Sap HCM User Manual Time Management

HUMAN CAPITAL MANAGEMENT
TRAINING 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

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 employees 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 employees 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 employees 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.
Page 2

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:
Page 3

In this window, The System Head can configure the SAP Logon for you.
To Logon to SAP:
Click on Logon button in the SAP logon window.
OR
To open Logon Window:
Double click on the Toolbar SAP logon-pad on above Screen.
2.2.
To Logon to SAP
Double click on the small icon in the Description column, in the SAP logon-pad window.
After a brief delay, following window shall open on your screen:
Page 4

2.3.
To open the SAP Easy Access window
Enter your client number. (If different than default )

Enter your SAP User ID.
Enter your SAP User Password.
Press Enter on your Keyboard.
Page 5

The user menu contains only those items such as transactions, reports, and Web Addresses
you need to perform your daily tasks. If your system Head has defined a user menu, it is displayed
when you log on to the system.
If you have not been assigned a user menu, 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. You now ha ve a
complete overview of the SAP System you are currently working with. Use the workplace menu
to navigate to the items you need.
On the SAP Easy Access initial screen, you can also:

Create a Favorites list consisting of the transactions, files, and Web addresses you use most
frequently.
Page 6

2.4.
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. Does not save your work.
Command field
Allows you to enter commands, such as

transaction codes.
Save
Saves your work. Same function as Save in

the Edit menu.
Back
Returns you to the previous screen without

saving your data. If there are required fields
on the screen, these fields must be completed
first.
Exit
Exits the current function without saving.

Returns you to the initial screen or main menu
screen.
Cancel
Exits the current task without saving. Same

function as Cancel in the Edit menu.
Print
Prints data from the current screen.
Find
Searches for data required in the current

screen.
Find next
Performs
an
extended
search
for
Page 7
data

required in the current screen.
2.5.
First page
Scrolls to the first page. Same function as the

CTRL + Page Up keys.
Previous page
Scrolls to the previous page. Same function

as the Page Up key.
Next page
Scrolls to the next page. Same function as the

Page Down key.
Last page
Scrolls to the last page. Same function as the

CTRL + Page Up key.
Create session
Creates a new SAP session. Same function

as Create session in the System menu.
Create shortcut
Allows you to create a desktop shortcut to any

SAP report, transaction, or task if you are
working with a Windows 32-bit operating
system.
F1 Help
Provides help on the field where the cursor is

positioned.
Layout menu
Allows you to customize the display options.
Application toolbar
The functions assigned to the application toolbar are listed below:
Page 8

Button
Name
Function
Create
You use this function to create a new object.
Change
You use this function to change an object.
Display
You use this function to display an existing

object. You cannot change data in display
mode.
Copy
You use this function to copy objects to

temporary storage or to the database.
Delimit
Delimit means you want to change a validity

period, so that the end date occurs sooner
than is currently stated
Delete
You use this function to delete an object.
Overview
Screen within a task that displays a summary

table of the sub-objects of an object. Each
sub-object usually has a detail screen
Execute
You use this function to run a program.
Page 9

3. Business Processes
3.1.
Time Management
The Time Management component offers the user to support in performing all human resources
processes involving the time recording, leave management system and valuation of employees
work performed and absence times.
Time related Infotypes
0007 Planned Working Time

0080 Maternity Protection
2001 Absences
2006 Absences Quota
2005 - Overtime
Important transaction codes used in time

Transaction
Code
Text
Infotype Number
PA61
Maintain Time data
0000, 0001, 0007, 2001, 2006
PT63
Personal Work schedule
0007
PA51
Display time data
0000, 0001, 2001, 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
Page 10

3.1.1.
Public Holiday Calendar
Public holiday calendar distinguishes between holidays and working days in the Human Resources
(HR) component. The public holiday calendar affects the definition of the organizational structure of
your enterprise. It plays a central role in the scheduling process as well in generating monthly work
schedules. A valid public holiday Calendar keeps valid public holidays and validity period. These
public holidays can be with fixed date, movable date, fixed day from Date, distance to Easter. All
public holidays have validity period. A public holiday calendar is assigned to personnel sub area
and personnel area. For creating work schedule a valid public holiday calendar is prerequisite. As a
public holiday calendar keeps valid public holidays
CREATE PUBLIC HOLIDAY CALENDAR:
To create Public Holiday Calendar, firstly create holidays. After creating holidays for the year
create Public Holiday Calendar by assigning the holidays to them.
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
Page 11

