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USER MANUAL SAP HCM

TIME MANAGEMENT

2012
1. Maintain Time Event................................................................................................................................... 3
1.1. Create Time Event via Maintain Time Data 3
1.2. Create Time Event via List Entry 5
1.3. Update Time Event Via Program Upload Time Device 7
1.4. Change Time Event 8
1.5. Delete Time Event 12
2. Maintain Absence.................................................................................................................................. 14
2.1. Create Absence Via Maintain Data 14
2.2. Create Absence via List Entry 17
2.3. Change Absence 19
2.4. Delete Absence 22
3. Maintain Attendance............................................................................................................................. 25
3.1. Create Attendance Via Maintain Data 25
3.2. Create Attendance Via List Entry 28
3.3. Change Attendance 30
3.4. Delete Attendance 33
4. Generate Absence Quota..................................................................................................................... 35
4.1. Generate Absence Quota 35
4.2. Absence Quota Information 37
5. Maintain Work Schedule....................................................................................................................... 42
5.1. Create Work Schedule 42
5.2. Change Work Schedule 44
6. Maintain Approved Overtime................................................................................................................. 47
6.1. Create Approved Overtime via Maintain HR Data 47
6.2. Create Approved Overtime via List Entry 49
6.3. Change Approved Overtime 51
6.4. Delete Approved Overtime 54
7. Maintain Substitution............................................................................................................................. 56
7.1. Create Substitution via Maintain Data 56
7.2. Entry Substitution via List Entry 59
7.3. Upload Substitution via Program Upload Roster 61
7.4. Change Substitution 62
7.5. Delete Substitution 66
8. Time Evaluation.................................................................................................................................... 69
8.1. Process Time Evaluation 69
8.2. Time Evaluation Messages 72
8.3. Time Management Data Cleansing 74
8.4. Time Evaluation Result 76
9. Reporting.............................................................................................................................................. 79
9.1. Report Absence via Ad Hoc Query 79
9.2. Report Attendance via Ad Hoc Query 82
9.3. Report Personal Work Schedule 86
1. Maintain Time Event
1.1. Create Time Event via Maintain Time Data
Description : Time event is employee working hours, it will store employee clock-in and clock-out.
Prerequisite Employee has been accepted through recruitment process.
Infotype 0007 (Planned Working Time) has been maintaining.
SAP Menu : Human Resources Time Management Administration Time Data Maintain
Transaction PA61

Note: M/O/C: Mandatory / Optional / Conditional


Data Information M/O/C Description & Guide
Personnel no. M Entry the employee number
Period O Entry the period for time event
Infotype M
Entry infotype 2011 (Time Event) or click

Then click to continue.


Note: M/O/C: Mandatory / Optional / Conditional
Data Information M/O/C Description & Guide
Date M Entry the date.
Time M Entry the time.
Time event type M
Chose time event type by clicking

Then click to continue.

Only chose time event type P10 (Clock-in) and P20 (Clock-out).
M
Save the data, click
M
Click to exit from the screen.

1.2. Create Time Event via List Entry


Description : Time event is employee working hours, it will store employee clock-in and clock-out.
With list entry, user can create multiple records.
Prerequisite Employee has been accepted through recruitment process.
Infotype 0007 (Planned Working Time) has been maintaining.
SAP Menu : Human Resources Time Management Administration Time Data Maintain
Transaction PA61
Note: M/O/C: Mandatory / Optional / Conditional

Data Information M/O/C Description & Guide


Personnel no. M Entry the employee number
Infotype M
Entry infotype 2011 (Time Event) or click

Then click to continue.


M
Then click

Note: M/O/C: Mandatory / Optional / Conditional


Data Information M/O/C Description & Guide
Date M Entry date
Time M Entry clock time
Time event type M
Select time event type, click to chose the available selection

Then click to continue.

Only chose time event type P10 (Clock-in) and P20 (Clock-out).
M
Save the data, click
M
Click to exit from the screen.

1.3. Update Time Event via Program Upload Time Device


Description : This program will automatically update employee time event. It can be executed
foreground or background. This program will store all the data type from time devices
and store the data into z table in SAP. When the program execute it will upload type
P10 (Clock-in) and P20 (Clock-out) to infotype 2011 (Time Event)
Prerequisite Employee has been accepted through recruitment process.
Infotype 0007 (Planned Working Time) has been maintain.
SAP Menu : -
Transaction ZHRE006

Note: M/O/C: Mandatory / Optional / Conditional


Data Information M/O/C Description & Guide
For Date (from to) M Entry the date.

By default this program has already executed in background


process.
M
Click to execute the program.

Note: M/O/C: Mandatory / Optional / Conditional

Data Information M/O/C Description & Guide


M
Click to exit from the screen.

