Time Management

Contents:
Basics of Time Management
Recording Time Data
Evaluating Time Data
Shift Planning
Cross-Application Time Sheet (CATS)

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Time Management: Unit Objectives

At the conclusion of this unit, you will be able to:

Describe the basic elements of Time Management
Record time data using the Time Managers

Workplace (TMW)
Run time evaluation and correct errors
Explain Shift Planning
Describe the concept of the Cross-Application

Time Sheet and enter time data

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Time Management: Overview Diagram

Course
CourseOverview
Overview

Personnel
PersonnelAdministration
Administration

Time
TimeManagement
Management

Reporting
Reportingand
and
Analysis
AnalysisTools
Tools
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Time Management: Structure

Part A: Basics of Time Management

Part B: Entering Time Data
Part C: Evaluating Time Data
Part D: Shift Planning

Part E: Cross-Application Time Sheet (CATS)

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Time Management: Overview

Recording
Self-Service

Time Sheet

valuating.
Manage time
accounts

using working times

Schedule
capacities
Confirm
orders

Time administrators

Working time
provisions,
attendances/
absences,
substitutions, etc

Time recording
terminals

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Determine
incentive wages
Payroll

Manage
business
events

TM

Assign costs

Activity
allocation

Planned Working Time Infotype

The core time management infotype: Planned Working Time (0007)

Work schedule rule

When is the employee scheduled to work?
Work schedule rule

STD

Time Mgmt status

Is the employee included in time evaluation?

Time Management status

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0 No time evaluation

Recording Data in Time Management

Working Times

Time recording
terminals

Addl Acct Assignments

Infotype Text
Absences

E..

Employee
Self-Service

Attendances
Time Events
Overtime
Substitutions
Availability
Time Transfer Specifications
Employee Remuneration Info
Absence Quotas

Cross-Application
Time Sheet

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Time administrator

Work Schedules (1)

Calendar

13 14

20 21

27 28

Working time

Shift work
6.00 a.m. - 2.00 p.m.
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Flextime
7.00 a.m. - 6.00 p.m.

Public Holiday Calendars

Public Holidays

Public Holiday Calendars

New Years Day

Epiphany
Good Friday
Easter Sunday
Easter Monday
National holiday

AR
AT
CA
DK
GE
MX

Argentina
Austria
Canada
Denmark
England and Wales
Mexico

Change/Add Public Holidays

with fixed date

with fixed day from date
Distance to Easter
is Easter Sunday
is a movable holiday
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Personnel subarea
Headquarters
Public holiday
calendar
MX Mexico

Work Schedules (2)

Public holiday calendar

Daily work schedule

OFF

Period work
schedule

Off

Late

Early

L
L

Off

E
E
Off

1.1.

2.1.

3.1.

4.1.

5.1.

6.1.

7.1.

8.1.

9.1.

10.1.

OFF

OFF

OFF

OFF

New
Years

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New Years Day

1F
2S
3S
4M
5T
6W
7T
8F

Off

Off

... 30.12. 31.12.

January

...

...

...

Recording Time Data

Method 1: Negative time management
Recording only deviations from the work schedule
Actual times

= Work schedule +
deviations
Planned times = Work schedule

Doctors appt

11:00

14:00

Attendance

08:00

11:00

Doctors appt

11:00

14:00

Attendance

14:00

17:00

Method 2: Positive time management

Recording all time events

Actual times = Recorded times

Planned times = Work schedule

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Time Management: Structure

Part A: Basics of Time Management

Part B: Entering Time Data
Part C: Evaluating Time Data
Part D: Shift Planning

Part E: Cross-Application Time Sheet (CATS)

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Required Infotypes for Negative Time Management

Planned Working Time

Org. Assignment

100 99 1 00

Personal Data
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Absence Quotas

Types of Time Data

Work schedule
Early
Normal
Late

+ changes to the planned specifications from the work schedules

Attendances, such as

Substitutions
Changes to
planned working
time

Seminar Business trip

Absences, such as

Leave
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Illness

Availability
Addition to
planned working
time

Attendances and Absences

Leave

Entitlement
n days

Illness

Absences

Manage
time
accounts

Determine
pay

Payment

Attendances

Compile
statistics
Seminar

Business trip

Statistics
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Additional Information for Time Data

Different payment
Premium
Pay scale group/level
Extra pay

Cost assignment
Other cost center
2 hours

K1

Activity allocation
2 hours of work

Sender:

K1

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2 hours

Receiver:

K2

Layout and Screen Areas of the TMW

Easy access to the
most important
information
on employees
selected

Select
time
period
easily

Calendar

Info Area

Time Data
List of
employees
Detail Area
Employee selection:
Quick access to all of
my employees time
data

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Online messages

All time data at a glance

Overview
Easy to record and
change time data
Calendar views

More details on
time data (optional)

Confirmations
(notes, error
messages)

Recording Time Data

Multi-Day View

Multi-Person View

One-Day View

Time data
Time events

Time data

Time data

Calendar views

Time Data
S...

