HUMAN CAPITAL MANAGEMENTTRAINING MANUAL FOR Druk Green Power Corporation Limited Druk Holdings and Investments Limited Wipro Ltd. Date: 13.12.2010 Version 1.0 Human Capital Management User Manual for Time Management Table of Contents 1. Master Data .........................................................................................................................................2 1.1. Absence (Infotype – 2001) ...............................................................................................................2 1.2. Overtime (Infotype – 2005) .............................................................................................................2 1.3. Absence Quota (Infotype – 2006) ....................................................................................................2 1.4. Employee Remuneration Info (Infotype - 2010) ..............................................................................2 2. Getting Started.....................................................................................................................................3 2.1. To open Login Window ....................................................................................................................3 2.2. To Logon to SAP ...............................................................................................................................4 2.3. To open the SAP Easy Access window .............................................................................................5 2.4. Standard toolbar ..............................................................................................................................7 2.5. Application toolbar ..........................................................................................................................8 3. Business Processes ............................................................................................................................ 10 3.1. Time Management ........................................................................................................................ 10 3.1.1. Public Holiday Calendar ............................................................................................................ 11 3.1.2. Infotype 0007- Planned Working Time ..................................................................................... 15 3.1.3. Infotype 0080 – Maternity protection ...................................................................................... 18 3.1.4. Infotype 2006- Absence Quota ................................................................................................. 20 3.1.5. Infotype 2001 - Absences.......................................................................................................... 26 3.1.6. Infotype- 2005- Overtime ......................................................................................................... 30 4. Generate Work Schedule .................................................................................................................. 32 5. Time Data- Fast Entry (PA71) ............................................................................................................ 34 6. Time Management Reports .............................................................................................................. 37 6.1. Personal Work Schedule ............................................................................................................... 37 6.2. Quota Overview – PT50 ................................................................................................................ 38 6.3. Leave Balance Report.................................................................................................................... 41 6.4. Absence Data: Calendar view ....................................................................................................... 42 7. Time Management Edit Checks ........................................................................................................ 44 Prepared By: Core Team Members and Wipro Consultants Page 1 Human Capital Management User Manual for Time Management 1. Master Data Master data contains data records that are stored in the database for a long period of time. These are stored centrally and used and processed on a cross-application basis. These prevent multiple storage of data. When you create purchasing documents, the R/3 System facilitates data entry by copying the data from existing master records as default values into the purchasing documents. It also copies data such as units of measure and material short texts from the material master record. The data in the vendor master record includes addresses and payment data. You can store data for a particular material (for example, delivery time and purchase price) on a vendor basis in info records. 1.1. Absence (Infotype – 2001) A Period during an employee’s planned work time in which the employee is working for the company, either on company premises or off-side. Absences are times when employees are not at work. Employees are absent if their planned working time, as stipulated in their work schedules, is not fully worked. 1.2. Overtime (Infotype – 2005) To enter hours worked in additional to the employee’s planned working time specified in the daily work schedule. It is normally used if time evaluation is not implemented. Time evaluation evaluates overtime automatically 1.3. Absence Quota (Infotype – 2006) It specifies an employee’s entitlement to time off for a limited period. It is dependent on an absence quota type. 1.4. Employee Remuneration Info (Infotype - 2010) To store manually calculated wage amounts, hazardous duty payments, and other payroll-related wage types. These wage types cannot be automatically generated in payroll and must therefore be recorded manually. Values determined in the remuneration information are transferred directly to payroll. Prepared By: Core Team Members and Wipro Consultants Page 2 Human Capital Management User Manual for Time Management 2. Getting Started Switch ON your PC. A screen similar to the one shown below will flash on your PC: 2.1. To open Login Window Double click on the Toolbar “SAP logon” on above Screen. Following Logon window shall open on your screen: Prepared By: Core Team Members and Wipro Consultants Page 3 Human Capital Management User Manual for Time Management In this window. 