1.4. Change Time Event


Description : This activity is to change or edit existing time event
Prerequisite Employee has been accepted through recruitment process.
Infotype 0007 (Planned Working Time) has been maintain.
SAP Menu : Human Resources Time Management Administration Time Data Maintain
Transaction PA61
Note: M/O/C: Mandatory / Optional / Conditional

Data Information M/O/C Description & Guide


Personnel no. M Entry the employee number.
Period M Select Period and entry the date or select All to list all records.
Infotype M
Entry infotype 2011 (Time Event) or click

Then click to continue.


M
Click to view the record.
Note: M/O/C: Mandatory / Optional / Conditional

Data Information M/O/C Description & Guide


M Select one of the records.
M
Click to change the record.

Note: M/O/C: Mandatory / Optional / Conditional

Data Information M/O/C Description & Guide


Date M Change the date.
Data Information M/O/C Description & Guide
Time M Change the time.
Time event type M
Select time event type, click to chose the available selection

Then click to continue.

Only chose time event type P10 (Clock-in) and P20 (Clock-out).
M
Save the data, click
M
Click to exit from the screen.

1.5. Delete Time Event


Description : This process will delete the employee time event.
Prerequisite Employee has been accepted through recruitment process.
Infotype 0007 (Planned Working Time) has been maintain.
SAP Menu : Human Resources Time Management Administration Time Data Maintain
Transaction PA61
Note: M/O/C: Mandatory / Optional / Conditional

Data Information M/O/C Description & Guide


Personnel no. M Entry the employee number.
Period M Select Period and entry the date or select All to list all records.
Infotype M
Entry infotype 2011 (Time Event) or click

Then click to continue.


M
Click to view the record.
Note: M/O/C: Mandatory / Optional / Conditional

Data Information M/O/C Description & Guide


M Select one of the records.
M
Click to delete the record.

Note: M/O/C: Mandatory / Optional / Conditional

Data Information M/O/C Description & Guide

Click to delete the record.


Data Information M/O/C Description & Guide

M
Click to exit from the screen.

2. Maintain Absence
2.1. Create Absence Via Maintain Data
Description : This process will create employee absence. This process can only create one record
for employee at a time.
Prerequisite Employee has been accepted through recruitment process.
Infotype 0007 (Planned Working Time) has been maintain.
SAP Menu : Human Resources Time Management Administration Time Data Maintain
Transaction PA61

Note: M/O/C: Mandatory / Optional / Conditional


Data Information M/O/C Description & Guide
Personnel no. M Entry the employee number.
Period M Entry the period.
Infotype M
Chose infotype Absence or type 2001 (Absence) or click to
select the infotype.
Data Information M/O/C Description & Guide

Click to continue.
Subtype (STy) M
Click to select one of the subtypes

Click to continue.

Click to create absence.

Note: M/O/C: Mandatory / Optional / Conditional

Data Information M/O/C Description & Guide


M Press enter.
M
Click to save the record.
Data Information M/O/C Description & Guide
M
Click to exit from the screen.

2.2. Create Absence via List Entry


Description : This process will create employee absence via list entry. With list entry employee
absence can be created more than one record.
Prerequisite Employee has been accepted through recruitment process.
Infotype 0007 (Planned Working Time) has been maintain.
SAP Menu : Human Resources Time Management Administration Time Data Maintain
Transaction PA61

Note: M/O/C: Mandatory / Optional / Conditional

Data Information M/O/C Description & Guide


Personnel no. M Entry the employee number.
Period M Entry the period.
Infotype M
Chose infotype Absence or type 2001 (Absence) or click to
select the infotype.

Click to continue.
M
Click to create absence with list entry.
Note: M/O/C: Mandatory / Optional / Conditional

Data Information M/O/C Description & Guide


From M Entry begins date.
To M Entry end date.
Absence M
Click to select the absence types

Click to continue.
M Press enter, the other colums will be calculated automatically.
M
Click to save the records.
M
Click to exit from the screen.

2.3. Change Absence


Description : This process will change employee absence.
Prerequisite Employee has been accepted through recruitment process.
Infotype 0007 (Planned Working Time) has been maintain.
Absence record has been created.
SAP Menu : Human Resources Time Management Administration Time Data Maintain
Transaction PA61

Note: M/O/C: Mandatory / Optional / Conditional

Data Information M/O/C Description & Guide


Personnel no. M Entry the employee number.
Period M Select period All to list all the absence records.
Infotype M
Chose infotype Absence or type 2001 (Absence) or click to
select the infotype.

Click to continue.
M
Click to view all the records.
Note: M/O/C: Mandatory / Optional / Conditional

Data Information M/O/C Description & Guide


M Select one of the records.
M
Click to change the record.
Note: M/O/C: Mandatory / Optional / Conditional

Data Information M/O/C Description & Guide


Date (start to) M Change the date.
M
Click to save.

Only date can be changed, other fields cant be changed.


M
Click to exit from the screen.

