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SAP Expert Mpsingh

Public Holiday Calendar and Work Schedule Rules
This knowledge artifact is an attempt from my side to share my learnings on Public Holiday
Calendar and Work Schedule Rules. I was fortunate to have worked in a SAP HR Support
project for a leading mining company based out of Australia. And while supporting the
solution and resolving tickets there, I learned quite a few things about time management.

The good part of the solution implemented there was that it had used every bit of standard
functionality available to fulfill customer requirements.

I should have ideally written this knowledge artifact at least a couple of year back. However,
it’s better late than never! And yes, my artifact will be limited to things I know and have
expertise about.

Public Holiday Calendar

A Public Holiday Calendar is a collection of public holidays valid for a location (Personnel
Area and Personnel Subarea). Hence, a company having operations from Hyderabad and
Chandigarh will ideally have two different public holiday calendars. Because some public
holidays valid for Hyderabad employees won’t be applicable for Chandigarh employees.

The transaction code to access Public Holiday Calendar in SAP is SCAL. The below screen
comes up when we execute TCode SCAL.
We first create a list of public holidays valid for a country and then assign all these public
holidays to public holiday calendars for various locations within the country. What this
means is that we can definitely re-use common public holidays in multiple public holiday
calendars for different locations within the same country. Hence, if public holiday “New
Year” is valid for Chandigarh and Hyderabad locations, we just need to create one public
holiday “New Year” and assign it to the public holiday calendars for Hyderabad and
Chandigarh.

Let us select the radio button for Public Holidays shown in the previous screenshot and then
click on change icon. You will be brought to the below screen.
Below are the key columns shown in the screenshot above:

 Public Holiday – Displays the long text of the Public Holiday

 Short Text – Displays the short text of the Public Holiday
 Use in Holiday Cal. – Helps us know if the public holiday is being used in any
public holiday calendar or not. You can’t edit a public holiday if it is being used in any
public holiday calendar. You need to first remove it from all public holiday calendars
where it is being used and then make the necessary changes and again re-assign the
public holiday to the relevant public holiday calendars.
 Sort Key – Helps to group together all public holidays valid for a
country. It is a 3 character key and I recommend its naming convention to be Znn
where nn stands for country grouping. Hence, the sort keys for public holidays for
Australia, India, New Zealand will be as shown below:
 Australia – Z13
 India – Z40
 New Zealand – Z43

Let me try to change public holiday “Deepavali” which is currently being used in some public
holiday calendar. If you see the below screenshot, it appears in display mode only.
If you click on the “Where-Used List” icon, you will come to know the holiday calendars
where this public holiday is being used. Hence, the public holiday “Deepavali” is being used
in the below holiday calendars:
If you try to edit a public holiday which is not being used in any holiday calendar, it will
open in editable mode as shown in the screenshot below:

Please refer the above screenshot. There are 5 types of public holidays:

 With Fixed Date – It is always going to fall on a fixed date like New
Year on 01-Jan.
 With a fixed day from date – If there is a requirement that 1st Monday from 01-
Nov will be declared as Family Day, then we should select this option.
 Distance to Easter – To specify a public holiday with no. of days before
or after Easter.
  Easter Sunday – Meant only for Easter Sunday
 Floating Public Holiday – It is meant for public holidays for which dates
vary with every year like Diwali, Id, Holi etc.

With Fixed Date

Let us study the configuration details of public holiday with fixed date.

 Day – Specify the fixed date of the public holiday

 Month – Specify the month of the public holiday
 Guaranteed – A public holiday with a fixed date can be guaranteed or not
guaranteed. If a public holiday is not guaranteed and it falls on an OFF day, then the
employee can’t avail its benefit. Some countries have a policy where if the public
holiday falls on an OFF day (Sat/Sun), then it is moved to a working day (Fri/Mon) so
that the employee still gets the benefit of the public holiday. Hence, the public
holiday is guaranteed.
Below is the screenshot for guaranteed rule – Saturday/Sunday:

 Sort Criterion – It is the Sort Key as discussed above.