2. OR To open Logon Window: • Double click on the Toolbar “SAP logon-pad” on above Screen. • After a brief delay. The System Head can configure the SAP Logon for you. To Logon to SAP • Double click on the small icon in the “Description” column.2. following window shall open on your screen: Prepared By: Core Team Members and Wipro Consultants Page 4 . in the SAP logon-pad window. To Logon to SAP: • Click on Logon button in the SAP logon window. (If different than default ) Enter your SAP User ID. Prepared By: Core Team Members and Wipro Consultants Page 5 . Enter your SAP User Password. Press Enter on your Keyboard.3.Human Capital Management User Manual for Time Management 2. • • • • To open the SAP Easy Access window Enter your client number. If your system Head has defined a user menu. and Web Addresses – you need to perform your daily tasks. On the SAP Easy Access initial screen. or you need to access items that are not contained in your user menu: • Open the SAP standard menu by choosing Menu S AP s ta nda rd m e nu. files. Use the workplace menu to navigate to the items you need. If you have not been assigned a user menu. Prepared By: Core Team Members and Wipro Consultants Page 6 . You now ha ve a complete overview of the SAP System you are currently working with. you can also: Create a Favorites list consisting of the transactions. reports. it is displayed when you log on to the system.Human Capital Management User Manual for Time Management The user menu contains only those items – such as transactions. and Web addresses you use most frequently. such as transaction codes. Same function as Save in the Edit menu. Command field Allows you to enter commands. Print Prints data from the current screen. Does not save your work. these fields must be completed first.4. Find Searches for data required in the current screen. Standard toolbar The functions assigned to the standard toolbar are listed below: Button Name Function Enter Confirms the data you have selected or entered on the screen. Same function as the Enter key. Same function as Cancel in the Edit menu. Save Saves your work. If there are required fields on the screen.Human Capital Management User Manual for Time Management 2. Returns you to the initial screen or main menu screen. Cancel Exits the current task without saving. Find next Performs Prepared By: Core Team Members and Wipro Consultants an extended search for Page 7 data . Exit Exits the current function without saving. Back Returns you to the previous screen without saving your data. Same function as Create session in the System menu. Layout menu Allows you to customize the display options. 2. Application toolbar The functions assigned to the application toolbar are listed below: Prepared By: Core Team Members and Wipro Consultants Page 8 . First page Scrolls to the first page. Create shortcut Allows you to create a desktop shortcut to any SAP report. transaction. Same function as the Page Down key. Next page Scrolls to the next page. or task if you are working with a Windows 32-bit operating system. Create session Creates a new SAP session. Same function as the CTRL + Page Up keys. Last page Scrolls to the last page. Previous page Scrolls to the previous page. Same function as the Page Up key.Human Capital Management User Manual for Time Management required in the current screen. F1 Help Provides help on the field where the cursor is positioned. Same function as the CTRL + Page Up key.5. You cannot change data in display mode.Human Capital Management User Manual for Time Management Button Name Function Create You use this function to create a new object. Overview Screen within a task that displays a summary table of the sub-objects of an object. Change You use this function to change an object. Delimit Delimit means you want to change a validity period. Copy You use this function to copy objects to temporary storage or to the database. Prepared By: Core Team Members and Wipro Consultants Page 9 . so that the end date occurs sooner than is currently stated Delete You use this function to delete an object. Display You use this function to display an existing object. Each sub-object usually has a detail screen Execute You use this function to run a program. Time Management The Time Management component offers the user to support in performing all human resources processes involving the time recording. 0007. 2006 PT_QTA00 Generate Absence Quota For Generating All types of leave Quotas PT_QTA10 Display Absence Quota Information 2006 PT50 Quota Overview To view quota availed and remaining PT01 Create Work Schedule PT03 Display Work Schedule Prepared By: Core Team Members and Wipro Consultants Page 10 . Time related Infotypes • • • • • 0007 – Planned Working Time 0080 – Maternity Protection 2001 – Absences 2006 – Absences Quota 2005 . leave management system and valuation of employees’ work performed and absence times. 2001.Human Capital Management User Manual for Time Management 3.Overtime Important transaction codes used in time Transaction Code Text Infotype Number PA61 Maintain Time data 0000. 2006 PT63 Personal Work schedule 0007 PA51 Display time data 0000. 0001.1. 2001. 0001. Business Processes 3. 