2.4. Delete Absence


Description : This process will delete employee absence.
Prerequisite Employee has been accepted through recruitment process.
Infotype 0007 (Planned Working Time) has been maintain.
Absence record has been created.
SAP Menu : Human Resources Time Management Administration Time Data Maintain
Transaction PA61

Note: M/O/C: Mandatory / Optional / Conditional

Data Information M/O/C Description & Guide


Personnel no. M Entry the employee number.
Period M Select period All to list all the absence records.
Infotype M
Chose infotype Absence or type 2001 (Absence) or click to
select the infotype.
Data Information M/O/C Description & Guide

Click to continue.
M
Click to view all the records.

Note: M/O/C: Mandatory / Optional / Conditional

Data Information M/O/C Description & Guide


M Select one of the records.
M
Click to change the record.
Note: M/O/C: Mandatory / Optional / Conditional

Data Information M/O/C Description & Guide


M
Click to change the record.
M
Click to exit from the screen.

3. Maintain Attendance
3.1. Create Attendance via Maintain Data
Description : This process will create employee attendance.
Prerequisite Employee has been accepted through recruitment process.
Infotype 0007 (Planned Working Time) has been maintain.
SAP Menu : Human Resources Time Management Administration Time Data Maintain
Transaction PA61
Note: M/O/C: Mandatory / Optional / Conditional

Data Information M/O/C Description & Guide


Personnel no. M Entry the employee number.
Period M Entry the period.
Infotype M
Chose infotype Attendance or type 2002 (Attendance) or click to
select the infotype.

Click to continue.
Subtype (STy) M
Click to select one of the subtypes
Data Information M/O/C Description & Guide

Click to continue.

Click to create attendance.

Note: M/O/C: Mandatory / Optional / Conditional

Data Information M/O/C Description & Guide


M Press Enter.
M
Click to save the record.
M
Click to exit from the screen.

3.2. Create Attendance via List Entry


Description : This process will create employee attendance via list entry. With list entry employee
attendance can be created more than one record.
Prerequisite Employee has been accepted through recruitment process.
Infotype 0007 (Planned Working Time) has been maintain.
SAP Menu : Human Resources Time Management Administration Time Data Maintain
Transaction PA61
Note: M/O/C: Mandatory / Optional / Conditional

Data Information M/O/C Description & Guide


Personnel no. M Entry the employee number.
Period M Select period All
Infotype M
Chose infotype Attendance or type 2002 (Attendance) or click to
select the infotype.

Click to continue.
M
Click to create absence with list entry.

Note: M/O/C: Mandatory / Optional / Conditional


Note: M/O/C: Mandatory / Optional / Conditional

Data Information M/O/C Description & Guide


From M Entry begins date.
To M Entry end date.
Attendance type M
Click to select attendance type

Click to continue.
Start O Entry the start time of attendance.
End O Entry the end time of attendance
M Press Enter, the others columns will be filled automatically.
Data Information M/O/C Description & Guide
M
Click to save the record.
M
Click to exit from the screen.

3.3. Change Attendance


Description : This process is to change employee attendance.
Prerequisite Employee has been accepted through recruitment process.
Infotype 0007 (Planned Working Time) has been maintained.
Attendance record has been created.
SAP Menu : Human Resources Time Management Administration Time Data Maintain
Transaction PA61

Note: M/O/C: Mandatory / Optional / Conditional

Data Information M/O/C Description & Guide


Personnel no. M Entry the employee number.
Period M Select period All
Infotype M
Chose infotype Attendance or type 2002 (Attendance) or click to
select the infotype.
Data Information M/O/C Description & Guide

Click to continue.
M
Click to view all attendance record.

Note: M/O/C: Mandatory / Optional / Conditional

Data Information M/O/C Description & Guide


M
Select one of the records. Click to change

Note: M/O/C: Mandatory / Optional / Conditional

Data Information M/O/C Description & Guide


Start To M Change the date.
Time O Entry the time. Press enter, system will calculate the attendance hours
automatically.
M
Click to save the change.
Data Information M/O/C Description & Guide

Only the date and time can be change.


M
Click to exit from the screen.

3.4. Delete Attendance


Description : This process is to delete employee attendance.
Prerequisite Employee has been accepted through recruitment process.
Infotype 0007 (Planned Working Time) has been maintained.
Attendance has been created.
SAP Menu : Human Resources Time Management Administration Time Data Maintain
Transaction PA61

Note: M/O/C: Mandatory / Optional / Conditional

Data Information M/O/C Description & Guide


Personnel no. M Entry the employee number.
Period M Select period All
Infotype M
Chose infotype Attendance or type 2002 (Attendance) or click to
select the infotype.
Data Information M/O/C Description & Guide

Click to continue.
M
Click to view all attendance record.