Go to create icon to create or in case to make any changes to existing holidays i.e. updating
the calendar select holiday and click on change icon and add the dates as per the year.
Public Holidays will be created either with fixed dates such as National Day or a movable
holiday like Lord Buddhas Parinivana.
Click on radio button, according to the required holiday (i.e. For National day click on radio
button with fixed date or In case , you have to create Lord Buddhas Parinivana holiday ,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 ; 3 - Restricted holiday
Give a short name and long text for the holiday
Choose Insert date icon and enter the year, month and date of the holiday
Choose save icon and save the holiday
The screen below to make the above entries:
Page 12

Field Name
Description
Day
Day of month
holiday( I.e. date)
Month
R/O/C
for
public
User Action and Values
Enter Day of the month
Month of the year
Enter the month
Guaranteed
field
Indicates
Public
Holiday
should not be moved if it falls
on a weekend.
Do not make any entry let the

entry standard remain
Sort Criterion
Three character short key.
Enter short Criterion
The holidays can be sorted
Page 13

in alphabetical order with this
key
Religion
Holiday religion (Christian,
DO
NOT
RELIGION
Enter Holiday class
Enter Public holiday short
Enter holiday long text
Hindu, Muslims, 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
Calendar ID
Public Holiday Calendar I D
Enter Calendar I D
Valid( From ,To )
Validity Of Public Holiday

Calendar
Enter Validity Period
Assign Public
Holiday
Assignment of Public
Holidays from list
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.
Page 14

3.1.2.
Infotype 0007- Planned Working Time
Infotype 0007 is used to define when and where an employee works within your enterprise on a
daily basis. By assigning a work schedule rule in the Planned working time infotype (0007), 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. Work Schedule Rule changes form
personnel area to personnel area. Working schedule belonging to the particular employee can be
seen here. To view the work schedule of a particular employee, go to PA61 and choose Infotype
0007 Planned Working Time record and choose display icon. The system takes you to Display
Work Schedule screen as shown below:

Administration Time Data Maintain
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.
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
Choose TM status 0
Note: On above table in column R/O/C; R = Required, O = Optional, C= Conditional
Page 15

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
Page 16

The Working time gives the employment percentage, which comes by default from customizing
tables.
If the work Schedule icon
in the above screen shot is chosen then the
employees daily shifts can be seen month wise for present month, previous month and next month.
The screen shot is given below.
Page 17

3.1.3.
Infotype 0080 Maternity protection
This Infotype is to be only maintained when a female employee has applied for Maternity leave. It
stores the date the employee goes on leave, her expected date of delivery which are mandatory
fields. The entry is made through transaction PA61, Special Absences tab

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.
Choose Create
icon
Enter the Expected date of delivery, which is a mandatory field
Press enter and save
icon.
The following fields are optional fields and can be filled after the employee joins back.
Actual date of entry

Date officially reported
Type of Birth
Page 18

Field Name
Start Date
End date
Description

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.e. normal or
C section
R
R
Check
the
documentation
provided by the employee
As given by the employee
Note: On above table in column R/O/C; R = Required, O = Optional, C= Conditional
Page 19

3.1.4.
Infotype 2006- Absence Quota
Quota Generation
There are two ways of creating absence quota:
1. Assigning Individual employee quota.
2. 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.
Generating Quota
Enter Transaction code PA30 in command field.

Press ENTER button.
Enter Employee Number of an employee.

Enter info type 2006 directly or search option of info type is available on the right side of info
type box.
Select subtype from the search option available.
Click on the create button.
Page 20

Enter start and end date of the quota.

Enter quota available for current period.
Enter Deduction from and deduction to date.
Save.
Page 21

Start date is the day the leave quota is credited to the employee.
End date is the validity till the quota can be availed; incase of EL the leaves are carried
forward and hence end deduction date has 31.12.9999. CL get lapsed within the
calendar year if not availed.
Quota Number- 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. The Start
Deduction date determines the start date of the quota deduction period. 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, 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.
End deduction to - specify the period within which an employee can deduct upto a time
quota. End deduction to date determines the end date of the quota deduction period.
The date 31.12.9999 is a standard date which shows that the quota is carried forward till
the employee is with the company.
Number field gives the total number of quota credited.
2. Assigning all employees quota at a time This Program is used to generate Leave
balances/Quota such as Casual Leave, Earned Leave etc. Infotypes to be maintained
before quota generation:
0007
- Planned Working Time
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, a personnel sub area, personnel area
etc choose the further selection tab for selection options and choose the required option.
Page 22

Enter the Employee code in Personnel Number. For Multiple employees use multiple option
screens.
Page 23

Enter the quota type number

i.e. the quota to be
generated example CL or EL. Multiple quota types can be chosen from multiple selections.
Click on Test Run icon
Click on Display only New Quota record in Output option
Execute the program.