1. As a public holiday calendar keeps valid public holidays CREATE PUBLIC HOLIDAY CALENDAR: To create Public Holiday Calendar. A public holiday calendar is assigned to personnel sub area and personnel area. These public holidays can be with fixed date.Human Capital Management User Manual for Time Management 3. distance to Easter. The public holiday calendar affects the definition of the organizational structure of your enterprise. A valid public holiday Calendar keeps valid public holidays and validity period. For creating work schedule a valid public holiday calendar is prerequisite.1. After creating holidays for the year create Public Holiday Calendar by assigning the holidays to them. It plays a central role in the scheduling process as well in generating monthly work schedules. fixed day from Date. firstly create holidays. All public holidays have validity period. Access transaction by: Sap Easy Access Menu Human Resources → Time Management → Administration → Work schedule → Holiday Calendar Via Transaction Code SCAL To create new Public Holidays: • Select radio button Public Holidays and go to change icon Prepared By: Core Team Members and Wipro Consultants Page 11 . Public Holiday Calendar Public holiday calendar distinguishes between holidays and working days in the Human Resources (HR) component. movable date. Restricted holiday Give a short name and long text for the holiday Choose Insert date icon and enter the year.Human Capital Management User Manual for Time Management • Go to create icon to create or in case to make any changes to existing holidays i.e. • Public Holidays will be created either with fixed dates such as National Day or a movable holiday like Lord Buddha’s Parinivana. For National day click on radio button with fixed date or In case . “3” .e. Click on radio button. according to the required holiday (i. you have to create Lord Buddha’s Parinivana holiday . month and date of the holiday Choose save icon and save the holiday • • • • • • • The screen below to make the above entries: Prepared By: Core Team Members and Wipro Consultants Page 12 .click on radio button ‘Is a movable holiday’) Click on create icon In sort criteria enter “D1” for DGPC and “D2” for DHI For public holiday class choose “1” -Gazetted holiday . updating the calendar select holiday and click on change icon and add the dates as per the year. date) Month R/O/C for public User Action and Values R Enter Day of the month Month of the year R Enter the month Guaranteed field Indicates Public Holiday should not be moved if it falls on a weekend.e. R Enter short Criterion The holidays can be sorted Prepared By: Core Team Members and Wipro Consultants Page 13 . O Do not make any entry let the entry standard remain Sort Criterion Three character short key.Human Capital Management User Manual for Time Management Field Name Description Day Day of month holiday( I. To ) Validity Of Public Holiday Calendar R Enter Validity Period Assign Public Holiday Assignment of Public Holidays from list R Click on Assign Public Holidays icon NOTE: Please note Calendars should be updated every year in the beginning of the year with the respective holidays for proper functioning of the work schedules. Prepared By: Core Team Members and Wipro Consultants Page 14 . Muslims.Human Capital Management User Manual for Time Management in alphabetical order with this key Religion Holiday religion (Christian. C DO NOT RELIGION R Enter Holiday class R Enter Public holiday short R Enter holiday long text Hindu. Buddhist : Holiday Class The holiday class specifies the holiday type Public Holiday Short name of short holiday the public Holiday Long Name of the public holiday Text ENTER ANY Procedural Steps of creating Public Holiday Calendar: • • • • • Click Radio button Holiday Calendar Click on Change icon Choose create icon and give a calendar ID and long text for the calendar Enter the validity period Click on the assign holidays icon and assign the holidays and save the calendar Field Name Description R/O/C User Action and Values Calendar ID Public Holiday Calendar I D R Enter Calendar I D Valid( From . “O” = Optional. go to PA61 and choose Infotype 0007 Planned Working Time record and choose display icon.2.Planned Working Time Infotype 0007 is used to define when and where an employee works within your enterprise on a daily basis. Field Name Start Date Work Schedule rule Time Management Status Description R/O/ User Action and Values C The date the Work schedule R begins for the employee The shift of the employee R Choose from the F4 options The Status is selected as 7 O Choose TM status 0 Note: On above table in column “R/O/C”. The system takes you to Display Work Schedule screen as shown below: Access transaction by: Sap Easy Access Menu Human Resources → Time Management Administration → Time Data → Maintain Via Transaction Code PA61 • • Enter the Employee Code for whom Planned Working Time has to be created Enter Infotype 0007 • Click on Overview / Change icon • → For all Employees the Time management status should be 0 – No Time Evaluation. To view the work schedule of a particular employee.Human Capital Management User Manual for Time Management 3. “R” = Required. By assigning a work schedule rule in the Planned working time infotype (0007). Working schedule belonging to the particular employee can be seen here. “C”= Conditional Prepared By: Core Team Members and Wipro Consultants Page 15 . you ensure that the system can determine the employee's personal planned working time Work Schedule Rule: The work schedule rule determines which period work schedule is used to set up the work schedule and the day of the period as of which it applies.1. Work Schedule Rule changes form personnel area to personnel area. Infotype 0007. Human Capital Management User Manual for Time Management After selection of the Work schedule rule. press ENTER. After pressing enter button system will show all the Working Time related data on the screen This Infotype is used for Maintaining Employees Planned working Schedule / Time Prepared By: Core Team Members and Wipro Consultants Page 16 . previous month and next month. which comes by default from customizing tables.Human Capital Management User Manual for Time Management The Working time gives the employment percentage. The screen shot is given below. If the work Schedule icon in the above screen shot is chosen then the employee’s daily shifts can be seen month wise for present month. Prepared By: Core Team