Note: M/O/C: Mandatory / Optional / Conditional

Data Information M/O/C Description & Guide


M
Select one of the records. Click to change

Note: M/O/C: Mandatory / Optional / Conditional

Data Information M/O/C Description & Guide


M
Click to delete attendance record.
M
Click to exit from the screen.
4. Generate Absence Quota
4.1. Generate Absence Quota
Description : This process will generate employee absence quotas.
Prerequisite Employee has been accepted through recruitment process.
Infotype 0041 (Date Specification) has been maintained.
SAP Menu : Human Resources Time Management Administration Tools Tools Selection
Attendance/Absence Generate Absence Quotas
Transaction PT_QTA00

Note: M/O/C: Mandatory / Optional / Conditional

Data
M/O/C Description & Guide
Information
Period M Select one of the period. In SBL absence quotas will be generated on the first
day of January to last date of December, example 01.01.2012 to 31.12.2012
Personnel O Entry personnel number if the program executed for specific personnel number
number or leave the field blank to generate all employees.
Quotas type O
Click to select quotas type or leave the field blank.

Click to continue.

Generate absence quotas only for annual leave.


Generation M
Click and then click to generate quotas in batch or
type
Click and then click to generate quotas directly or

Click and then click to generate quotas by record or


Data
M/O/C Description & Guide
Information

Click and then click to display data.

Test run process did not updated absence quotas.

Note: M/O/C: Mandatory / Optional / Conditional

Data
M/O/C Description & Guide
Information
M
Click to exit from the screen.

4.2. Absence Quota Information


Description : This process will display employee absence quotas.
Prerequisite Employee has been accepted through recruitment process
Employee has absence quotas
SAP Menu : Human Resources Time Management Administration Information System
Report Selection Time Accounts Display Absence Quota Information
Transaction PT_QTA10
Note: M/O/C: Mandatory / Optional / Conditional

Data
M/O/C Description & Guide
Information
Period M Entry the period to display quota information. Do the selection based on Today/
Up to day/ current month/ current year/ from today/ Other period. For period

selection by Other period entry the date ranges or click


to select based on payroll period.
Personnel M Entry the employee number. To run all employees leave the field blank.
number
Employment O
Do the selection based on status indicators for personnel actions. Click to
status
view select employment status.

Click to continue.
Personnel O Do the selection based on Personnel area. A personnel area is an organizational
area entity representing an area within an enterprise defined by specific aspects of
personnel administration, time management and payroll.

Click to select Personnel area.


Data
M/O/C Description & Guide
Information

Click to continue.
Personnel O
Personnel subarea is Personnel area subordinate. Click to select Personnel
subarea subarea.

Click to continue.
Employee O The employee group is an organizational entity which is governed by specific
group personnel regulations. An employee group is divided into several employee
subgroups.

Click to select Employee group.

Click to continue.
Employee O An employee subgroup is an organizational entity within an employee group
subgroup which is governed by specific personnel regulations.
Data
M/O/C Description & Guide
Information

Click to select Employee subgroup.

Click to continue.
Payroll area O
Select the available payroll area. Click to select payroll area.

Click to continue.
Quota type O An absence quota type forms the subtype of the Absence Quotas infotype. Click
to select payroll area.

Click to continue.

Select only Annual leave.


Time unit C If you only want to display quotas with a certain time unit, such as only in
hours or only in days, then enter the desired time unit of measurement here.

Click to select time unit.

Click to continue.
Data
M/O/C Description & Guide
Information
Deduction C Specifies the period in which the employee can deduct a time quota.
period
Key date for C The key date for deduction determines the point of time when the deduction
deduction status should be entered.
Key date for C The key date for entitlement determines the point of time when the
entitlement entitlement status should be entered.

Note: M/O/C: Mandatory / Optional / Conditional

Data
M/O/C Description & Guide
Information
M
Click to exit from the screen.

5. Maintain Work Schedule


5.1. Create Work Schedule
Description : Create employee work schedule.
Prerequisite Infotype 0007 (Planned Working Time) has been maintained.
Working schedule has been generated.
SAP Menu : Human Resources Personnel Management Administration HR Master Data
Maintain
Transaction PA30
Note: M/O/C: Mandatory / Optional / Conditional

Data Information M/O/C Description & Guide


Personnel no. M Entry the employee number.
Period O Specify the date selection period.
Infotype M
Entry infotype 0007 (Planned Working Time) or click to chose infotype.

Then click to continue.


M
Click to create to create work schedule.
Note: M/O/C: Mandatory / Optional / Conditional

Data Information M/O/C Description & Guide


Start M Specify the start date.
To O Specify the end date. By default the end date is 31.12.9999
Work schedule rule M
Select work schedule. Click to view list of work schedule.

Click to continue.
Time Mgmt Status M
Click to select Time Management Status. The Time Management status
indicator is assigned to employees who take part in time evaluation.

Press Enter, the other fields will be calculated automatically.

For Time evaluation process select 1 1 Time evaluation of actual


Data Information M/O/C Description & Guide
time
M
Click to save.
M
Click to exit from the screen.

