Time Evaluation

Time Evaluation RPTIME00 Report – Prerequisites, Process Flow and Storing results on Cluster B2

Time Evaluation RPTIME00 Report – Prerequisites, Process Flow and Storing results on Cluster B2 Applies to: SAP ERP 6.0 (SAP HR)

Summary This document helps a user to understand different types of Time Evaluation and important Infotypes required as pre-requisite to implement the same. The internal process flow during Time Evaluation run is explained which is followed by details of internal and cluster B2 tables to store the results. Author(s): Pranav Prajapati Company: Infosys Technologies Ltd Created on: 06 August 2007

Author Bio Pranav Prajapati is a certified SAP HR functional consultant working with Infosys Technologies Ltd. His areas of interest are Time Management and Payroll. He was involved in Time Evaluation schema development for an extended time while working on SAP platform.

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Table of Conten Contents ts Applies to:...................................................................................................................................1 Summary ......................... .................................................... ..................................................... ..................................................... ...................................................... ........................... 1 Author Bio...................................................................................................................................1 What is Time Evaluation?............................................................................................................4 Time Evaluation Schema.........................................................................................................4 Types of Time evaluation.........................................................................................................4 Recording,, Evaluating and Using time data.................................................................... Recording data......................................... ..................................... .......... 4 Recording Time data............................................................................................................4 Evaluating Time data............................................................................................................5 Using Time data...................................................................................................................5 Infotypes in Time Evalua Evaluation tion ........................ ................................................... ...................................................... .................................................... ......................... 6 Required Infotypes ......................... .................................................... ..................................................... ..................................................... .................................... ......... 6 Optional Infotypes....................................................................................................................6 Time Management Infotypes....................................................................................................6 Actual Times........................................................................................................................6 Quotas.................................................................................................................................6 Changes Chang es to Planned speci specifications................ fications........................................... ..................................................... ............................................ .................. 7 Time Accounts correction.....................................................................................................7 Planned Working Time (0007 (0007)) .......................... ..................................................... ..................................................... ............................................ .................. 7 Work Sched Schedule ule Rule ........................ ................................................... ..................................................... ..................................................... ............................... .... 7 Time Management status.....................................................................................................7 Time Transfer Transfer Speci Specifications fications Infotype (2012) ....................... .................................................. .................................................... ......................... 7 Process Flow in Time Time Evaluation Evaluation execution.................... execution............................................... ...................................................... .................................. ....... 9 Define Employe Employee e Grouping Groupings s ......................... ................................................... ..................................................... ................................................. ...................... 9 Provide Time data .......................... ..................................................... ...................................................... ..................................................... ................................. ....... 10 Error Check for the day............................ day....................................................... ...................................................... ................................................... ........................ 10 Calculation of Actual Actual working working time time and overtime .......................... ..................................................... .......................................... ............... 11 Select Time Wage types.... types............................... ...................................................... ..................................................... .............................................. .................... 11 Compensate Compens ate Overtime wage types ........................ ................................................... ..................................................... ..................................... ........... 11 Manage Time Accounts. Accounts............................ ..................................................... ..................................................... ................................................... ........................ 11 Final Process Processing... ing............................. ..................................................... ...................................................... ..................................................... ................................. ....... 11 How to run Time Time Evaluation Evaluation Driver RPTIME0 RPTIME00? 0? ........................... ..................................................... ............................................. ................... 12 SAP DEVELOPER NETWORK | sdn.sap.com © 2007 SAP AG



Input Parameters and meaning.............................................................................................. 12 How to view results?.............................................................................................................. 13 Internal Tables for processing................................................................................................ 14 Storing Time Evaluation results: Cluster B2 ........................................................................... 15 Maintain Results of Time Evaluation...................................................................................... 15 Integration with Payroll.............................................................................................................. 16 Appendix................................................................................................................................... 17 What is a Day Type? ............................................................................................................. 17 Recalculation based on Retroactive changes......................................................................... 17 Time Type ............................................................................................................................. 17 Processing Type.................................................................................................................... 18 Related Content........................................................................................................................ 19 Disclaimer and Liability Notice................................................................................................... 20




What is Time Evaluation? Time Evaluation, performed by Time Evaluation report RPTIME00 , evaluates recorded employee time data in several processing steps, which are carried out in a defined sequence. Time Evaluation is generally run once daily and it is a scheduled over night job. Time Evaluation can be run for an individual employee or for group of employees. It can be run for past period or for a future period. Evaluating future periods can be useful in situation when it is required to determine an employee's anticipated absence entitlements when absence quotas are accrued automatically.