Members and Wipro Consultants Page 17 . Special Absences tab Access transaction by: Sap Easy Access Menu Human Resources → Time Management Administration → Time Data → Maintain Via Transaction Code PA61 → • • • • Enter the Employee Code for whom Maternity Leave has to be created Please note this infotype is applicable for female employees only Enter Infotype 0080 In Period field enter to and from dates the maternity leave has been applied for by the employee.Human Capital Management User Manual for Time Management 3. The following fields are optional fields and can be filled after the employee joins back. It stores the date the employee goes on leave. The entry is made through transaction PA61. her expected date of delivery which are mandatory fields. • • • Actual date of entry Date officially reported Type of Birth Prepared By: Core Team Members and Wipro Consultants Page 18 . • • Choose Create icon Enter the Expected date of delivery.1. Infotype 0080 – Maternity protection This Infotype is to be only maintained when a female employee has applied for Maternity leave. which is a mandatory field • Press enter and save icon.3. “R” = Required.Human Capital Management User Manual for Time Management Field Name Start Date End date Description R/O/ User Action and Values C Leave R The Date Maternity starts The date the maternity leave is up to or ends The due date as given by the of doctor Expected date delivery Actual date of birth Date officially reported Type of Birth This date is the date of the birth of the child The date when the birth was reported The type of birth i. “O” = Optional.e. normal or C section R R Check the documentation provided by the employee O As given by the employee O As given by the employee O As given by the employee Note: On above table in column “R/O/C”. “C”= Conditional Prepared By: Core Team Members and Wipro Consultants Page 19 . Assigning Individual employee quota. Click on the create button. Generating Quota • • Enter Transaction code PA30 in command field. 1. Enter info type 2006 directly or search option of info type is available on the right side of info type box. Press ENTER button. • • Enter Employee Number of an employee. Assigning all employees quota at a time.1. Assigning Individual employee quota To assign the absence quota to an individual employee this method is used in time management system.Absence Quota Quota Generation There are two ways of creating absence quota: 1. Infotype 2006. • • Prepared By: Core Team Members and Wipro Consultants Page 20 . 2.4.Human Capital Management User Manual for Time Management 3. Select subtype from the search option available. Save. Enter Deduction from and deduction to date.Human Capital Management User Manual for Time Management • • • • Enter start and end date of the quota. Enter quota available for current period. Prepared By: Core Team Members and Wipro Consultants Page 21 . Planned Working Time Access transaction by: Via Transaction Code PT_QTA00 Generating Quota • • • Enter the Transaction code PT_QTA00 Choose radio button other period and enter the date in Other Period For generating the quota for a employee sub group. End deduction to date determines the end date of the quota deduction period. incase of EL the leaves are carried forward and hence end deduction date has 31.12. The Start Deduction date determines the start date of the quota deduction period. Prepared By: Core Team Members and Wipro Consultants Page 22 . Quota Number. End deduction to . personnel area etc choose the further selection tab for selection options and choose the required option. CL get lapsed within the calendar year if not availed. The entries in the Deduction from date and End deduction to date determine the quota deduction period. If no entries are made in these fields.gives the Absence quota number and Quota text gives the quota type text Start deduction specifies the period in which the employee can avail the quota. Earned Leave etc. Infotypes to be maintained before quota generation: • 0007 . 2.12.9999 is a standard date which shows that the quota is carried forward till the employee is with the company. a personnel sub area. End date is the validity till the quota can be availed. The date 31.9999. Assigning all employees quota at a time This Program is used to generate Leave balances/Quota such as Casual Leave.Human Capital Management User Manual for Time Management • • • • • • Start date is the day the leave quota is credited to the employee.specify the period within which an employee can deduct upto a time quota. Number field gives the total number of quota credited. the validity period of the quota record determines the period in which the quota can be deducted is the number of quota deducted leaves availed. Prepared By: Core Team Members and Wipro Consultants Page 23 . For Multiple employees use multiple option screens.Human Capital Management User Manual for Time Management • Enter the Employee code in Personnel Number. Human Capital Management User Manual for Time Management • Enter the quota type number i. the quota to be generated example CL or EL. Prepared By: Core Team Members and Wipro Consultants Page 24 . Please check the output. • • After which click on direct icon Execute the program. • Click on Test Run icon • Click on Display only New Quota record in Output option • • • Execute the program. Multiple quota types can be chosen from multiple selections. Go back to the Main screen of Generate Absence Quota.e. in Generation Type in Generation Type tab Keep pressing enter as the quota is generated and the final output shows the number of quota generated for all the types of leaves selected in the quota type. Type Code Type 1. Absence Quota Type Code Absence Type Quota (DGPC) 1.Human Capital Management User Manual for Time Management PT_QTA00 program is used for generating the following leaves quota created for DGPC/DHPC Serial No. CL Casual Leave 10 days 10 2. EL Earned Leave 20 days 30 3. CL Casual Leave Quota Prepared By: Core Team Members and Wipro Consultants 10 days Page 25 . BL Bereavement Leave 15 working days 15 working days Quota (DHPC) Quota Types of DHI Serial Absence Quota Absence No. PL Paternity Leave 5 working days 5 working days 5. MTL Maternity Leave 90 days 3 Months 4. 