Please check the output.
Go back to the Main screen of Generate Absence Quota.
After which click on direct icon

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.
Page 24

PT_QTA00 program is used for generating the following leaves quota created for DGPC/DHPC
Serial No.
Absence Quota Type

Code
Absence Type
Quota (DGPC)
1.
CL
Casual Leave
10 days
10
2.
EL
Earned Leave
20 days
30
3.
MTL
Maternity Leave
90 days
3 Months
4.
PL
Paternity Leave
5 working days
5 working days
5.
BL
Bereavement Leave
15 working days
15 working days
Quota (DHPC)
Quota Types of DHI

Serial
Absence Quota
Absence
No.
Type Code
Type
1.
CL
Casual Leave
Quota
10 days
Page 25

2.
AL
Annual Leave
15 days
3.
MTL
Maternity Leave
3 months
4.
PL
Paternity Leave
5 days
NOTE:
This Program is to be run on 01 January every.
For new joiners this program is to be run on their Date of his joining. While running this
program on 01 Jan the Evaluation up to date must be maintained as 31.12.2011 (end of
year date)
3.1.5.
Infotype 2001 - Absences
Recording of Absences/Leave period according to Leave Policy is done through this infotype.
Below mentioned are the leave types created for DGPC/DHPC and DHI as per the leave policy.
Following are the leave type for DHI:
Absence
Paid/
Eligibility
No.
Absence
Type
Code
Type
Unpaid
Group
1.
CL
Casual Leave
Paid
All
2.
HDCL
Half Day Casual Leave
Paid
All
3.
AL
Annual Leave
Paid
All
4.
ML
Medical Leave
Paid
All
5.
MTL
Maternity Leave
Paid
Female only
6.
PL
Paternity Leave
Paid
Male only
7.
LWP
Leave without Pay
Unpaid
All
Serial
Page 26

Following are the leave type for DGPC:

Absence
Paid/
Eligibility
No.
Absence
Type
Code
Type
Unpaid
Group
1.
CL
Casual Leave
Paid
All
2.
HDCL
Paid
All
3.
EL
Earned Leave
Paid
All
4.
ML
Medical Leave
Paid
All
5.
MTL
Maternity Leave
Paid
Female only
6.
PL
Paternity Leave
Paid
Male only
7.
UAL
Unauthorized Leave
Unpaid
All
8.
EOL
Extraordinary Leave
Unpaid
All
9.
BRL
Bereavement Leave
Paid
All
10.
ESL
Escort Leave
Paid
All
11.
STDL
Study Leave
Paid
All
Serial
Leaves applicable through ESS:
CL
HDCL
EL
ML
BRL
ESL
Casual Leave
Earned Leave
Medical Leave
Bereavement Leave
Escort Leave

PA61 or PA30
Page 27

Enter the employee code

Select Infotype 2001- 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.
Page 28

In case of ESS the workflow is triggered and the leave application goes to the employees reporting
manager. 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.
Record will be deleted.
Change a leave record
Enter the Employee number

Select Infotype 2001
In period tab select all radio button
Page 29

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.
3.1.6.
icon in the tool bar
Infotype- 2005- Overtime
Overtime infotype (2005) is to enter hours worked in addition to the employees planned
working time specified in the daily work schedule. In certain cases, you can use this info type to
enter the overtime hours for which an employee is to receive different payment. The system
calculates overtime hours on the basis of the daily work schedule assigned to the employee.
Therefore, times within an employees planned working time are not taken into account when
overtime records are created.

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
Page 30

Set the previous day indicator to assign the record to the previous day if needed.
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- Additional
Payments
Page 31

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.