5.2. Change Work Schedule


Description : Change employee work schedule.
Prerequisite Infotype 0007 (Planned Working Time) has been maintained.
Working schedule has been generated.
SAP Menu : Human Resources Personnel Management Administration HR Master Data
Maintain
Transaction PA30

Note: M/O/C: Mandatory / Optional / Conditional

Data
M/O/C Description & Guide
Information
Personnel no M Entry the employee number.
Period M Select Period All
Infotype M
Entry infotype 0007 (Planned Working Time) or click to chose infotype.
Data
M/O/C Description & Guide
Information

Then click to continue.


M
Click to view all record.

Note: M/O/C: Mandatory / Optional / Conditional

Data
M/O/C Description & Guide
Information
M Select the record to change.
M
Click to change the record.
Note: M/O/C: Mandatory / Optional / Conditional

Data
M/O/C Description & Guide
Information
Start M Specify the start date.
To O Specify the end date. By default the end date is 31.12.9999
Work M
Select work schedule. Click to view list of work schedule.
schedule rule

Click to continue.
Time Mgmt M
Click to select Time Management Status. The Time Management status
Status
indicator is assigned to employees who take part in time evaluation.

Press Enter, the other fields will be calculated automatically.


Data
M/O/C Description & Guide
Information

For Time evaluation process select 1 1 Time evaluation of actual


time
M
Click to save.
M
Click to exit from the screen.

6. Maintain Approved Overtime


6.1. Create Approved Overtime via Maintain HR Data
Description : Approved overtime is maintained by HR Personalia, this process will create approved
overtime via maintain HR Data. This process will create record one by one.
Prerequisite Infotype 2011 (Time Event) has been store or maintain.
SAP Menu : Human Resources Personnel Management Administration HR Master Data
Maintain
Transaction PA30

Note: M/O/C: Mandatory / Optional / Conditional

Data
M/O/C Description & Guide
Information
Personnel no M Entry employee number.
Period M Specify the date for approved overtime
Infotype M
Click to select infotype Attendance Quotas
Data
M/O/C Description & Guide
Information

Click to continue.
STy M
Click to select subtype for Attendance Quotas

Click to continue.
M
Click to create approved overtime

Note: M/O/C: Mandatory / Optional / Conditional

Data
M/O/C Description & Guide
Information
From To M Specify the date.
Type M Select type 01
Time M Specify the start and end of overtime.

Do not fill Quota number field, it will be filled automatically when Time
evaluation executed.
M
Click to save.
M
Click to exit from the screen.

6.2. Create Approved Overtime via List Entry


Description : Approved overtime is maintained by HR Personalia, this process will create Approved
overtime via list entry. With list entry can create multiple records for one employee.
Prerequisite Infotype 2011 (Time Event) has been store or maintained.
SAP Menu : Human Resources Personnel Management Time Management Administration
Time Data Maintain
Transaction PA61

Note: M/O/C: Mandatory / Optional / Conditional

Data
M/O/C Description & Guide
Information
Personnel no M Entry employee number.
Period M Select period All, this option allow us to set specific date with entry list.
Infotype M
Click to select infotype Attendance Quotas

Click to continue.
STy M
Click to select subtype for Attendance Quotas
Data
M/O/C Description & Guide
Information

Click to continue.
M
Click to entry approved overtime

Note: M/O/C: Mandatory / Optional / Conditional

Data
M/O/C Description & Guide
Information
From M Specify the start date.
To M Specify the end date.
Att. quota M
Click to select attendance quota

Click to continue.
Press Enter.

Do not fill field number, it will be filled automatically when Time


evaluation executed.
M
Click to save.

6.3. Change Approved Overtime


Description : This process will change approved overtime.
Prerequisite Infotype 2011 (Time Event) has been store or maintained.
Approved overtime has been created.
SAP Menu : Human Resources Personnel Management Time Management Administration
Time Data Maintain
Transaction PA61
Note: M/O/C: Mandatory / Optional / Conditional

Data
M/O/C Description & Guide
Information
Personnel no M Entry employee number.
Period M Select period All, this option allow us to set specific date with entry list.
Infotype M
Click to select infotype Attendance Quotas

Click to continue.
STy M
Click to select subtype for Attendance Quotas

Click to continue.
M
Click to list all approved overtime
Note: M/O/C: Mandatory / Optional / Conditional

Data
M/O/C Description & Guide
Information
M
Select one of the records. Click to change it.

Note: M/O/C: Mandatory / Optional / Conditional

Data
M/O/C Description & Guide
Information
From To M Specify the date.
Type M Select type 01
Time M Specify the start and end of overtime.

Do not fill Quota number field, it will be filled automatically when Time
evaluation executed.
M
Click to save.
M
Click to exit from the screen.