1. Following are the leave type for DHI: Absence Paid/ Eligibility No. While running this program on 01 Jan the Evaluation up to date must be maintained as 31. MTL Maternity Leave 3 months 4. Below mentioned are the leave types created for DGPC/DHPC and DHI as per the leave policy. AL Annual Leave 15 days 3.5. PL Paternity Leave Paid Male only 7. AL Annual Leave Paid All 4.2011 (end of year date) 3. Infotype 2001 . ML Medical Leave Paid All 5. CL Casual Leave Paid All 2. HDCL Half Day Casual Leave Paid All 3. MTL Maternity Leave Paid Female only 6.Human Capital Management User Manual for Time Management 2.12.Absences Recording of Absences/Leave period according to Leave Policy is done through this infotype. LWP Leave without Pay Unpaid All Serial Prepared By: Core Team Members and Wipro Consultants Page 26 . Absence Type Code Type Unpaid Group 1. • For new joiners this program is to be run on their Date of his joining. PL Paternity Leave 5 days NOTE: • This Program is to be run on 01 January every. Absence Type Code Type Unpaid Group 1.Human Capital Management User Manual for Time Management Following are the leave type for DGPC: Absence Paid/ Eligibility No. UAL Unauthorized Leave Unpaid All 8. PL Paternity Leave Paid Male only 7. BRL Bereavement Leave Paid All 10. STDL Study Leave Paid All Serial Leaves applicable through ESS: • • • • • • CL HDCL EL ML BRL ESL Casual Leave Half Day Casual Leave Earned Leave Medical Leave Bereavement Leave Escort Leave Access transaction by: Sap Easy Access Menu Human Resources → Time Management Administration → Time Data → Maintain Via Transaction Code PA61 or PA30 Prepared By: Core Team Members and Wipro Consultants → Page 27 . EL Earned Leave Paid All 4. HDCL Half Day Casual Leave Paid All 3. EOL Extraordinary Leave Unpaid All 9. ESL Escort Leave Paid All 11. MTL Maternity Leave Paid Female only 6. ML Medical Leave Paid All 5. CL Casual Leave Paid All 2. Absences In the Period Tab page select Period button and enter from & to dates Select the subtype – leave type i.e. CL or EL Click on Create icon • Press enter and then save the record icon The following screen appears: The status bar gives the message to save the leave and thus the leave is created. Prepared By: Core Team Members and Wipro Consultants Page 28 .Human Capital Management User Manual for Time Management • • • • • Enter the employee code Select Infotype 2001. After the reporting managers approval leave will be automatically updated in the system. Process of seeing the leaves availed • • Select Infotype 2001.Absences In the Period Tab page select All radio button • Click on the overview icon and see the records of leaves availed Deleting Leave Record • • • • Enter the Employee number Select Infotype 2001 Select Subtype Click on overview button and then select the leave to be deleted • Click on Delete icon. Change a leave record • • • Enter the Employee number Select Infotype 2001 In period tab select all radio button Prepared By: Core Team Members and Wipro Consultants Page 29 .Human Capital Management User Manual for Time Management In case of ESS the workflow is triggered and the leave application goes to the employee’s reporting manager. • Record will be deleted. 6. icon in the tool bar Infotype. Therefore. Access transaction by: Sap Easy Access Menu Human Resources → Time Management Administration → Time Data → Maintain Via Transaction Code PA61 or PA30 • • • • • → Enter personnel Number Enter to and from dates in the period column Enter 2005 in Infotype field Click on Create icon Enter the time to and from in the time column Prepared By: Core Team Members and Wipro Consultants Page 30 . 3. In certain cases.Human Capital Management User Manual for Time Management • Choose over view • • • Select the leave to be changed in the screen and select change icon Change the dates as required for the leave and then press enter Choose the save icon and save the record.2005. you can use this info type to enter the overtime hours for which an employee is to receive different payment.Overtime Overtime infotype (2005) is to enter hours worked in addition to the employee’s planned working time specified in the daily work schedule. The system calculates overtime hours on the basis of the daily work schedule assigned to the employee.1. times within an employee’s planned working time are not taken into account when overtime records are created. Additional Payments Prepared By: Core Team Members and Wipro Consultants Page 31 . The system automatically calculates the overtime hours Press enter and choose save icon to save the record Please note overtime payment would be made in payroll through Infotype 0015.Human Capital Management User Manual for Time Management • • • Set the previous day indicator to assign the record to the previous day if needed. Access transaction by: Sap Easy Access Menu Human Resources → Time Management → Administration → Work schedule → Create /Change/ Display Via Transaction Code PT02 –Change. PT03 – Display . Prepared By: Core Team Members and Wipro Consultants Page 32 . PT01 .Human Capital Management User Manual for Time Management 4. Generate Work Schedule The work schedules or shift templates are to be generated every year for all employees and this activity shall be carried out in the beginning of every year for the whole year or can be done on regular intervals.Create. Calendar Code Company/Plant D1 DGPC.Human Capital Management User Manual for Time Management Field Name Description Employee sub group grouping Group employee sub Groups for whom same work schedule applies incase of DGPC “1” for DHI “1” R Enter employee sub group grouping Holiday calendar A public holiday calendar distinguishes working days and public holidays R Enter applicable holiday calendar Personnel sub area A personnel sub area grouping for work schedules is a