Administration Work schedule Create /Change/
Display
PT02 Change; PT03 Display ; PT01 - Create;
Page 32

Field Name
Description
Employee
sub
group grouping
Group employee sub Groups for whom

same work schedule applies incase of
DGPC 1 for DHI 1
Enter employee sub group grouping
Holiday calendar
A public holiday calendar distinguishes

working days and public holidays
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.
Incase of DGPC 01 for DHI 02
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, and the day of the period as
of which it applies.
Enter work schedule rule
Period
Enter begin and end time of
Enter period
grouping
R/O/C
work schedule
To change a work schedule use Tcode PT02 and change the work schedule rule from the
F4 help and generate it.
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, which is used to generate work schedule for
future periods.
For DGPC/DHPC employees Work Schedule Rule have been defined according to the shift
templates provided by the respective sites. If the user clicks on Work Schedule Rule Entry
field and Press F4 Key, Work Schedule Rules appears.
There will seven public holiday calendar applicable to all employees of DGPC / DHPC.
Calendar Code
Company/Plant
D1
DGPC- Corporate Office
D2
BHP
D3
CHP
D4
THP
D5
KHP
D6
DHPC
DH
DHI
Page 33

5. Time Data- 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. Fast entry is to maintain time data for several employees; enter the
data record separately for each employee. Using fast entry, you can enter data on one screen for
several employees at the same time; the screens only contain the required input fields for each info
type. You can then process data for a large number of employees quickly and efficiently.
There are three different methods for selecting the personnel numbers you want to process in fast
entry screen in SAP time Management Component
1- Manually compiling a list of personnel numbers before processing from the fast entry screen.
2- Entering personnel numbers directly in the fast entry screen.
3- Generating a list of personnel numbers using a report based on specific search criteria.

Administration Time Data Fast Entry Time data
PA71
Enter dates in the Period column

Enter Infotype and sub type from Infotype text field or Enter in Direct Selection field.
Select save option from Save option field
Select field in Personnel Number field
Choose Create icon
Page 34

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
Enter
Personnel
numbers
Choose the radio button enter in fast

entry screen
Saves the records
This method is very handy for bulk data entry in single phase. Which ever the
transaction PA61 create or List Entry or PA71 Fast Entry of Time Data, these are
various modes to record information as per requirements. The data entered under these
are saved in one and same table.
Page 35

By selecting LIST ENTRY button, for one person, you can enter data for multiple dates
absences / leaves through transaction PA61
Page 36

6. Time Management Reports

6.1.
Personal Work Schedule
The personal work schedule for a respective employee can be viewed in R/3.

Administration Information system Report
selection Work Schedule Personal work schedule
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
Page 37

The above screen shot gives all the details of the employees personal work schedule, the
shift details, start time end time, RH list i.e. days having holiday class 3, the holiday calendar
attached to the personnel area.
Select eh employee and choose the Daily WS

schedule, break schedule
Select the employee and choose Planned working time

icon to see
Infotype 0007.
The schedule can be taken in report format by printing it tin excel, word, html format, also
send as attachment in mail.
6.2.
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. Choose the Absence quotas tab and select all button, it gives an overview of all
the quota availed, remaining and compensated.
Via Menus

Administration Time Data Quota Overview
PT50
Enter the Personnel Number
Select the Absence quotas tab

All the quotas will be displayed
Page 38

Ab- 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. Is the number of quotas remaining with the employee
Requested - 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 from date determines the start date of the quota deduction period. The entries
in the Deduction from date and Deduction to date determine the quota deduction period.
If no entries are made in these 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.
Deduction to - specify the period within which an employee can deduct from a time
quota. The Deduction to date determines the end date of the quota deduction period.
Quota deduction is based on the entries in the Deduction from and Deduction to fields. If
no entry is made in these fields, the quota record's validity period determines the period
within which the quota can be deducted.
Page 39

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
employees account.
The screen shot below gives a detailed view. All the columns have been explained above, last
column Det.Ent. is Indicator for determining quota entitlement Absence quota types can either be
created manually by the administrator or automatically by time evaluation. In the quota overview,
the absence quota types are indicated by different symbols to highlight the different quota
attributes.
Page 40

6.3.
Leave Balance Report
This Report is used to display all the Leave Balance of Employees:
Human Resources Time Management Administration

Time Data Administration Information systems
Report Selection Time Accounts Display Absence
Quota Information
PT_QTA10
Enter the date for the period this report to be run

Enter the Employee code in Personnel Number. For Multiple employees use multiple option
screens.
Selection gives options to run the report for PA, PSA, EG,ESG and payroll area wise
Page 41

Field Name
Description
Pernr
Period
Selection Tab
Quota
Selection

C
Enter the employee code for R
Employee code
which the quota is to be
overviewed.
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
6.4.
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.