 Religious Denomination – You can capture if this public holiday is applicable
for any particular religion.
 Public Holiday Class – A Public Holiday Class is used to identify whether
a particular day is a public holiday or not. However, it doesn’t specify whether an
employee is eligible for this public holiday or not. There are 4 possible options:
o Blank – Not a Public Holiday
o 1 – Public Holiday
o 2 – Half Day Public Holiday
o 3–9 – Customer specific public holiday classes
 Short Holiday Name – It stores the short text of the holiday and allows
up to 10 characters.
 Long Holiday Name – It stores the long text of the holiday and allows
up to 30 characters.

With a Fixed Day from Date

Let us look into the configuration details of public holiday with fixed day from date.
  Weekday – Specify the weekday (example Monday)
 Day – Specify the date (example 01)
 Month – Specify the month (example 11)

Hence, it means that the first Monday from 01-Nov will be treated as a public holiday. In the
year 2014, the first Monday from 01-Nov-14 will be 03-Nov-14.

The remaining attributes are similar to fixed date public holiday.

Distance to Easter

Let us look into the configuration details of public holiday with distance to Easter.
  No. of Days Before Easter – Can specify the no. of days before Easter this
public holiday has to fall.
 No. of Days After Easter – Can specify the no. of days after Easter this public
holiday has to fall.

The remaining attributes are similar to fixed date public holiday.

Easter Sunday

Let us look into the configuration details of public holiday – Easter Sunday.
You don’t have anything to configure here. The remaining attributes are similar to fixed date
public holiday.

Floating Public Holiday

A floating public holiday is one which occurs on a different date each year. It can also not
occur in a particular year. Examples of floating holidays are holidays based on lunar
calendar like Holi, Diwali, Id and so on.

Let us look into the configuration details of Floating Public Holiday.

Year – Specify the year in which this public holiday falls.

Month – Specify the month in which this public holiday falls.

Date – Specify the date on which this public holiday falls.

The remaining attributes are similar to fixed date public holiday.

Once the public holidays are created, we need to assign them to a public holiday calendar.
For this we have to go back to the initial screen, select the radio button – Holiday Calendar
– and click on change icon as shown in the screenshot below.
The below screen comes up:
Below are the key columns in the above screenshot:

ID – A two character Id for the public holiday calendar

Holiday Calendar – Name of the public holiday calendar

Valid From – Year from which the public holiday calendar is valid
Valid To – Year up to which the public holiday calendar is valid

Used in Factory Calendar – Whether the public holiday calendar is used in factory
calendar or not

Let me display the Public Holiday Calendar – Australia by clicking on the change icon.
Each public holiday calendar has a validity period. Hence, Public Holiday Calendar AU is valid
from 2000 to 2098.

Please have a look at the public holidays assigned to calendar id AU. These holidays are
valid from 2000 to 2050. Hence, the validity of public holidays within public holiday calendar
is different from the validity of holiday calendar, thereby giving a lot of flexibility to
configure and delimit public holidays in a calendar.

The buttons “Assign Holiday” and “Delete Assignment” help to assign and delete public
holidays from a calendar. This is needed to make changes in public holiday especially
floating public holidays.

Please note that if a floating public holiday is being used in multiple holiday calendars, then
you would have to first delete the floating public holiday from each calendar and then make
changes. After the changes have been made to the floating public holiday, then you need to
assign them to all the public holiday calendars where this was being used.

Once a public holiday has been used in a calendar, it should never be deleted permanently.
If the public holiday is not required from a particular year onwards, we should delimit the
validity of the public holiday within the public holiday calendar but not delete it.

If you would like to display the dates of public holidays in a particular year in a public
holiday calendar, please select the public holiday calendar and click on Calendar display
icon.

Let me take you to year 2014 for Holiday Calendar Id – AU.

The below screen comes up. Hence, for the year 2014, there are 10 public holidays for
Australia and one public holiday falls on Saturday and Sunday each.