Time Evaluation Schema Time Evaluation Schema defines sequence in which the time evaluation steps will be processed. Time Evaluation is done according to Time Evaluation Schema (or Personnel Calculation Schema ) passed as input parameter to the RPTIME00.

Types of Time evaluation There are two different methods for transferring recorded employee time to SAP systemRecording Actual times: In this method employee’s all working times and absence times are recorded. This is recorded in Infotype Time Events (2011). The Time Evaluation which uses all actual recorded time is called Time Evaluation with clock times (TM00) or just Positive Time Evaluation Recording only deviation from PWS: In this method only times that represent exceptions from the employee’s planned work schedule are reported. Like absence due to illness, Doctor’s appointment, attending a training or Leave. The Time Evaluation which uses only exceptions is called Time Evaluation without clock times (TM04) or just Negative Time Evaluation

Recording, Evaluating and Using time data Time Management includes Recording, Evaluating and Using the recorded and evaluated Time data.

Recording Time data With the SAP Time Management various systems and methods can be used for recording personnel times, such as working times, business trips, leave, or substitutions: SAP DEVELOPER NETWORK | sdn.sap.com © 2007 SAP AG



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Online entry by the Time Administrator

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Time recording systems

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SAP Cross-Application Time Sheet (CATS)

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Employee Self-service Applications like web applications, touch-screen systems etc.

Evaluating Time data The main objective of Time Evaluation is to check and classify the recorded personnel times and to valuate them automatically. It focuses on the checking of working time provisions, the administration of time accounts, and the formation of wage types for determining gross wages in Payroll. It also generates messages for any special situations that may have occurred, such as missing attendance times. Messages are to inform time administrators that post processing is required.

Using Time data The wage types created during time evaluation are evaluated in Payroll. The working time recorded by RPTIME00 can be used to permit time-off entitlements to be determined proportionately after a calculation period is completed. Current time data is used as the basis for determining Absence Entitlements to be updated in Infotype 2006.




Infotypes in Time Evaluation

Required Infotypes Following Employee master data Infotypes must be maintained if time evaluation is to be implemented: 1) Organizational Assignment (0001) 2) Personal Data (0002) 3) Planned Working Time (0007) Time Recording Information Infotype (0050) is mandatory only if time recording system is used. Time Events Infotype (2011) is mandatory only when Time Evaluation with clock times method is used for Time Evaluation

Optional Infotypes Following Employee master data Infotypes are optional: 1) Basic Pay (0008) 2) Date Specifications (0041)

Time Management Infotypes The data entered in following Time Management Infotypes are processed during the Time Evaluation run.

Actual Times Absences (2001) Attendances (2002) Overtime (2005) Time Events (2011): Recorded time events (i.e. check in and check out at time recording terminal) are imported into this Infotype. This is used only when Time Evaluation with clock times is implemented

Quotas Attendance Quotas (2007) Absence Quotas (2006)




Changes to Planned specifications Substitutions (2003): overwrite the planned specifications in an employee's personal work schedule. Planned specifications are not overwritten for a position substitution and a time substitution in another position . Availability (2004)

Time Accounts correction Time Transfer Specifications (2012) Quota Corrections (2013)

Planned Working Time (0007) Planned Working Time Infotype containsWork Schedule Rule Work Schedule Rule describes the relationship to the work schedule, which has defined working times and breaks. Employee’s planned working time is described in a Work Schedule. Work Schedule is created from period work schedule and a public holiday calendar. Work Schedule must be defined in the IMG setting before it can be used in this infotype. Time Management status TMS has a fundamental significance for time evaluation: It determines whether and how an employee is processed in time evaluation. Time Management status can have following possible values0 - No time evaluation: Time data if the employee is not processed in Time Evaluation 1 - Time evaluation (Actual times): Employee is processed; All times are recorded for the employee. 2 - Time evaluation (PDC): Employee is processed; All times are recorded for the employee. 7 - Time evaluation without integration to Payroll: Employee is processed; Data is not transferred to Payroll. (Time evaluation is run to administrate special time accounts, for example, to accrue absence quotas.) 8 - External services: This indicate an External employee 9 - Evaluation of planned times