Administration Information System Report
selection Absence Absence Data: Calendar view
PT90
Page 42

Process of running the report:
Enter the period in the period column

In selection column choose the criteria for running the report i.e. 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; it brings the absence data of all employees
in the selected personnel area. The red color is displayed for the restricted holidays and Gazetted
holidays.
Page 43

If the multiple employee view

leaves.
is selected, it gives the employee wise list of their absence and
7. 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. Casual Leave (CL): To prevent combination of leaves i.e. CL (Absence type no. CL) cannot be
combined with any other leave other than Half Day CL (Absence type no. HDCL). 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.
BRL (Bereavement Leave), EL
(Earned Leave), EOL (Extraordinary Leave), ML
(Medical Leave), MTL (Maternity Leave), PL (Paternity Leave), STDL (Study Leave), UAL
(Unauthorized Leave)
Page 44

The system should also check for CL leave application in prefix and suffix to other leaves,
for example when an employee applies for EL from 11.01.2011 to 13.01.2011 and then
applies for CL from 9.01.2011 to 10.01.2011, the system should not allow such
manipulations.
2. Half Day Casual Leave (HDCL): To prevent combination of leaves i.e. HDCL (Absence type
no. HDCL) cannot be combined with any other leave other than CL (Absence type no. CL). 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. BRL (Bereavement Leave), EL (Earned Leave), EOL (Extraordinary Leave), ML
(Medical Leave), MTL (Maternity Leave), PL (Paternity Leave), STDL (Study Leave), UAL
(Unauthorized Leave).
The system should also check for HDCL leave application in prefix and suffix to other
leaves, for example when an employee applies for EL from 11.01.2011 to 13.01.2011
and then applies for HDCL from 9.01.2011 to 09.01.2011, the system should not allow
such manipulations.
3. Earned Leave (EL): EL (Absence type no. EL) can be combined with only leave like BRL
(Bereavement Leave), MTL (Maternity Leave), PL (Paternity Leave), STDL (Study Leave), UAL
(Unauthorized Leave). 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), ML (Medical Leave), CL (Casual Leave) and HDCL (Half day casual leave).
The system should also check for EL leave application in prefix and suffix to other leaves,
for example when an employee applies for CL from 11.01.2011 to 13.01.2011 and then
applies for EL from 9.01.2011 to 09.01.2011, the system should not allow such
manipulations.
4. Study Leave (STDL): STDL (Absence type no. STDL) can be combined with only leave like BRL
(Bereavement Leave), MTL (Maternity Leave), PL (Paternity Leave), EL (Earned Leave), UAL
(Unauthorized Leave). If employee wants to combine the EL with another leave type then
Page 45

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), ML (Medical Leave), CL (Casual Leave) and HDCL (Half day casual
leave).
The system should also check for STDL leave application in prefix and suffix to other
leaves, for example when an employee applies for CL from 11.01.2011 to 13.01.2011
and then applies for STDL from 9.01.2011 to 09.01.2011, the system should not allow
such manipulations.
5. Medical Leave (ML): To prevent combination of leaves i.e. ML (Absence type no. ML)
cannot be combined with any other 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.
(Earned Leave), EOL (Extraordinary Leave), MTL
(Maternity Leave), PL (Paternity Leave), STDL (Study Leave), UAL
(Unauthorized
Leave), CL (Casual Leave) and HDCL (Half day casual leave).
The system should also check for ML leave application in prefix and suffix to other
and then applies for ML from 9.01.2011 to 10.01.2011, the system should not allow such
manipulations.
6. Extra Ordinary Leave (EOL): To prevent combination of leaves i.e. EOL (Absence type no.
EOL) cannot be combined with any other leave. 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.
(Earned Leave), ML (Medical Leave), MTL (Maternity
Leave), PL (Paternity Leave), STDL (Study Leave), UAL (Unauthorized Leave), CL (Casual
Leave) and HDCL (Half day casual leave).
The system should also check for EOL leave application in prefix and suffix to other
Page 46