grouping of personnel sub areas with the same work schedule rules. For DGPC/DHPC employees Work Schedule Rule have been defined according to the shift templates provided by the respective sites. For display the same easy access path can be used or Tcode PT03 can be used for display of work schedule To create a work schedule the Tcode is PT01. There will seven public holiday calendar applicable to all employees of DGPC / DHPC.Corporate Office D2 BHP D3 CHP D4 THP D5 KHP D6 DHPC DH DHI Prepared By: Core Team Members and Wipro Consultants Page 33 . which is used to generate work schedule for future periods. Incase of DGPC “01” for DHI “02” R Enter Personnel sub area grouping Work schedule rule The work schedule rule determines which period work schedule is used to set up the work schedule. If the user clicks on Work Schedule Rule Entry field and Press ‘F4’ Key. Work Schedule Rules appears. R Enter work schedule rule Period Enter begin and end time of R Enter period grouping R/O/C User Action and Values work schedule • • • • To change a work schedule use Tcode PT02 and change the work schedule rule from the F4 help and generate it. and the day of the period as of which it applies. you can enter data on one screen for several employees at the same time. There are three different methods for selecting the personnel numbers you want to process in fast entry screen in SAP time Management Component 1. 2. Fast entry is to maintain time data for several employees. the screens only contain the required input fields for each info type. Time Data.Manually compiling a list of personnel numbers before processing from the fast entry screen.Human Capital Management User Manual for Time Management 5. Using fast entry.Generating a list of personnel numbers using a report based on specific search criteria. enter the data record separately for each employee. Access transaction by: Sap Easy Access Menu Human Resources → Time Management → Administration → Time Data → Fast Entry Time data Via Transaction Code PA71 • • • • • Enter dates in the Period column Enter Infotype and sub type from ‘Infotype text field’ or Enter in ‘Direct Selection field’.Entering personnel numbers directly in the fast entry screen. You can then process data for a large number of employees quickly and efficiently.Fast Entry (PA71) Fast entry of data allows creating and maintaining the same info type or subtype record for several employees at the same time. 3. Select save option from ‘Save option field’ Select field in ‘Personnel Number’ field Choose Create icon Prepared By: Core Team Members and Wipro Consultants Page 34 . these are various modes to record information as per requirements.Human Capital Management User Manual for Time Management Field Name Description R/O/C User Action and Values Enter the Infotype for which fast entries Enter the required infotype R Direct selection have to be made Save option Choose radio button save record directly R Enter Personnel numbers Choose the radio button enter in fast entry screen R • Saves the records This method is very handy for bulk data entry in single phase. The data entered under these are saved in one and same table. Which ever the transaction PA61 – create or List Entry or PA71 Fast Entry of Time Data. Prepared By: Core Team Members and Wipro Consultants Page 35 . Human Capital Management User Manual for Time Management By selecting LIST ENTRY button. you can enter data for multiple dates absences / leaves through transaction PA61 Prepared By: Core Team Members and Wipro Consultants Page 36 . for one person. Access transaction by: Sap Easy Access Menu Human Resources → Time Management → Administration → Information system → Report selection → Work Schedule →Personal work schedule Via Transaction Code PT63 • • • In period tab choose the period for which the work schedule is to be viewed Enter personnel Number or choose from further selections option Click on execute icon Prepared By: Core Team Members and Wipro Consultants Page 37 . Time Management Reports 6.1. Personal Work Schedule The personal work schedule for a respective employee can be viewed in R/3.Human Capital Management User Manual for Time Management 6. remaining and compensated. RH list i. it gives an overview of all the quota availed. the holiday calendar attached to the personnel area. the shift details. start time end time. The schedule can be taken in report format by printing it tin excel. break schedule • Select the employee and choose Planned working time icon to see Infotype 0007.Human Capital Management User Manual for Time Management • The above screen shot gives all the details of the employees personal work schedule. word. • Select eh employee and choose the Daily WS schedule. html format. icon to see the daily work Quota Overview – PT50 This transaction is used to have an overview of all the quota types entitled to the employee and the quota remaining. also send as attachment in mail. days having holiday class 3. Via Menus Human Resources → Time Management Administration → Time Data → Quota Overview Via Transaction Code PT50 • Enter the Personnel Number • • Select the Absence quotas tab All the quotas will be displayed Prepared By: Core Team Members and Wipro Consultants → Page 38 .2. Choose the Absence quotas tab and select all button.e. • 6. Quota deduction is based on the entries in the Deduction from and Deduction to fields. the validity period of the quota record determines the period in which the quota can be deducted is the number of quota deducted leaves availed. – Is the number of quotas remaining with the employee Requested . The entries in the Deduction from date and Deduction to date determine the quota deduction period.gives the Absence quota number and Quota text gives the quota type text Unit is – days of quotas credited for an employee Entitled – the number of quotas credited to the employee Rem.specify the period within which an employee can deduct from a time quota. If no entry is made in these fields.is the quota availed by the employee Compensated is the EL