Let me display the calendar for the year 2014 by clicking on the Year display icon. The
below screen comes up.
You will see that the fixed date public holiday – Australia Day – has been moved from
Sunday 26-Jan-14 to Monday 27-Jan-14. Both the dates will have public holiday class 1.

Below is the configuration for Australia Day public holiday for your reference.
So, this is all I have here to share about public holidays, public holiday classes and public
holiday calendar. I am not going into factory calendar as I didn’t get a chance to work on
this concept. Let us now move over to Day Types.

Day Types

What is a day type and how is it different from public holiday class?

A day type helps us to determine if an employee is eligible for a public holiday or not and
whether he should be working on a day or not and how should he get paid for the given
day.

What should be the public holiday class and day type for a DWS if the employee is supposed
to work on public holiday – Independence Day – as per planned work schedule? The
employee won’t get paid if he doesn’t work on the public holiday. For such a scenario, the
public holiday class will be 1 to indicate that the day is a public holiday and the day type will
be blank to indicate that the employee has to work on this day.

Below are the possible values of day types (Table V_T553T)

 Blank – Work/paid
 1 – Off/paid
 2 – Off/unpaid
 3 – Off/special day
 4-9 – customer specific

Rules for Day Types (Table V_T553A)

The functionality of rules for day types is to assign a day type to a day with a particular
public holiday class.

You will find field “Rules for Day Types” in Work Schedule Rule configuration table –
V_T508A.

The configuration of rules for day types is done in table V_T553A. Below is a sample
screenshot.
So how do we interpret rule 01 in the above screenshot? The three columns specify day
type for a weekday, Saturday and Sunday respectively. There are 10 spaces in each box
below weekday, Saturday and Sunday – with each space representing the Public Holiday
Class from 0 – 9.

Let us understand rule 01 for weekday. It states to assign the following day types to
weekday if the weekday has the given public holiday class.

Public Holiday Class Weekday Day Type Weekday

Blank Blank
1 1
2 Blank
3 3
4 1
5 1
6 1
7 1
8 1
9 1

Similarly, it is for Saturday and Sunday.

How should the rule for day types look like if an employee is not eligible for public holidays?
It should be like rule 02 where a day (weekday, Saturday, Sunday) with any public holiday
class will have day type blank always assigned to it.

Hence, if an employee is not eligible for public holidays, we should assign rule for day type
02 in the WSR (to be assigned to employee) in Table V_T508A.

Define Special Days (V_T553S)

There can be a business scenario where an employee is eligible for only two public holidays
in a year from the same holiday calendar.

Let us say that an employee works out of location – Hyderabad and his WSR is assigned to
Hyderabad Public Holiday Calendar. However, this employee is only eligible to two public
holidays – Christmas and New Year – and not all the public holidays in Hyderabad Public
Holiday Calendar. So what do we do in such a case? Do we create a new public holiday
calendar for these set of employees?

SAP provides this functionality – Define Special Days – to handle such scenarios. We can
assign rule for day type 04 to the WSR of this employee and configure dates – 01-Jan and
25-Dec – in Define Special Days to make them applicable for these employees.

Please refer the below screenshots. This configuration will ensure that the employee is
eligible for only two public holidays – New Year and Christmas.
I hope the concept of public holiday class and day type is clear now. Let us now move to the
next concept of Work Schedule Rule.

Work Schedule Rule

A work schedule rule specifies the working pattern and rules for an employee. The beauty of
work schedule rule in SAP is that it is highly module in nature. As a result of this, it
promotes reusability of the components involved in the work schedule rule.

Before we move further into this, let us understand few key things like groupings.

Groupings

 Personnel Subarea Grouping for Daily Work Schedule: This is used to group daily
work schedules and then the personnel subarea grouping for daily work schedule is
assigned to personnel subarea grouping for work schedules. Let us assume that a
company has operations in Hyderabad, Bangalore and Mangalore.