Date

Time Events
ID

Calendar

ID Text

MO 06/05/2000 LV

Leave

TU

Normal

06/06/2000 NORM

WE 06/07/2000

Enter time data using

intuitive IDs

Enter more time specifications

in additional fields or in the detail
view (when necessary)
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All time data on

one screen

NORM

Normal

DR

Doctors appt

EE remun. info

.....

............

Calendar Views in the TMW

TMW weekly calendar

TMW monthly calendar

TMW annual calendar

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Personalized Time Data IDs

Partial-day
doctors appt

Doctor
Leave
Leave

TMW IDs
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Meaning

Absences infotype,
doctors appointment
subtype

Absences infotype
standard annual
leave subtype
Infotypes

Absence Type: Illness

Calendar

List of
employees

Employee

All
time data

Details

Time data

Time Data
Sh..

W..

Date

MO

07/03/2000

TU
WE

Time Events
More.. ID

Calendar

ID Text

Start

End

Duration

Leave

08:00

16:30

7.50

07/04/2000

SICK

Illness

08:00

16:30

7.50

07/05/2000

NO

Normal

08:00

16:30

7.50

Entering time data;

ID SICK for Illness
Absence Times

Detail Area
Tab with additional information
(depends on time data being
entered at that moment)

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Different Payment

Continued Pay 1

Absence type

0200

Illness with certificate

Absence hours

7.50

Previous day

Absence days

1.00

Full-day

Calendar days

1.00

Payroll days

1.00

Payroll hours

7.50

Absence Type: Leave

Employee Information
Employee
Entitlement
30 days

Infotype 2006

Employee Information
30.00 Days
Leave
30.00
Leave

Time in lieu
Additional hours

5.00 Hours
5.00

Time Data
Time Data
Sh..

-1 day
Entitlement
29 days

W..

Date

MO

Time Events
More..

ID

Calendar

ID Text

Start

End

Duration

Leave

08:00

16:30

7.50

TU

07/04/2000

NO

Normal

08:00

16:30

7.50

WE

07/05/2000

NO

Normal

08:00

16:30

7.50

Infotype 2006

Deduction of leave
entitlement
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Entry of time data ID

L for Leave

Collision Checks: Examples

Case 1

Leave
+ Illness
= results in

Case 2

Illness
+ Leave

= results in

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Quota Overview
Overview of:
Entitlement
Remaining entitlement
Requested
Compensated
Validity interval
Deduction interval

Overview of an
employees quotas

Standard annual leave

Standard annual leave
Time off from overtime
Time off from overtime
Entitlement to further training
Entitlement to further training

Display and edit

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Time Management: Structure

Part A: Basics of Time Management

Part B: Entering Time Data
Part C: Evaluating Time Data
Part D: Shift Planning

Part E: Cross-Application Time Sheet (CATS)

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Required Infotypes for Positive Time Management

Org. Assignment

Time Recording
Info

100 99 1 00

Planned Working Time

Personal Data

Absence Quotas
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Time Evaluation: Overview

... 3/30 3/31 4/1 4/2
L

Employee
master data

Off

Meeting

Work schedules

08:00 Clock-in
14:00 Clock-out
14:00 - 17:00 Doctor

Time recording

Time Evaluation
RPTIME00
Results

Use
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Time wage types

Payroll

Time accounts

Employees time statement

Messages

Time Recording Systems

Date
Time
Time event type
Day assignment
Att./abs. reason
Terminal ID
Origin

Time recording terminals

Different payment
Cost assignment

Clock-in
time

Start of
off-site work

End of
off-site work

Clock-out
time

08:00:00

10:00:00

14:00:00

17:00:00

Evaluating
time data

04/01/yyyy
8:00
P10 Clock-in
=

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2 hours

4 hours

3 hours

The Time Evaluation Driver RPTIME00

Time Evaluation

Individual
test run

Daily
batch run

Time evaluation driver RPTIME00

Time
Timedata
datafor
for
past/future
past/future
periods
periods

Recalculation
Recalculation
for
forsubsequent
subsequent
changes
changes

Current
Current
time
timedata
data

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Information

Maintain
and correct

Time wage types

Time balances
Leave entitlement
Messages

Real-time
results

Errors
Notes
Information

Principle of Time Evaluation

P10
Clock-in

RPTIME00
Planned: 7 hours
30 minutes

07:30
P20
Clock-out

17:05

Actual:

7 hours
35 minutes

Planned Working
Time infotype
Status: 1
WS rule: NORM
(7.5 hours / day)

5 minutes
of overtime

Actual
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Time Evaluation

Planned

Using the Data Determined

5 minutes of overtime determined by RPTIME00
1. Deduct from quota
Infotype: Attendance Quotas
Subtype: Approved overtime

2. Post overtime
Time off from overtime
account

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- 5 minutes

+ 5 minutes

Processing Messages in the TMW

Messages
Type

Calendar
List of all
employees
with
messages
or list of
messages

Status

Name

W..

Date

MO

07/03/2000

Message long text

Johanna Smith 07/03/2000

No clock-out entry

Elena Lopez

07/03/2000

Clock-out cannot be determined

Paul Glenn

07/03/2000

Clock-out cannot be delimited

Time Data
Sh..

Date

Time Events

Calendar

ID

ID Text

Start

End

NO

Normal

08:00

16:30

AN

At work from time posti...

07:56

TU

NO

Normal

08:00

16:30

7.50

WE

NO

Normal

08:00

16:30

7.50

Time data
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Duration

7.50
0.00

Form Layout
Header
Individual results per day
Day 1

Day 2
Day 31

..
.

Totals overview
Time transfer specifications
Time wage types
Attendance quotas
Absence quotas

Messages
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Time Management: Structure

Part A: Basics of Time Management

Part B: Entering Time Data
Part C: Evaluating Time Data
Part D: Shift Planning

Part E: Cross-Application Time Sheet (CATS)

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Shift Planning: Overview

By using the Shift Planning component, you can distribute the

human resources of your enterprise appropriately and efficiently.
It helps you to assign shift times, shift location, personnel selection,
and number of required employees to one another so that optimal
personnel capacity is achieved.

Requirement:

Two English-speaking
consultants on weekdays
between 2:00 p.m. and
6:00 p.m.

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Shifts

Existing data from Time Management

Daily work schedules, attendances and absences, availability

Assignment to shift abbreviations

Daily work schedule "Early shift"

Abbreviation ES
Absence type "Leave"
Abbreviation L
Use in Shift Planning

Use of shift abbreviations in Shift Planning

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Shifts and Shift Groups

MO TU WE TH FR SA SU
Rosa Lee
Eric Wong
Carlos Rivero
Anna Ghobadi
Frank Weber

Fl Fl E
Off Fl E
Fl E
E
Fl Fl Off
VA VA E

L
L
Fl
L
Fl

Fl
Fl
Fl
Fl
Fl

Off Off
Off Fl
Off Off
L OC
Fl L

Daily work schedule

Flextime

Fl

Absence

VA

0100 (Leave)

Attendance

BT

0400 (Business trip)

OC

Availability
01 (On-call duty)

Individual times

Shift group
Shifts
FL Flextime
VA Leave
BT Business trip
OC On-call duty
individual times

Organizational units,
work centers, etc.

01
Shift group
infotype
1039

05

02

03

04

06

e.g. 8:00a.m. - 3:00p.m.

Shift group
infotype
1039

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Requirements Definition

Requirements can be defined for the various day types (workdays

public holidays, weekends, and so on) for individual organizational
units or work centers.
Requirements can include:
Time information

Shift abbreviation
Time interval
Grid

Number of employees
Jobs

Requirement

Additional qualifications

Requirement
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Changing the Shift Plan

Display
additional
information
columns

Target plan Edit

Goto

Display or
hide Shift
Abbreviation
bar

Views Settings Reporting System Help

Change Target Plan: Overview

Organizational Unit
Name

Technical Service

Personn...

Donna Moore 66665502

07/03/2000-07/09/2000

Organ...

Planned Ti.. Mo 03 Tu 04 We 05 Th 06 Fr 07 Sa 08 Su 09

Secr.

167.50

NO

NO

NO

NO

NO

//

//

Abb
Abb
NO
GL

List of all
employees in
selected
organizational
unit

Requirements
Matchup

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Thor Nielsen

66665501

Prod.