encashed by the employee Deduction from specifies the period in which the employee can deduct a time quota. The Deduction to date determines the end date of the quota deduction period. the quota record's validity period determines the period within which the quota can be deducted.Human Capital Management User Manual for Time Management • • • • • • • • Ab. If no entries are made in these fields. Prepared By: Core Team Members and Wipro Consultants Page 39 . Deduction to . The Deduction from date determines the start date of the quota deduction period. the absence quota types are indicated by different symbols to highlight the different quota attributes. The screen shot below gives a detailed view.Human Capital Management User Manual for Time Management For more detailed view as to when the quotas were given tot the employee select the expend tab and it gives the detailed view as to the start days from which the quotas were credited to the employee’s account. is Indicator for determining quota entitlement Absence quota types can either be created manually by the administrator or automatically by time evaluation. last column Det. Prepared By: Core Team Members and Wipro Consultants Page 40 . All the columns have been explained above. In the quota overview.Ent. For Multiple employees use multiple option screens. EG. Prepared By: Core Team Members and Wipro Consultants Page 41 . Leave Balance Report This Report is used to display all the Leave Balance of Employees: Sap Easy Access Menu Human Resources → Time Management → Administration → Time Data → Administration → Information systems → Report Selection →Time Accounts → Display Absence Quota Information Via Transaction Code PT_QTA10 • • • • Enter the date for the period this report to be run Enter the Employee code in Personnel Number.3. Selection gives options to run the report for PA.ESG and payroll area wise Execute the program. PSA.Human Capital Management User Manual for Time Management 6. Human Capital Management User Manual for Time Management Field Name Description Pernr Period Selection Tab Quota Selection • R/O/ User Action and Values C Enter the employee code for R Employee code which the quota is to be overviewed.4. The to and from dates of the O report Choose the criteria for taking O the report Choose the quota type for O which the report is being taken To take out a report click on the print preview icon 6. Access transaction by: Sap Easy Access Menu Human Resources → Time Management → Administration → Information System → Report selection → Absence → Absence Data: Calendar view Via Transaction Code PT90 Prepared By: Core Team Members and Wipro Consultants Page 42 . Absence Data: Calendar view This report gives the absence/attendance data according of the employees and displays them in a calendar for a defined period of time. The red color is displayed for the restricted holidays and Gazetted holidays. it brings the absence data of all employees in the selected personnel area.e.Human Capital Management User Manual for Time Management Process of running the report: • • Enter the period in the period column In selection column choose the criteria for running the report i. PA. PSA etc • In the Absence/Attendance evaluation column select the evaluate absence tab in period display let standard entry remain and choose the execute icon The above screen shot displays the format of the report. Prepared By: Core Team Members and Wipro Consultants Page 43 . CL (Absence type no.e. Time Management Edit Checks Different types of edit checks are inserted in the system to reduce the possibility of the errors: Edit Check 1 1. it gives the employee wise list of their absence and 7. UAL (Unauthorized Leave) Prepared By: Core Team Members and Wipro Consultants Page 44 . HDCL). MTL (Maternity Leave).Human Capital Management User Manual for Time Management If the multiple employee view leaves. ML (Medical Leave). Casual Leave (CL): To prevent combination of leaves i. BRL (Bereavement Leave). EOL (Extraordinary Leave). CL) cannot be combined with any other leave other than Half Day CL (Absence type no. PL (Paternity Leave). EL (Earned Leave). is selected. If employee wants to combine the CL with another leave type then system should give a error message “CL cannot be combined with other leaves except Half Day CL” • CL should not be allowed either after or before any other leaves like Absence types no. STDL (Study Leave). Half Day Casual Leave (HDCL): To prevent combination of leaves i. PL (Paternity Leave). Earned Leave (EL): EL (Absence type no. • The system should also check for EL leave application in prefix and suffix to other leaves.2011 to 09.01. 4.01. the system should not allow such manipulations. UAL (Unauthorized Leave).2011. Study Leave (STDL): STDL (Absence type no.2011 to 13.01. CL). MTL (Maternity Leave). the system should not allow such manipulations. STDL (Study Leave). EL (Earned Leave). MTL (Maternity Leave). MTL (Maternity Leave). for example when an employee applies for EL from 11.2011 and then applies for HDCL from 9. PL (Paternity Leave).01. ML (Medical Leave). CL (Casual Leave) and HDCL (Half day casual leave).01. BRL (Bereavement Leave). for example when an employee applies for EL from 11.2011 to 13.2011.01.e.Human Capital Management User Manual for Time Management • The system should also check for CL leave application in prefix and suffix to other leaves.01. HDCL) cannot be combined with any other leave other than CL (Absence type no. If employee wants to combine the HDCL with another leave type then system should give a error message “Half Day CL cannot be combined with other leaves except CL” • HDCL should not be allowed either after or before any other leaves like Absence types no. UAL (Unauthorized Leave). STDL (Study Leave). EL (Earned Leave). • The system should also check for HDCL leave application in prefix and suffix to other leaves. PL (Paternity Leave). STDL) can be combined with only leave like BRL (Bereavement Leave).01. HDCL (Absence type no.01. for example when an employee applies for CL from 11.2011 to 13.2011 to 10. the system should not allow such manipulations.01.01. UAL (Unauthorized Leave). 