and then applies for EOL from 9.01.2011 to 10.01.2011, the system should not allow
such manipulations.
7. Maternity Leave (MTL): MTL (Absence type no. MTL) can be combined with only leave like
BRL (Bereavement Leave), EL (Earned Leave), PL (Paternity Leave), STDL (Study Leave), UAL
(Unauthorized Leave). 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
leave).
The system should also check for MTL leave application in prefix and suffix to other
and then applies for MTL from 9.01.2011 to 09.01.2011, the system should not allow
such manipulations.
8. Paternity Leave (PL): PL (Absence type no. PL) can be combined with only leave like BRL
(Bereavement Leave), EL (Earned Leave), MTL (Maternity Leave), STDL (Study Leave), UAL
(Unauthorized Leave). 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), ML (Medical Leave), CL (Casual Leave) and HDCL (Half day casual leave).
The system should also check for PL leave application in prefix and suffix to other leaves,
for example when an employee applies for CL from 11.01.2011 to 13.01.2011 and then
applies for PL from 9.01.2011 to 09.01.2011, the system should not allow such
manipulations.
9. Bereavement Leave (BRL): BRL (Absence type no. BRL) can be combined with only leave like
PL (Paternity Leave), EL (Earned Leave), MTL (Maternity Leave), STDL (Study Leave), UAL
(Unauthorized Leave). 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
Page 47

BRL should not be allowed either after or before any other leaves like EOL
leave).
The system should also check for BRL leave application in prefix and suffix to other
and then applies for BRL from 9.01.2011 to 09.01.2011, the system should not allow
such manipulations.
Edit Check 2
An Edit check has to be set for subtype- EOL Extra Ordinary Leave of Infotype 2001. 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.
Page 48

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HUMAN CAPITAL MANAGEMENT

Human Capital Management

Master Data .........................................................................................................................................2

Absence (Infotype 2001) ...............................................................................................................2

Overtime (Infotype 2005) .............................................................................................................2

Absence Quota (Infotype 2006) ....................................................................................................2

Employee Remuneration Info (Infotype - 2010) ..............................................................................2

To open Login Window ....................................................................................................................3

To Logon to SAP ...............................................................................................................................4

To open the SAP Easy Access window .............................................................................................5

Standard toolbar ..............................................................................................................................7

Application toolbar ..........................................................................................................................8

Business Processes ............................................................................................................................ 10

Time Management ........................................................................................................................ 10

Public Holiday Calendar ............................................................................................................ 11

Infotype 0007- Planned Working Time ..................................................................................... 15

Infotype 0080 Maternity protection ...................................................................................... 18

Infotype 2006- Absence Quota ................................................................................................. 20

Infotype 2001 - Absences.......................................................................................................... 26

Infotype- 2005- Overtime ......................................................................................................... 30

Generate Work Schedule .................................................................................................................. 32

Time Data- Fast Entry (PA71) ............................................................................................................ 34

Time Management Reports .............................................................................................................. 37

Personal Work Schedule ............................................................................................................... 37

Quota Overview PT50 ................................................................................................................ 38

Leave Balance Report.................................................................................................................... 41

Absence Data: Calendar view ....................................................................................................... 42

Time Management Edit Checks ........................................................................................................ 44

Prepared By: Core Team Members and Wipro Consultants

Human Capital Management

Absence (Infotype 2001)

Overtime (Infotype 2005)

Absence Quota (Infotype 2006)

Employee Remuneration Info (Infotype - 2010)

Prepared By: Core Team Members and Wipro Consultants

Human Capital Management

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

Human Capital Management

Click on Logon button in the SAP logon window.

Double click on the Toolbar SAP logon-pad on above Screen.

After a brief delay, following window shall open on your screen:

Prepared By: Core Team Members and Wipro Consultants

Human Capital Management

To open the SAP Easy Access window

Enter your client number. (If different than default )

Prepared By: Core Team Members and Wipro Consultants

Human Capital Management

Open the SAP standard menu by choosing Menu

On the SAP Easy Access initial screen, you can also:

Prepared By: Core Team Members and Wipro Consultants

Human Capital Management

The functions assigned to the standard toolbar are listed below:

Confirms the data you have selected or

Allows you to enter commands, such as

Saves your work. Same function as Save in

Returns you to the previous screen without

Exits the current function without saving.

Exits the current task without saving. Same

Prints data from the current screen.

Searches for data required in the current