify personnel calculation rules.
9. The unit Processing Data from Time Recording Systems describes the main elements required to
process data from time recording systems. The distribution of tasks between the time recording system
and the HR system is explained, as are the relevant time infotypes and the required modifications to
schema TM04. The section on the connection to the time recording system has been considerably
shortened since the 3.0/3.1 courses and now covers only the most essential points. A detailed technical
description of the connection does not come within the scope of this course.
10. The unit Time Evaluation With Clock Times deals with the standard schema TM00, in particular how it
differs from schema TM04.
11. The unit Integration With Payroll Accounting describes how the wage types determined in time
evaluation can go on for further processing in payroll accounting. You should place particular emphasis
on the following features of integration:
Processing time data in payroll accounting for periods that have not yet been evaluated
12. The unit The Time Statement Form describes the tools and steps for setting up the time statement.
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10:00-10:30
Organizational details
Unit: Introduction
10:30-11:00
Instructor: Explanation
11:00-11:30
11:30-11:45
Coffee break
Break
11:45-12:15
Participants: Exercise
12:15-13:15
Lunch break
Break
13:15-14:00
14:00-14:30
Participants: Exercise
14:30-15:00
Coffee break
Break
15:00-15:35
16:35-16:00
Participants: Exercise
16:00-16:45
16:45-17:00
Participants: Exercise
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Approx. 30 minutes
Introduce yourself
Give a summary of what is covered in the course (short explanation of the individual
units)
Ask the participants to introduce themselves
Organizational details (times, breaks, and so on)
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Overview of the Master Data Infotypes; The Planned Working Time Infotype
Explain that a mini master (infotypes 0001, 0002, 0007, and 0050) must be
created for each employee before he or she can take part in time evaluation.
Explain the significance of the Planned Working Time infotype (0007), in
particular the relationship of the time recording status to the time evaluation
philosophies. Explain the concept of the working week. Demonstrate the
Planned Working Time infotype (0007) in the R/3 System.
Work Schedule; What is a Workday?
The participants should already be familiar with the concept of the work
schedule from HR306. Go over the concept again if necessary. Explain the
meaning of the terms daily work schedule and day type. Note that the meaning of
daily work schedule class 0 has been redefined for Release 4.5A, and a day off is
recognized by the fact that the relevant daily work schedule specifies zero
planned hours.
Overview of Time Management Infotypes; Absences and Attendances:
Clock Times or Hours?
Explain the different categories of time infotypes. Explain how the decision as to
whether time evaluation is performed with or without clock times is made using
feature HRSIF.
Exercise: Hiring an Employee
Approx. 30 minutes
Before starting the exercise, the participants must log onto the R/3 System.
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Make sure the participants use the Time recording mini master action when they
hire their employees. The action contains the Time Recording Information
infotype (0050) which is required in a later exercise.
Which results are provided by time evaluation and how to access them
First explain how time evaluation is carried out and for whom:
Time evaluation is generally run once daily (during the night as a
background job) for a large number of employees. The results of that day are
then available the next morning.
Time evaluation can also be run for individual employees for a given period,
for example, for test purposes.
Mention the types of results again (messages, time wage types and time
accounts, infotype updates).
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Next, explain that the results of time evaluation are usually stored for a
month at a time and that the time evaluation period is the same for all
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employees. There are technical reasons for the monthly periodicity used by
the database: customers can, however, use a time evaluation period of their
choice.
Time evaluation ensures that there are no gaps in the evaluation run; you can
only run time evaluation for a given day if the previous day has been
correctly evaluated. This is controlled by the PDC recalculation field in the
Payroll Status infotype (0003). If a recalculation is performed, the previous
results are overwritten.
Based on the data flow, explain which data is required by time evaluation
and which results are generated. The previous results are required in order to
update the current results (for example, the time accounts).
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The participants should learn how to use the functions of the Time
Management pool, in particular the error handling function.
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Time types
How tables, schemas, and personnel calculation rules are interrelated in time
evaluation
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09:00-09:15
Instructor: Explanation
09:15-10:15
10:15-11:00
11:00-11:15
Coffee break
Break
11:15-11:45
Participants: Exercise
11:45-12:15
Lunch break
13:15-13:30
Participants: Exercise
14:10-14:55
Coffee break
Break
15:15-16.15
Participants: Exercise
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Importing Data
This slide provides an overview; the individual functions are discussed in detail
later in the course.