6.4. Delete Approved Overtime


Description : This process will delete approved overtime.
Prerequisite Infotype 2011 (Time Event) has been store or maintain
Approved overtime has been created.
SAP Menu : Human Resources Personnel Management Time Management Administration
Time Data Maintain
Transaction PA61
Note: M/O/C: Mandatory / Optional / Conditional

Data
M/O/C Description & Guide
Information
Personnel no M Entry employee number.
Period M Select period All, this option allow us to set specific date with entry list.
Infotype M
Click to select infotype Attendance Quotas

Click to continue.
STy M
Click to select subtype for Attendance Quotas

Click to continue.
M
Click to list all approved overtime
Note: M/O/C: Mandatory / Optional / Conditional

Data
M/O/C Description & Guide
Information
M
Select one of the records. Click to delete it.

Note: M/O/C: Mandatory / Optional / Conditional

Data
M/O/C Description & Guide
Information
M
Click to delete the record.
M
Click to exit from the screen.

7. Maintain Substitution
7.1. Create Substitution via Maintain Data
Description : This process will create substitution. A substitution is generally understood be
temporary replacement for an employee who is absent.
Prerequisite Employee has been accepted through recruitment process.
Infotype 0007 (Planned Working Time) has been maintained.
SAP Menu : Human Resources Personnel Management Administration HR Master Data
Maintain
Transaction PA30
Note: M/O/C: Mandatory / Optional / Conditional

Data
M/O/C Description & Guide
Information
Personnel no M Entry employee number.
Period M Specify the period for substitution.
Infotype M
Click to select infotype substitution

Click to continue.
STy M
Click to select substype

Click to continue.
Note: M/O/C: Mandatory / Optional / Conditional

Data
M/O/C Description & Guide
Information
From To M Specify the date for substitution.
Subst. type M
Click to select substitution type

Click to continue.
Daily work M
Click to select daily work schedule type
schedule
Data
M/O/C Description & Guide
Information

Click to continue.

Click to save.

7.2. Entry Substitution via List Entry


Description : This process will create substitution via list entry. With list entry can create multiple
records for one employee.
Prerequisite Employee has been accepted through recruitment process.
Infotype 0007 (Planned Working Time) has been maintained.
SAP Menu : Human Resources Time Management Administration Time Data Maintain
Transaction PA61
Note: M/O/C: Mandatory / Optional / Conditional

Data
M/O/C Description & Guide
Information
Personnel no M Entry employee number.
Period M Select period All
Infotype M
Click to select Infotype Substitution.

Click to continue.
STy M
Click to select subtype.

Click to continue.
M
Click to create substitution via list entry.
Note: M/O/C: Mandatory / Optional / Conditional

Data
M/O/C Description & Guide
Information
From M Specify the start date.
To M Specify the end date.
Sub M
Click to select subtype.

Click to continue.
Press Enter.
M
Click to save.
M
Click to exit from the screen.

7.3. Upload Substitution via Program Upload Roster


Description : This program will upload employees roster. If the roster did not match with employee
work schedule, the program will automatically create substitution.
Prerequisite Employee has been accepted through recruitment process.
Infotype 0007 (Planned Working Time) has been maintained.
SAP Menu :
Transaction ZHRC004

Note: M/O/C: Mandatory / Optional / Conditional

Data
M/O/C Description & Guide
Information
Path File M Specify the template path. This program will upload roster based on the

template. Click to download template and save in


local folder.
Data
M/O/C Description & Guide
Information

Periode M Specify the month. By default the program will select current month.
Bulan
Periode M Specify the year. By default the program will select current year.
Tahun
M
Click to execute the program.

Do not open the template while execute the program.

Note: M/O/C: Mandatory / Optional / Conditional

Data
M/O/C Description & Guide
Information
M
To update the work schedule select the employee, click to select or

click to select all.

The cells with yellow color are the employee substitution.


M
Click to update employee work schedule.

If the update succeed there will be status description in last column


M
Click to exit from the screen.

7.4. Change Substitution


Description : This process will change employee substitution.
Prerequisite Employee has been accepted through recruitment process.
Infotype 0007 (Planned Working Time) has been maintained.
Record for substitution has been created.
SAP Menu : Human Resources Personnel Management Administration HR Master Data
Maintain
Transaction PA30
Note: M/O/C: Mandatory / Optional / Conditional

Data
M/O/C Description & Guide
Information
Personnel no M Entry employee number.
Period M Select period All
Infotype M
Click to select Infotype Substitution.

Click to continue.
STy M
Click to select subtype.

Click to continue.
M
Click to create substitution via list entry.
Note: M/O/C: Mandatory / Optional / Conditional

Data
M/O/C Description & Guide
Information
M Select one of the records.
M
Click to change the record.
Note: M/O/C: Mandatory / Optional / Conditional

Data
M/O/C Description & Guide
Information
From To C Change the date.
Daily work M Change the work schedule
schedule
M
Click to save the changes.
M
Click to exit from the screen.