Time Transfer Specifications Infotype (2012) In Time Transfer Specification Infotype, A specific value can be assigned to a Time Type. (Refer section 6.3)




During Time Evaluation run, time balances are formed for Time Types according to calculations made. Time transfers are used to make changes to the time balances thus created based on value entered in Infotype 2012. This means that in exceptional cases changes the results of time evaluation, as desired. You transfer times by choosing a particular time transfer type. Time transfer types are subtypes of the Time Transfer Specifications infotype (2012).




Process Flow in Time Evaluation execution Time Evaluation is done according to Time Evaluation Schema (or Personnel Calculation Schema ) send as input parameter to the RPTIME00. Time Evaluation Schema defines sequence in which the time evaluation steps will be processed. Time Management Schema is divided in to three parts known as blocks: Initialization, Day Processing and Final Processing.

Define Emp Groupings

I nit ialization

Provide Time data

Error Checks for day

Calculate actual time, absence and overtime worked

Day Processing

Select Time wage types

Compensate Overtime Wage

Manage Time Accounts

Final Processing

Final Processing

The sequential processing during Time Evaluation Schema execution can be divided in to following –

Define Employee Groupings Initialization block is executed only once for each evaluation, evaluation period and employee in one schema run. During execution, groupings are set for each employee based on Employee Subgroup Grouping for SAP DEVELOPER NETWORK | sdn.sap.com © 2007 SAP AG



Personnel Calculation Rule . Employee data from Organizational Assignment (0001) is used to define groupings. Groupings, for each employee and time evaluation run, are set likeTime Wage type selection group Time Type determination group Absence Valuation Time balance rule group Employee Subgroup Grouping for Personnel Calculation Rule IMG: Time Management > Time Evaluation > Time Evaluation Settings > Group Employee Subgroups for the for Personnel Calculation Rule

Provide Time data Day processing is done once for each day for each employee. Time data are stored in Personnel Administration for each employee in various Infotype. In the first step of Day processing, these time data are imported for the Current day being processed . For the day being processed, Time data from following Infotypes are imported Absences (2001) Attendances (2002) Substitution (2003) Availability (2004) Time Transfer Specifications (2012) Time Events (2011) - Only if Time Evaluation with Clock times is used

Error Check for the day Error check is done for the current day before the imported data is analyzed. i.e. If employee was present on a scheduled/public holiday, if employee was absent without notice on a scheduled work day etc. Error message are generated for the Time Administrator accordingly. SAP delivered Personal Calculation Rule TE20 could be used for the same. This rule can be accessed in transaction PE02 with PCR name as TE20.




Calculation of Actual working time and overtime For current day being evaluated, Time balances are formed in internal table TIP. The value of daily work hours will come from Daily Work Schedule. Also the time of absence (infotype 2001) and overtime performed (Infotype 2002) will be available. Each Attendance and Absence code is assigned a Processing Type, which is used to group attendances and absences together which are processed alike (Refer section 6.4) All Attendance/Absence with similar Processing type are grouped together in same Time Types.

Select Time Wage types Time Wage Types are selected for each Time Type according to the Processing Type of each entry in the internal table TIP. The Function GWT is used to generate Time Wage types in internal table DZL (for planned working times) and ZML (Over time wage types) according to Processing Types passed.

Compensate Overtime wage types Overtime can be recorded in Attendance Infotype (2002) or can be determined while Time Evaluation run. Overtime Balances are assigned the Processing type M. For naming convention, all Over Time Wage Type names start with M. The Function GWT is used to generate Over time wage types in internal table ZML Over time can be compensated as – 1) Remuneration 2) Time off plus bonus 3) Time off.

Manage Time Accounts TIP entries according to various Time Types are totaled to form day balances. The results are entered in to Day Balance Table TES. A record in the Time Transfer Specification Infotype (2012) allows to change the results determined by Time Evaluation specific to a Time Type.

Final Processing Final Processing block is processed once for each employee for each evaluation. The system check for error free processing and stores results from Internal tables to Cluster B2 tables at the end of processing. (Refer section 4.3 & 4.4)




How to run Time Evaluation Driver RPTIME00?