3.2011 to 09. 2. ML (Medical Leave).01. If employee wants to combine the EL with another leave type then system should give a error message “Earned Leave cannot be combined with the entered leave type” • EL should not be allowed either after or before any other leaves like EOL (Extraordinary Leave). If employee wants to combine the EL with another leave type then Prepared By: Core Team Members and Wipro Consultants Page 45 . EOL (Extraordinary Leave).2011.2011 and then applies for EL from 9.2011 and then applies for CL from 9. EL) can be combined with only leave like BRL (Bereavement Leave). PL (Paternity Leave). ML) cannot be combined with any other leave. the system should not allow such manipulations. for example when an employee applies for CL from 11.2011 Prepared By: Core Team Members and Wipro Consultants Page 46 . Medical Leave (ML): To prevent combination of leaves i. If employee wants to combine the EOL with another leave type then system should give a error message “Extra Ordinary Leave cannot be combined with other leaves” • EOL should not be allowed either after or before any other leaves like Absence types no. STDL (Study Leave).01. UAL (Unauthorized Leave).01. BRL (Bereavement Leave).2011. BRL (Bereavement Leave). ML (Medical Leave).2011 and then applies for ML from 9.2011 to 13. • The system should also check for ML leave application in prefix and suffix to other leaves. EOL (Extraordinary Leave).2011 to 13. MTL (Maternity Leave). • The system should also check for EOL leave application in prefix and suffix to other leaves.e. EOL (Absence type no.01. Extra Ordinary Leave (EOL): To prevent combination of leaves i.01. UAL (Unauthorized Leave). EOL) cannot be combined with any other leave. STDL (Study Leave). the system should not allow such manipulations. • The system should also check for STDL leave application in prefix and suffix to other leaves.2011 and then applies for STDL from 9. EL (Earned Leave).01.2011 to 10.01. MTL (Maternity Leave).01. PL (Paternity Leave). CL (Casual Leave) and HDCL (Half day casual leave).Human Capital Management User Manual for Time Management system should give a error message “Study Leave cannot be combined with the entered leave type” • STDL should not be allowed either after or before any other leaves like EOL (Extraordinary Leave).2011. ML (Absence type no.2011 to 13.01.e. 6.01. ML (Medical Leave). CL (Casual Leave) and HDCL (Half day casual leave).01. for example when an employee applies for EL from 11. EL (Earned Leave). If employee wants to combine the ML with another leave type then system should give a error message “Medical Leave cannot be combined with other leaves” • ML should not be allowed either after or before any other leaves like Absence types no.2011 to 09. CL (Casual Leave) and HDCL (Half day casual leave). 5. for example when an employee applies for EL from 11. the system should not allow such manipulations.2011.2011 to 10. PL (Paternity Leave). STDL (Study Leave). EL (Earned Leave). • The system should also check for MTL leave application in prefix and suffix to other leaves. Bereavement Leave (BRL): BRL (Absence type no. If employee wants to combine the BRL with another leave type then system should give a error message “Bereavement Leave cannot be combined with the entered leave type” Prepared By: Core Team Members and Wipro Consultants Page 47 . If employee wants to combine the MTL with another leave type then system should give a error message “Maternity Leave cannot be combined with the entered leave type” • MTL should not be allowed either after or before any other leaves like EOL (Extraordinary Leave).2011 to 09.01. ML (Medical Leave).2011 and then applies for MTL from 9. 7. UAL (Unauthorized Leave).2011. UAL (Unauthorized Leave). Maternity Leave (MTL): MTL (Absence type no.01.2011 to 13.01.01. 9.01.2011 and then applies for PL from 9.01. Paternity Leave (PL): PL (Absence type no. MTL) can be combined with only leave like BRL (Bereavement Leave). 8. STDL (Study Leave). STDL (Study Leave). EL (Earned Leave). EL (Earned Leave).01. If employee wants to combine the PL with another leave type then system should give a error message “Paternity Leave cannot be combined with the entered leave type” • PL should not be allowed either after or before any other leaves like EOL (Extraordinary Leave).2011 to 13. for example when an employee applies for CL from 11. CL (Casual Leave) and HDCL (Half day casual leave).01.Human Capital Management User Manual for Time Management and then applies for EOL from 9. the system should not allow such manipulations.01. BRL) can be combined with only leave like PL (Paternity Leave). • The system should also check for PL leave application in prefix and suffix to other leaves. PL) can be combined with only leave like BRL (Bereavement Leave). ML (Medical Leave). for example when an employee applies for CL from 11.2011. MTL (Maternity Leave).2011 to 09. CL (Casual Leave) and HDCL (Half day casual leave).01. the system should not allow such manipulations. UAL (Unauthorized Leave). MTL (Maternity Leave). • The system should also check for BRL leave application in prefix and suffix to other leaves. Edit Check 2 An Edit check has to be set for subtype.EOL Extra Ordinary Leave of Infotype 2001.2011 to 09.01.2011 to 13.2011. ML (Medical Leave). The check should be set up in such a way that it should not allow the employee to take the EOL more than 12 months in complete service of employee and employee should complete 5 years of service. Prepared By: Core Team Members and Wipro Consultants Page 48 .01. for example when an employee applies for CL from 11.01.2011 and then applies for BRL from 9. the system should not allow such manipulations.Human Capital Management User Manual for Time Management • BRL should not be allowed either after or before any other leaves like EOL (Extraordinary Leave). CL (Casual Leave) and HDCL (Half day casual leave).01.