Let us assume that employees in locations Bangalore and Mangalore have been assigned to
personnel subarea grouping for work schedules 01. Employees in location Hyderabad have
been assigned to grouping 02. All three locations are to use the same daily work schedules.
Hence, we can assign personnel subarea grouping for daily work schedules 01 to personnel
subarea groupings for work schedules 01 and 02.

I haven’t come across any client where the personnel subarea grouping for daily work
schedule is being shared across multiple personnel subarea grouping for work schedules. I
have always found one to one mapping in all the clients I have worked for.
Please refer the below screenshot of table V_T508Z. The first column represents the
personnel subarea grouping for work schedule rule and the second column represents the
personnel subarea grouping for daily work schedules.

 Personnel Subarea Grouping for Work Schedule Rule: This is used to group personnel
area and personnel subarea for work schedules. It requires you to specify country
grouping. Please refer the below screenshot from Table V_001P_All.

The first column represents the personnel area, third column represents the personnel
subarea and the last column represents the personnel subarea grouping for work
schedule rules.
  Public Holiday Calendar for Personnel Area and Personnel Subarea: This is used to
assign public holiday calendar to personnel area and personnel subarea in table
V_001P_All. It requires you to specify country grouping. Please refer the below
screenshot:

 Employee Subgroup Grouping for Work Schedule Rule: This is used to group
employee group and employee subgroup for work schedule rules. Please refer the
below screenshot from table V_503_All.

The first column represents the employee group, third column represents the employee
subgroup and the last column represents the employee subgroup grouping for work
schedule rules.

As mentioned earlier, a work schedule rule is highly modular in nature and is comprised
of work break schedule, daily work schedule and period work schedule.

Work Break Schedule

Work Break Schedule (WBS) is maintained in table V_T550P. Please refer the below
screenshot:

The different types of breaks are mentioned below:

 Fixed break – Break with fixed timings.

 Variable break – A 15 min break between 15:00 and 15:30.
 Dynamic break – A 15 min break after the employee has worked for 4
hours.

Let us go through the various columns in the above screenshot.

 Grpg – This represents the personnel subarea grouping for daily work
schedules as described earlier.
 Break – Name of the break. It can be of max 4 characters.
 No – Represents the sequential no. of breaks if there are more than one
break times defined for the same break. A shift may have 2 breaks – one lunch
break and one snack break. In such a scenario, sequence no. will be needed to
differentiate both the breaks.
 Start – Start time of the break.
 End – End time of the break.
 Unpaid – Specify the duration of unpaid break in hours.
 Paid – Specify the duration of paid break in hours.
 After – Specify the hours after which the employee can go on a break.
Daily Work Schedule

Daily Work Schedule (DWS) is maintained in Table V_T550A. It is used to represent the
daily working hours of a day. Please refer the below screenshot.
Let us understand the different fields for a DWS from the above screenshot.

DWS Grouping – It represents the personnel subarea grouping for Daily

Work Schedules.

Daily Work Schedule – It displays the name (4 characters), variant (1 character)

and description of daily work schedule (15 characters).

Start – It displays the start date of the daily work schedule.

End – It displays the end date of the daily work schedule.

Planned Working Hours – It represents the planned working hours.

No planned working hrs – This checkbox is checked if it is an OFF day.

DWS Selection Rule – It helps to determine the DWS variant. I will talk about it
in more detail later on.
Working times can be fixed working hours and flextime working hours.

Fixed Working Hours – It is applicable if the employee has to work fixed working times.

 Planned Working Time – It represents the start time and end time of the
daily work schedule.

Flextime Working Hours – It is applicable if the employee has to work flexible working
times.

 Planned Working Time – It represents the limit of normal working hours

during the employee is expected to work. Work outside the planned working hours
are treated as overtime.
 Normal Working Time – If an employee is on leave, then the system uses
normal working time to calculate the absence hours. The planned working hours are
defined as normal working times plus the paid breaks.