Input Parameters and meaning Transaction code to execute Time Evaluation Driver RPTIME00 is PT60. Once user enters transaction code PT60, following screen is visible-

This is SAP delivered standard RPTIME00 program. Following are the input parameters that can be enteredPersonnel Number: RPTIME00 can be executed for one Pernr, a Pernr range or on whole population. Evaluation Schema: This field will be populated with customized schema name which has to be used for evaluation. A schema defines sequence of processing steps. Time Statement Variant: Specifies whether the evaluation results are displayed, and how they are laid out. Layout for log: Determines which user settings are used to display the time evaluation log. Forced recalculation as of: Time evaluation is recalculated as of this date (inclusive) at the latest. (Refer to Appendix 7.2) Evaluation up to: Time evaluation runs up to and including the date entered. Program Option: Display log Test run (no update) Stop at function / operation BREAK Stop at fixed positions in time evaluation SAP DEVELOPER NETWORK | sdn.sap.com © 2007 SAP AG



Note: All the processing steps and sub steps of the evaluation schema will be displayed on the screen if Display log is checked. If Test run (no update) is checked, the Time Evaluation will run and the changes will not be written in the data base tables known as RPCLSTB2 or Cluster B2.

How to view results? When the Display log option is checked, RPTIME00 creates following screen after execution-

The Time Evaluation log is divided in following wayGeneral Data: This section lists all input parameters given for the schema and list non-employee specific data Successful Personnel numbers: All the Pernrs on whom the schema is executed successfully are listed here. For each Pernr, a detailed processing of each day can be viewed by expanding each section. The out put data for each day evaluated for each successful Pernr are stored in ZES, SALDO and ZL tables. Those tables can be viewed by expanding particular section as shown belowSAP DEVELOPER NETWORK | sdn.sap.com © 2007 SAP AG



Personnel Numbers rejected: All Pernrs who are rejected and could not be included in RPTIME00 run are listed here. Messages: All Time Evaluation messages that should be attended by Time Administrator are listed here.

Internal Tables for processing Following internal tables are used to process time balances. TIP: The system imports time data which has been entered manually for the day to be evaluated. i.e. Time data available in Infotypes 2001, 2002 etc. TZP: Planned Working Time data from the employee’s Daily Work Schedule is transferred to this table for the current day. Substitutions from infotype 2003 that replace the employee’s daily work schedule are also imported if any. TES: All Time balances of the day are finally totaled in to this table. This balances are finally transferred to out put table ZES in Cluster B2 DZL: Time Wage Types created from Planned working times are stored in to this table SAP DEVELOPER NETWORK | sdn.sap.com © 2007 SAP AG



ZML: Time Wage Types created from Over time wage types are stored in this table. Time Wage type data from DZL and ZML are transferred to out put table ZL in Cluster B2.

Storing Time Evaluation results: Cluster B2 The database file PCL2 contains Cluster B2, which is relevant for Time Evaluation. When the in put parameter Test run (no update) is checked, results of Time Evaluation execution are stored in Cluster B2. The data is organized in following important tablesZES: Daily Time Balances are transferred to the ZES (individual daily balances) according to the specifications in the Time Types table SALDO: Time Balances are cumulated for a time evaluation period in SALDO. ZL: All Time Wage Types of each day processed are stored in this table. ALP: Stores data related to differential payment. C1: Stores data related to Cost distribution. FEHLER: Stores custom defined Messages that appears during Time Evaluation run. The data stored in ZES, SALDO and ZL has unit as Number of Hours. Report RPCLSTB2 ( Display Time Evaluation Results (Cluster B2) Transaction code PT66) can be used to view all the results of time evaluation, and the basic data and time data for each time evaluation period stored in Cluster B2.

Maintain Results of Time Evaluation Time Evaluation results are achieved in order to free memory space from database PCL2. Central HR archiving transaction PU22 is used for same. The archiving is employee-specific. As archived periods cannot be recalculated, only periods that are no longer relevant to a recalculation are archived. When archiving the data, the transaction uses a buffer of an evaluation period to guarantee that any possible recalculations are taken into account if the previous day assignment is changed. The archiving transaction limits the earliest recalculation date by changing the Earliest personal recalculation date field in the Payroll Status infotype (0003). Report RPCLSTB2 (Display Time Evaluation Results (Cluster B2) Transaction code PT66) can used to view archived results if necessary access permissions are set up.