Function P2000: ...
Explain how the internal table TZP is built up from the daily work schedule.
Demonstrate in particular how table TZP is read, that is, how the different
sections of the daily work schedule are depicted in table TZP.
Functions P2001 and P2002
Explain the significance of table TIP and the fields that are already filled at this
stage. Also show the reference to a different payment or cost assignment using
the pointers C1 and ALP. Show a relevant example in the R/3 System.
Processing Using Internal Tables
Explain the TIP-TOP principle. Bring in operation COLOP* at this point.
Data Retrieval in Schema TM04
For a simulation into the future, the data is retrieved in the same way as for
recording exceptions to the work schedule. Go into detail on generating a
planned pair using function P2000. If necessary, demonstrate schema TM04 in
the R/3 System.
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with the participants: Show them how to create their own personnel calculation
rules or decode standard personnel calculation rules using the RPDSYS00
documentation.
Edit personnel calculation rule Z1xx in the R/3 System. You can use the tree
editor to do this. Then start time evaluation and show the participants what
happens.
Exercises RPDSYS00
Approx. 30 minutes
The participants should learn how to work with RPDSYS00.
Initialization
Error checks
Determining overtime
Note
The unit follows the same sequence as the processing steps in the schema. The best approach is to show the
individual processing steps on slides and then live in the R/3 System. You can also show the participants
how to read the time evaluation log.
The participants should learn:
The significance of the basic processing steps in time evaluation and how
they work
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How the standard schema TM04 and the standard personnel calculation rules
can be modified to cater to different business requirements
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Determining overtime
Subschemas TW15 and TW30 are explained on the following slides. Subschema
TW10 plays a secondary role and can be demonstrated in the R/3 System if
required.
Determining Overtime on a Daily Basis: Subschema TW15
In time type 0900, a daily limit is determined after which overtime should be
generated. Different value limits are possible according to the characteristics of a
day. If an analysis of overtime is not required, the value limit on workdays is set
to 99.00, for example.
Subschema TW15 can also be combined with weekly overtime determination
using schema TW30.
Determining Overtime on the Basis of a Working Week: Subschema TW30;
Working Week With and Without Clock Times
All working hours in the working week that are in excess of the number of hours
stored in the constant OVERT are considered as overtime. Revise the concept
behind the working week at this point. Show the different consequences of a
working week with clock times and a working week without clock times on
overtime determination.
Demonstrate an example in the R/3 System.
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09:00-09:30
Instructor: Explanation
09:30-10:15
Participants: Exercise
10:55-11:15
Coffee break
Break
11:15-11:45
Lunch break
13:30-14:00
Participants: Exercise
14:00-15:30
Coffee break
Break
15.45-16.45
Participants: Exercise
16:45-17:00
Instructor: Explanation
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Balance formation
Final processing
Time Wage Type Selection; Time Wage Type Selection Rule Group; Time
Wage Type Selection: Function DAYMO; Principle of the Rule Group: An
Example from Time Wage Type Selection
Explain the principle of time wage type selection.
For each relevant rule specified in the Time Wage Type Selection view, the whole
of TIP is run through to check whether the conditions for the time wage type
selection rule are fulfilled and whether the wage type should be generated. The
relevant rules are defined using the rule group.
The principle of the rule group is an important concept in time evaluation; it
comes up again when discussing functions LIMIT and QUOTA.
For time wage type selection, the rule group is defined using the time wage type
selection rule and the day grouping. The time wage type selection rule is the
main element; the day grouping is used to improve system performance. It
makes a finer distinction between the rules which are grouped according to
organizational aspects.
Time Wage Type Selection: Structure of a Rule (1), (2)
Demonstrate the Time Wage Type Selection view in the R/3 System and explain
it to the participants. Make sure they understand the concept of the check strings.
Point out that the EXIT rules should only be used in exceptional cases. The time
fields are of secondary importance: Rules in view V_T510S for which the time
fields are not filled are not processed for TIP entries without clock times.