Core Times 1 and 2 – If an employee is working flexible working hours, then you can specify
the core times during which he must be at work. Two core times can be defined and they
shouldn’t overlap with breaks.

Work Break Schedule – You can assign a break schedule to the daily work schedule here.

Tolerance Time

 Begin Tolerance Time – If an employee comes during this period, it is assumed

that the employee has come at the planned shift start time. If the tolerance is after
planned shift start time, it allows an employee to come late without being considered
late. If the tolerance is before planned shift start time, it helps to prevent the system
from considering this period as overtime. Tolerances are processed in the schema by
function DPTOL.
 End Tolerance Time – If an employee leaves during this period, it is assumed
that the employee has left at the planned shift end time. If the tolerance is before
the planned shift end time, it allows an employee to leave early without being
considered leaving early. If the tolerance is after the planned shift end time, it helps
to prevent the system from considering this period as overtime. Tolerances are
processed in the schema by function DPTOL.

Minimum Working Time – You can specify the minimum no. of hours an
employee is supposed to work in a day.

Maximum Working Time – You can specify the maximum no. of hours an
employee is supposed to work in a day.

Daily Work Schedule Class – It can be used as a parameter to define overtime rules
in table V_T510S, define rules for quota deduction in Table V_T556C. It can also be
referenced in PCR to define various time related scenarios. The values of DWS Class are
from 0 to 9. DWS Class 0 stands for OFF day.

Automatic Overtime – If this checkbox is checked, then any time outside the
planned working hours gets calculated as overtime. This happens in PCR TO15 in time
schema TM00.

Let us now go back to DWS Selection rule and DWS variant.

DWS variant is used in two scenarios:

 Scenario 1: When we want another DWS to be called in based on certain conditions

getting satisfied – If there is a requirement that whenever Friday is a public holiday,
then the planned working hours for Thursday should get reduced to 4 hours from 8
hours.
 Scenario 2: When we want a different no. of hours getting deducted for absence
instead of the planned working hours specified in the DWS – Suppose an employee
works 5 days a week and 40 hours per week – Mon (10hrs), Tue (10hrs), Wed
(10hrs), Thu (5hrs) and Fri (5hrs). If an employee applies for leave on any day, it
should deduct 8 hours and not the planned working hours of the day.

Below is the detailed explanation of the two scenarios of variants for DWS.

Scenario 1: Rules to determine variant for monthly WS rule generation (Table V_T550X)
Let us try to understand the rule 01. It has two sub-rules – 01 and 02. The 2nd sub-rule gets
executed only when the first sub-rule fails. If the first sub-rule passes, then 2nd sub-rule is
not executed.

Holiday Class – It comprises 10 spaces representing the 10 public holiday classes

from 0 – 9. It represents the holiday class for the current day. X represents the holiday
class in scope.

HolClNext Day – It comprises 10 spaces representing the 10 public holiday classes

from 0 – 9. It represents the holiday class for the next day. X represents the holiday class in
scope.

Day – It represents the weekday and has seven spaces ranging from Mon
to Sun. X represents the weekday in scope.

Variant – It represents the variant to be called in if the rule is successfully

executed.

Rule 01 Sub-rule 01 gets executed and the variant B is called in if the holiday class of the
current day is 2, if the holiday class of the next day is anything from 0 – 9 and the weekday
can be anything from Mon – Sun. If the rule 01 sub-rule 01 is successfully executed, then
the original DWS is replaced by its variant B.
If the rule 01 sub-rule 01 fails, then the rule 01 sub-rule 02 gets executed and the variant B
is called in if the holiday class of the current day is anything except 2, if the holiday class of
the next day is anything from 0 – 9 and the weekday is Friday. If the rule 01 sub-rule 02 is
successfully executed, then the original DWS is replaced by its variant B. If the rule 01 sub-
rule 02 fails, then the variant B is not called in and the original DWS is used.

Apart from defining the DWS Selection rule, you also need to create a DWS with the variant
B and define the planned working hours for the DWS with variant B.