Integration with Payroll Time Wage Types generated in Time Evaluation run are transferred to SAP Payroll for third party payroll system to calculate employee gross pay. Time Wage Type data in tables ZL, ALP and C1 in Cluster B2 become the input for Payroll run, which acts as interface between Time Evaluation and Payroll. In most scenarios Time Evaluation Period (generally monthly) and Payroll Period (Weekly, Bi-weekly or Semi monthly) has different values. Also Time evaluation is generally run till current date while Payroll might runs th for the future days i.e. Running payroll on 5 of the month for the entire month. In this case If the payroll is run before the end of the time evaluation period, time evaluation passes on only the time wage types generated up to this point. For the rest of the payroll period, Payroll generates time wage types on the basis of the work schedule and any existing Time Management Infotypes for the period that has not been evaluated. If time Infotypes such as absences or attendances are recorded for a past payroll period that has already been accounted, time evaluation can set a retroactive accounting run in the Earliest MD change field in the Payroll Status infotype (0003). If third party Payroll is used, The Interface Toolbox transaction (PU12) is used as an export program. The export program retrieves the data from the internal table ZL in cluster B2 to supply the third-party payroll system. The wage types are written to a sequential file, which can then be imported into the third-party system. For SAP Payroll IMG: Time Management > Time Evaluation > Integration with Payroll > Ser up Payroll with Human Resources For Third party Payroll IMG: Time Management > Time Evaluation > Integration with Payroll > Prepare Payroll using Third-Party System




Appendix

What is a Day Type? The Daily Work Schedule assigned to the employee on the day being evaluated determines whether the employee has to work on that day. If it is an Unscheduled day (Planned working hours = 0), it is classified and Day off If it is Scheduled day (Planned working hours != 0), whether the employee has to work and whether he/she will be paid will depend on the day type. Day Type

Meaning

0

Work & Paid

1

Off & Paid

2

Off & Unpaid

3

Off & Special day

*

Other

Recalculation based on Retroactive changes Retroactive changes to employee data that affect the payroll must lead to a recalculation of the results already determined. RPTIME00 checks the First Day Evaluated for each employee by reading the information in PDC recalculation field in the Payroll Status infotype (0003). The system constantly updates this infotype. If there are no Retroactive changes relevant to a recalculation, Time Evaluation returns to the day next to the last day evaluated without errors. It uses this day to start Evaluation from. If you want to evaluate a period before the last day to be evaluated without errors, you can use the RPTIME00 parameter Forced recalculation as of to reset manually the first day from where you want to start the evaluation.

Time Type A Time Type is a technical name for duration, and assigns it a concrete meaning. Time types that are related in a business administration context can be cumulated during time evaluation to form balances. Time Type is central object in Time Evaluation. These are used to group durations, which are to be evaluated equally, and give them a meaning.




Time Types can be used for following purposed

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To describe durations, i.e. Regular hours, Breaks, Over times etc To calculate and compare values i.e. numeric values can be collected in Time Types and Available for calculations suck as add, subtract and equate.

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Compare values from time types with values from other time types

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To form time balances

IMG: Time Management > Time Evaluation > Time Evaluation Settings > Define Time Types

Processing Type Each Attendance and Absence code is assigned a Processing Type, which is used to group attendances and absences together which are processed alike. Following are exampleP Type

P Type Text

A

Absence

I

Illness

M

Over Time

P

Attendance

IMG: Time Management > Time Evaluation > Time Evaluation with clock t imes > Time Wage Type selection and Over Time compensation > Define Processing Types




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Time Evaluation http://help.sap.com/erp2005_ehp_02/helpdata/en/8a/9852ee46c411d189470000e829fbbd/frameset. htm The Time Management Status http://help.sap.com/erp2005_ehp_02/helpdata/en/db/0e8ca876d011d5b3040050da4ce665/frameset. htm Public Holiday Calendars http://help.sap.com/erp2005_ehp_02/helpdata/en/8a/98472a46c411d189470000e829fbbd/frameset. htm




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Time Evaluation

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