167.50

NO

NO

NO

NO

NO

//

//

gl
FR

Mark Santos

66665503

Qual.

Admin

167.50

Job

FR
FR
FR
FR
FR
//
//
FR
FR
FR
FR
FR
FR
Mo 03 Tu 04 We 05 Th 06 Fr 07 Sa 08 Su 09

Ab

From

To

FR

05:30

14:15

Secr.

Tgt/act.

1/0

1/0

1/0

1/0

1/0

08:00

16:30

Admin

Tgt/act.

1/0

1/0

1/0

1/0

1/0

14:30

23:30

Prod.

Tgt/act.

1/0

1/0

1/0

1/0

1/0

Drag & drop shifts

to personnel
requirements

SP
NA
//
RB
S
U

Synchronized
calendar
scrolling

Edit Target Plan: Day View

Edit Target Plan: Day View

Shift Plan for Monday, 03/07/2000
Shift Plan for Monday, 03/07/2000
Name

Info

Ab Shift

From

To

08:00 09:00 10:00 11:00 12:00 13:00

Donna Moore

NO

08:00 16:30 I------ ------- ------- ------- ------- -------

Thor Nielson

NO

08:00 16:30 I------ ------- ------- ------- ------- -------

Mark Santos

ES

05:30 14:15 I------ ------- ------- ------- ------- -------

Requirements

Ab

Shift

From

To

Job

Tgt

ID

Matchup

ES

05:30 14:15 Secretary

NO

08:00 16:30 Admin

SAP AG 1999

x
x

Qual.

Comments
EE should...

Automatic Proposal Determination

Ab From To

SA 01

SU 02

MO 03

TU 04

WE 05

TH 06

FR 07

1/0

1/0

1/0

1/0

1/0

1/0

1/0

ES 07:00 15:30

Tgt/act.

LS 14:30 22:00

Tgt/act.

1/0

1/0

1/0

1/0

1/0

NI

Tgt/act.

1/0

1/0

1/0

1/0

1/0

21:30 07:30

Assignment strategy

Automatic
proposal determination

Assignment options
Prioritization

Ab From To

SA 01

SU 02

MO 03

TU 04

WE 05

TH 06

FR 07

1/1

1/1

1/1

1/1

1/1

1/1

1/1

ES 07:00 15:30

Tgt/act.

LS 14:30 22:00

Tgt/act.

1/1

1/1

1/1

1/1

1/1

NI

Tgt/act.

1/1

1/1

1/1

1/1

1/1

21:30 07:30

Proposal determination completed

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Completing Target Plan and Editing Actual Plan

You can edit and save the target plan as often as you like. When you save
the target plan, only the most current version is saved, and this data is
transferred to Time Management. You complete the target plan when no
further changes to the plan are necessary and you want to archive it.
Modify the actual shifts that are worked in corresponding fields in the
actual plan that contain the target shifts.

Complete target plan

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Modify in actual plan

Time Management: Structure

Part A: Basics of Time Management

Part B: Entering Time Data
Part C: Evaluating Time Data
Part D: Shift Planning

Part E: Cross-Application Time Sheet (CATS)

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What is CATS?

A variety of user interfaces

CATS classic / CATS regular
CATS notebook

Joint data
storage &
validation
logic

CATS

mySAP HR

mySAP FI

mySAP PLM

mySAP SCM

Time quotas
Payroll

Costs
Invoices

Costs
Project progress
Deadlines

External employees
activities

Target applications
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Standalone User Interfaces

CATS classic

CATS regular

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CATS notebook

Additional User Interfaces

Post as...
Clock-in
Clock-out
Break
Link

Back

CATS instant
(as iView in portal)

+ modem

CATS phone
(on WAP-enabled
devices)
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CATS Business Process

nal
o
i
t
p
O

Create account
assignment
Administrator
Online in
SAP R/3

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Record
times
Personalized
input help
Online and
offline checks

Release
times
Release
times for
approval

nal
o
i
t
p
O

Approve
times
By workflow
or report

Follow-on
processes
Invoices
Controlling
Payroll

Prerequisites for Using CATS

Data entry profile

e.g. HR for entering attendances and absences

CATS HR mini-master
Plus Time Sheet Defaults infotype, if required

Authorizations

To create or approve data using CATS

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Time Management: Unit Summary

You are now able to:

Describe the basic elements of Time Management
Record time data
Describe an example for time evaluation
Explain Shift Planning

Use the Cross-Application Time Sheet

SAP AG 1999
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