You may want to use an example to show how time wage types are formed for
an employee. Also show the participants the time evaluation log for time wage
type selection.
Selecting Time Wage Types: Function GWT
Explain the case for carrying out time wage type selection for absences during
time evaluation (as if principle). Demonstrate the Absence Valuation Rule
view (V_554C_E) in the R/3 System.
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Value Limits for Time Balances: Function LIMIT; Defining Value Limits for
Time Balances
This function is new for Release 4.0 and is used for checking value limits. Value
limits are often defined in company agreements, working time regulations, and
so on. The function replaces some of the standard personnel calculation rules, for
example, the rules for checking a compensation account.
Again, the principle of the rule group is used here. Once you have explained the
concept, you should demonstrate the Limits for Time Balances view (V_T559P)
in the R/3 System so that you can explain the functionality by showing some
sample entries. You may want to demonstrate an example in the R/3 System.
Important: Personnel calculation rule TR90 cannot be represented by function
LIMIT since it is the time wage type selection rule group (MODIF W) that is
queried.
Updating Results: Function CUMBT
Important: You should point out to the participants that the functions carried out
after function CUMBT are not allowed to update the day balances in table TES.
The results are not saved.
Exercise: Balance Limits
Approx. 30 minutes
Automatic Accrual of Time Off Credit
The function is new for Release 4.0. Show the participants the Implementation
Guide, which describes the function in detail.
Automatically Determining Time Off Entitlements in the Absence Quotas
Infotype (2006)
In particular, mention the enhancements to infotype 2006 for Release 4.0. The
distinction between the validity interval and the deduction interval is new, as is
the fact that an absence quota is allowed to assume a negative value.
Explain the terms validity interval and deduction interval. You can show the
participants how to set up absence quotas in the R/3 System using view
V_T556A.
Accruing Time Off Entitlements: Function QUOTA
The objective of this slide is to explain the process of generating time off
entitlements and the terms accrual period, accrual time, transfer time, base
period, and base entitlement.
The time off entitlements that have not yet been transferred are saved in cluster
B2 in tables QTACC and QTTRANS. Make it clear that the time off credit is not
available for deduction until it has been transferred to the Absence Quotas
infotype (2006).
Function QUOTA works in exactly the same way as functions GWT and LIMIT;
using the quota type selection rule group, a number of rules are specified which
are processed using function QUOTA.
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Approx. 60 minutes
Final Processing
Mention that function LIMIT can also be used in final processing. If LIMIT is
used, only regulations relating to the period end are processed, for example,
adjustment of the flextime balance.
Functions for Accessing Personnel Calculation Rules
Explain the different uses of the various functions to the participants; in
particular, explain the TIP-TOP principle again and the significance of operation
COLOP.
Overview: Data Flow During Time Evaluation; Using Functions and
Operations to Process Work Tables
You can use these two slides to revise the technical process of time evaluation.
You can also show them when revising day three.
09:00-09:30
Instructor: Explanation
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09:30-10:30
10:30-11:00
Participants: Exercise
11:00-11:15
Coffee break
Break
11:15-12:15
Instructor: Explanation
12:15-13:15
Lunch break
13:15-13:45
Instructor: Explanation
13:45-14:30
14:30-14:45
Coffee break
Break
14:45-15:15
Participants: Exercise
Distribution of tasks and data flow between the time recording system and the HR system
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How the time events are passed on to the Time Events infotype (2011)
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formation automatically.
Point out that pair formation is performed by the R/3 System since only the R/3
System has access to all the necessary information (for example, the employees
daily work schedule). Pair formation not only forms pairs but also tracks the
attendance status which can be interpreted in time evaluation.
The settings for pair formation determine when the pairs are formed:
When the time events are uploaded from the time recording system. This is
not recommended for performance reasons, however.
Important: An attendance check can be carried out before pair formation or time
evaluation (RPTIME00).
In special situations, the customer can intervene in pair formation by
determining fixed processing statuses in the PDC Processing Statuses view
(V_T705B). Show the participants the view in the R/3 System if required.
Function P2011:...
Again, mention the relationship to function P2000. Point out that function P2011
covers all the functionality of function P2000. Function P2011 can also import
the actual times from table PT (cluster B2) to the internal table TIP.