Scenario 2: Determine Daily Work Schedule Variants for Absence

Let us try to understand the rule 01. It has only one sub-rule – 01

Holiday Class – It comprises 10 spaces representing the 10 public holiday

classes from 0 – 9. It represents the holiday class for the current day. X represents the
holiday class in scope.

HolClNext Day – It comprises 10 spaces representing the 10 public holiday

classes from 0 – 9. It represents the holiday class for the next day. X represents the holiday
class in scope.

GrpAtt/Abs – It represents the absence grouping of the absence which is

defined in Table T554S. It comprises 10 spaces representing absence grouping from 0 – 9.
X represents the absence grouping in scope.

Weekday – It represents the weekday and has seven spaces ranging from Mon
to Sun. X represents the weekday in scope.

Variant – It represents the variant to be called in if the rule is successfully

executed.

Rule 01 Sub-rule 01 gets executed and the variant A is called in if the holiday class of the
current day is anything from 0 – 9, if the holiday class of the next day is anything from 0 –
9, if the absence grouping of the absence applied is 1 and the weekday can be anything
from Mon – Sun. If the rule 01 sub-rule 01 is successfully executed, then the original DWS
is replaced by its variant A. If the rule fails, then the original DWS is called in for absence
hours.

When an absence type with absence grouping 01 is applied, the DWS selection rule 01
assigned to the DWS will get executed. If the rule execution is successful, the original DWS
gets replaced with DWS variant A and the no. of hours mentioned in the DWS Variant A gets
deducted for absences.

Let us now move on to Period Work Schedule.

Period Work Schedule

A period work schedule is a group of daily work schedules which gets repeated to form a
working pattern. It is defined in table V_T551A.

Please refer the below screenshot which has 3 PWS displayed:

Grpg – Personnel Subarea Grouping for Daily Work Schedules.

PWS – Name of Personnel Work Schedule. It can have maximum 4

characters.

Period WS Text – Description of Period Work Schedule. It can have maximum 20

characters.

Week – This is the week number.

01 – 07 – This represents the day from Mon – Sun.

PWS 0001 is 5 Days, 2 OFFs pattern.

PWS 0002 is 5 Days, 2 OFFs, 5 Nights, 2 OFFs pattern.

PWS 0003 is 4 Days, 4 OFFs, 4 Nights, 4 OFFs pattern. If you wish a pattern not ending on
Sunday to get repeated, you use * after the pattern for it to get repeated.

After creating the PWS, you must define counting class for Period Work Schedule in Table
V_T551C. Please refer the below screenshot.

Grpg – Personnel Subarea Grouping for Daily Work Schedules

PWS – Name of Personnel Work Schedule. It can have maximum 4 characters.

Start Date – Start date for counting class of PWS.

End Date – End date for counting class of PWS.

Cntg Class – Counting Class is used to count absence and attendance by specifying
different methods of counting according to the period work schedule.

Let us now move over to Work Schedule Rule configuration.

Work Schedule Rule

A work schedule rule specifies the working pattern, public holidays and working hours for an
employee. Configuration of work schedule rule is done in Table V_T508A. Please refer the
below screenshot.
ES Grouping – Employee Subgroup grouping for Work Schedule Rule

Holiday Calendar ID – Id of the public holiday calendar applicable to the WSR

PS Grouping – Personnel Subarea grouping for Work Schedule Rule

Work Schedule Rule – It specifies the name (8 characters) and description of

WSR (25 characters).
Start – It gives the start date of WSR.

End – It gives the end date of WSR.

Daily Working Hours – It displays the average daily working hours of the WSR.

Weekly Working Hours – It displays the average weekly working hours of the
WSR.

Weekly Workdays – It displays the average weekly workdays of the WSR.

Monthly Working Hours – It displays the average monthly working hours of the
WSR.

Annual Working Hours – It displays the average annual working hours of the
WSR.

Please find below the recommended co-relation between weekly working hours, monthly
working hours and annual working hours.