7.5. Delete Substitution


Description : This process will delete employee substitution.
Prerequisite Employee has been accepted through recruitment process.
Infotype 0007 (Planned Working Time) has been maintained.
Substitution has been created
SAP Menu : Human Resources Personnel Management Administration HR Master Data
Maintain
Transaction PA30

Note: M/O/C: Mandatory / Optional / Conditional

Data
M/O/C Description & Guide
Information
Personnel no M Entry employee number.
Period M Select period All
Infotype M
Click to select Infotype Substitution.

Click to continue.
STy M
Click to select subtype.
Data
M/O/C Description & Guide
Information

Click to continue.
M
Click to create substitution via list entry.

Note: M/O/C: Mandatory / Optional / Conditional

Note: M/O/C: Mandatory / Optional / Conditional

Data
M/O/C Description & Guide
Information
M Select one of the records.
M
Click to change the record.
Note: M/O/C: Mandatory / Optional / Conditional

Data
M/O/C Description & Guide
Information
M
Click to delete the record.
M
Click to exit from the screen.

8. Time Evaluation
8.1. Process Time Evaluation
Description : Time Evaluation processes the employees attendance at work and absences from
work to make sure they are paid accordingly.
Prerequisite Employee has been accepted through recruitment process.
Infotype 0007 (Planned Working Time) has been maintained.
Infotype 0050 (Time Recording Info) has been maintained.
Infotype 2011 has been stored.
Infotype 2007 has been maintained.
SAP Menu : Human Resources Time Management Administration Time Evaluation Time
Evaluation
Transaction PT60

Note: M/O/C: Mandatory / Optional / Conditional

Data
M/O/C Description & Guide
Information
Personnel O Specify the employees number or leave the field blank to run time
Number evaluation for all employees.
Evaluation M
Select evaluation schema, click to select evaluation schema ZTM0
schema
Data
M/O/C Description & Guide
Information

Time M
Select evaluation schema, click to select time statement variant SBL.
statement
variant

Forced M Select the start date for time evaluation.


recalculation
as of
Evaluation up M Select the end date for time evaluation.
to
Display log O Select this option if the log for time evaluation is needed.
Test run M If this option selected, then there will be no time evaluation cluster created.
Use this option to make sure all the data for time evaluation is valid after
that do not select this option to run actual time evaluation proses.
M
Click to execute the program.
Note: M/O/C: Mandatory / Optional / Conditional

Data
M/O/C Description & Guide
Information
Form M
To make it easy to read the time evaluation result, click to see
the log.
8.2. Time Evaluation Messages
Description : This report creates a list of messages issued during time evaluation.
Prerequisite Time Evaluation has been processed.
SAP Menu : Human Resources Time Management Administration Time Evaluation Time
Evaluation Message
Transaction PT_ERL00
Note: M/O/C: Mandatory / Optional / Conditional

Data
M/O/C Description & Guide
Information
Period M Select one of the type of period. Select the period based on the time
evaluation month.
Personnel O Specify the employees number or leave the field blank to run time
Number evaluation for all employees.
Category of O
Select this option to select specific message type. Click number 1 to set
Message
the category of message.
Type

M
Click to execute the program.
8.3. Time Management Data Cleansing
Description : This program will clean the time evaluation proses for incomplete absence type. If
employee has incomplete clock in, clock out, or not at work, then the program will
automatically delete the time record and replay the incomplete data with annual leave.
If there is no annual leave quota then the program will create unpaid leave.
Prerequisite Employee has been accepted through recruitment process.
Time evaluation process has been processed
SAP Menu :
Transaction ZHRE003

Note: M/O/C: Mandatory / Optional / Conditional

Data
M/O/C Description & Guide
Information
Period M Select one of the type of period. Select the period based on the time
evaluation month.
Personnel O Specify the employees number or leave the field blank to run time evaluation
Number for all employees.
Employment O
Click to select employment status.
status

Company O
Click to select company code. There is only one company code for SBL
code
which is company code 1000.
Data
M/O/C Description & Guide
Information

Payroll area O
Click to select payroll area. Only use payroll area 10, 20, or 30.

M
Click to execute the program.

Note: M/O/C: Mandatory / Optional / Conditional

Data
M/O/C Description & Guide
Information
M
Click to select the record to process.
M
Click to execute the program. When the program is executed infotype
2001 will be created. If there are still remaining annual leave then the
program will create annual leave in infotype 2001 (Absence). If there are
none annual leave it will create unpaid leave.

Note: M/O/C: Mandatory / Optional / Conditional

Data
M/O/C Description & Guide
Information
Uploaded O If the execution succeed, there will be status S
Status
column
M
Click to exit.