Explain table TIP. Use an example from the R/3 System to show which of the
fields in table TIP are filled at this stage. Also show the participants table TZP.
Error Checks for Each Pair: Rule TE30
There is no guarantee that the TIP entries imported using function P2011 are
correct until rule TE30 has been processed. Mention operation COLOP* again at
this point.
Schema Processing for Link to Time Recording Systems
Demonstrate in the system where in the schema the enhancements should be
made. Make it clear to the participants that the TIP entries formed from the time
events are processed here according to the schema TM04 philosophy, that is, the
time fields are not relevant. The TIP entries are assigned the processing
type/time type class 00.
Schema TM00 provides an example of how the processing of attendance and
absence reasons is controlled using personnel calculation rules TD80 and TD90.
Since the focus is on clock times, the personnel calculation rules are not
integrated into TM04.
Exercise: Processing Data from Time Recording Systems
Approx. 30 minutes
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Note
Schema TM00 reflects the time evaluation philosophy of recording all times as clock times. The following
deals only with the sections of the schema that differ from TM04 due to the fact that clock times are
processed. Show the participants schema TM00 in the R/3 System.
The participants should
Learn about the special features of schema TM00
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queues that often form at a time recording terminal at the end of a shift).
Assigning Time Type/Processing Type According to the Time Identifier and
Pair Type; Comparing Times: Function TIMTP; Layout of the Time Type
Determination View
Explain the central meaning of the Time Type Determination view. Show the
participants the Time Type Determination view in the R/3 System. To check if
the participants have understood the view, you can ask them to explain the
meaning of time type 0235. Point out the relationship to function MOD in the
initialization block.
At this point, you should explain the layout of table TZP again and emphasize
that the specification of the clock time is the decisive criterion for splitting TIP.
Note: Processing type A is assigned for paid breaks so that the times are not
counted towards the maximum daily working time. Processing type K is
assigned to breaks so that core night work can be determined using function
KNTAG.
You can show an example from the R/3 System to demonstrate how TIP is split.
The position of all breaks is not determined until function PBRKS; there are
different parameter settings for function PBRKS to cater to different business
requirements. If required, you can explain the parameter settings using the
RPDSYS00 documentation.
Calculating Planned Working Times: Function DEFTP
The participants may ask here why processing type S was not already assigned
when function TIMTP was processed. Explain that only function DEFTP can
check the maximum daily working time since it looks at attendance and absence
times together.
The TIP entries with processing type S are only provisional planned working
time pairs; they could become overtime pairs when overtime is determined.
Note:
The utility time type 0000 is assigned to all times of the TIP entries flagged
as A and P that became S
The utility time type 0001 is only assigned to the times of the TIP entries
flagged as P that became S
The utility time types 0000 and 0001 are used when overtime is determined. This
ensures that overtime is only generated once the planned working hours for a
day are completed.
Use an example to show how TIP is updated by functions TIMTP, PBRKS, and
DEFTP in turn.
Determining Overtime; Processing Overtime; Methods of Overtime
Approval
Explain the different concepts of determining overtime to the participants. Point
out that the emphasis in schema TM00 is on determining overtime that is subject
to approval using the Attendance Quotas infotype (2007).
It is important that the participants have a general understanding of overtime
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processing, including:
Retroactive accounting
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Form Layout
In the Totals overview block, the predefined sequence of blocks is fixed and
cannot be modified by the customer. At this point, you should use RPTEDT00 to
show the standard time statement form TF02 for a specific employee and explain
the layout of the form. If necessary, also explain the selection screen for
RPTEDT00.
Form Layout: Header Data; Day Data, Weekly Total; Totals Overview
Refer to the Implementation Guide for an overview of the fields that can be
displayed in the individual blocks.
Provisional balances can be displayed if time evaluation has been cancelled
using operation COLER. In this case, the time evaluation run is completed
(provisionally) and the provisional balances are displayed under the page type
P*.
Point out that time types can also be entered for time statement forms in the
Wage type field in view V_T512Q.
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An overview of the allowed conversions, rules, and special fields can be found
in the Implementation Guide. It is not possible here to create customer-specific
conversions, rules, or special fields.
Exercise: Customizing a Time Statement Form
Approx. 30 minutes
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