8.4. Time Evaluation Result


Description : This transaction will display time evaluation result stored in cluster B2.
Prerequisite Time evaluation process has been processed.
SAP Menu : Human Resources Time Management Administration Tools Selection
Cluster Display Time Evaluation Result (Cluster B2)
Transaction PT_CLSTB2

Note: M/O/C: Mandatory / Optional / Conditional

Data
M/O/C Description & Guide
Information
Personnel M Specify the employees number or leave the field blank to run time
number evaluation result for all employees.
Year M Specify the year.
Period O Specify the period. The format is YYYYMM.
Example 201301.
Cluster type M By default, the field is filed with 1.
M
Click to run the program.
Click one of row to see the detail.
Note: M/O/C: Mandatory / Optional / Conditional

Data
M/O/C Description & Guide
Information
M
Click to exit.

9. Reporting
9.1. Report Absence via Ad Hoc Query
Description : This report will generate the absence report.
Prerequisite User has the authorization to access transaction code.
SAP Menu : Human Resources Information System Reporting Tools Ad Hoc Query
Transaction S_PH0_48000513
Note: M/O/C: Mandatory / Optional / Conditional

Data
M/O/C Description & Guide
Information
Work area M Select work area Standard area (client-specific). Standard area is the
custom work area based on SBL requirement for query.
User Group M Select user group HR: Time Management (ZHR_TM).
Infoset M Select infoset ZHR_TM01.
M
Select to continue to the next screen.
Note: M/O/C: Mandatory / Optional / Conditional

Data
M/O/C Description & Guide
Information
M
Click to open query. For absence report select 2001_REASON.

M
Select to continue to the next screen.
Note: M/O/C: Mandatory / Optional / Conditional

Data
M/O/C Description & Guide
Information
Selection M Select the selection screen.
Column
Output M Select the output screen.
Column
Reporting M
Specify the reporting period. Click to select the period.
period

Personnel M Specify the employees number or leave the field blank to run the report for
number all employees.
Payroll Area O Specify the payroll area. Use only payroll area 10, 20, or 30.
Personnel O Specify the personnel area to view the report based on personnel area.
Area
Attendance O Specify the attendance or absence type or leave the field blank to view all
or Absence type.
type
O
Click to view record created.
M
Click to see the result.
Note: M/O/C: Mandatory / Optional / Conditional

Data
M/O/C Description & Guide
Information
O
Click to save to other format (notepad or Microsoft Excel)
M
Click to exit from the screen.

9.2. Report Attendance via Ad Hoc Query


Description : This report will generate the attendance report.
Prerequisite User has the authorization to access transaction code.
SAP Menu : Human Resources Information System Reporting Tools Ad Hoc Query
Transaction S_PH0_48000513
Note: M/O/C: Mandatory / Optional / Conditional

Data
M/O/C Description & Guide
Information
Work area M Select work area Standard area (client-specific). Standard area is the
custom work area based on SBL requirement for query.
User Group M Select user group HR: Time Management (ZHR_TM).
Infoset M Select infoset ZHR_TM01.
M
Select to continue to the next screen.
Note: M/O/C: Mandatory / Optional / Conditional

Data
M/O/C Description & Guide
Information
M
Click to open query. For absence report select 2001_REASON.

M
Select to continue to the next screen.
Note: M/O/C: Mandatory / Optional / Conditional

Data
M/O/C Description & Guide
Information
Selection M Select the selection screen.
Column
Output M Select the output screen.
Column
Reporting M
Specify the reporting period. Click to select the period.
period

Personnel M Specify the employees number or leave the field blank to run the report for
number all employees.
Payroll Area O Specify the payroll area. Use only payroll area 10, 20, or 30.
Personnel O Specify the personnel area to view the report based on personnel area.
Area
Attendance O Specify the attendance or absence type or leave the field blank to view all
or Absence type.
type
O
Click to view record created.
M
Click to see the result.
Note: M/O/C: Mandatory / Optional / Conditional

Data
M/O/C Description & Guide
Information
O
Click to save to other format (notepad or Microsoft Excel)
M
Click to exit from the screen.

9.3. Report Personal Work Schedule


Description : This report will generate employee working schedule
Prerequisite Employee has been accepted through recruitment process.
Infotype 0007 (Personnel Work Schedule) has been maintained.
SAP Menu : Human Resources Time Management Administration Information System
Report Selection Work Schedule Personnel Work Schedule
Transaction PT63

Note: M/O/C: Mandatory / Optional / Conditional

Data
M/O/C Description & Guide
Information
Period M Select one of the type of period.
Personnel O Specify the employees number or leave the field blank to run the report for
Number all employees.
Data
M/O/C Description & Guide
Information
Time O
Click to select time recording administrator.
recording
administrator

This is optional field. SBL did not have time recording administrator.
M
Click to run the report.

Note: M/O/C: Mandatory / Optional / Conditional

Data
M/O/C Description & Guide
Information
O
Click to save to other format (notepad or Microsoft Excel)
M
Click to exit from the screen.

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