Annual Working Hours = Weekly Working Hours * 52

Monthly Working Hours = Annual Working Hours / 12

Period Work Schedule – You specify the 4 character PWS here.

Ref Date for PWS – You specify the generation date for PWS.
Start Point in PWS – It represent the start point in PWS.

Rule for Day Types – You can specify the rule for specifying the day types for
days.

DWS Grouping – Grouping for Daily Work Schedule

Let me explain you the importance of WSR Start Date and Ref Date for PWS.

WSR start date is the date from which the WSR is created. Ref Date is the date based on
which the WSR is generated. If the ref date is 11-Mar-14, then the WSR gets generated
from Mar’14 onwards.

Let me give you a real time situation. A new employee has been hired and he is going to be
placed on a new WSR effective 01-Mar-14.

What should be the WSR start date and ref date in such a case and month of generation?

I recommend the WSR start date to be effective at least 2 years before the month of
generation. The month of generation should be at least a month before the employee needs
to work on the WSR. Why is this so?

In our example, since the employee has to start work on 01-Mar-14 on the new WSR, I
would generate the WSR effective 01-Feb-14 and I will create the WSR from 01-Feb-12.

The generation has to be at least one month before the month employee gets placed on the
WSR because in case of time evaluation, it checks for the generated DWS on the last day of
the previous time evaluation period. If we generate the WSR from Mar’14, there won’t be
any DWS generated for 28-Feb-14 and this will give a configuration error during time
evaluation run.

Let me give you another scenario. Let us say that there are two shifts in which employees
have to work. Group A employees have to work as per pattern A and Group B employees
have to work as per pattern B. Please refer below patterns A and B.

Pattern A

Week Mon Tue Wed Thu Fri Sat Sun

001 Day Day Day Day Day OFF OFF
002 Night Night Night Night Night OFF OFF

Pattern B

Week Mon Tue Wed Thu Fri Sat Sun

001 Night Night Night Night Night OFF OFF
002 Day Day Day Day Day OFF OFF

So are we going to create two PWS for the above scenario?

No, we actually need to create only 1 PWS and change the reference point in PWS for the
two WSRs.

For pattern A, ref point in PWS = 001;

For pattern B, ref point in PWS = 008.

Generation of WSRs

After we have configured the WSR, the next important step is generation of WSR.

Please follow the below path for generation of WSR.

SPRO > Time Management > Work Schedules > Work Schedule Rules and Work Schedule >
Generate Work Schedules in Batch

The below screen comes up.

You can generate more than one WSR at the same time.

Enter the details of the WSR and the period for which you wish to generate the WSR and
enter E in field BTCI and execute. This will do mass generation of WSR for the period
requested.

The generated WSR is saved in Table T552A.

Every time that you add, delete, change or update a public holiday in a calendar, you would
need to generate all the impacted WSRs for the given months for which the change has
been made.
Sometimes there may be a need to change the generated DWS for a particular day. Let us
say that the employees are working 5 days 2 OFFs in shift 9 am – 6 pm from Mon – Sun on
a particular WSR.

Now, you would like all your employees on this WSR to work only on a particular Thursday
from 9 am – 1 pm. In such a case, we should substitute the existing DWS with another
DWS (having timings 9 am – 1 pm) in the generated WSR using TCode PT02. This will
ensure that the shift for that Thursday will change for all employees on this WSR.

However, if there is a request to change the shift timings only for selected employees, then
we should do shift substitution in IT2003 for the selected employees.

Infotype 0007

Infotype 0007 contains the planned working time for an employee. Please refer the below
screenshot from IT0007.

Work Schedule Rule – Specifies the work schedule rule for the employee.

Time Management Status – Specifies the time management status for the employee
which goes on to determine whether time evaluation happens or not and if it is positive or
negative time evaluation. You can default time management status using feature TMSTA.
Working Week – In some clients, the start of week can be different
compared to the standard and the start of week can also be dependent on timings. In such
cases, we need this concept of working week to specify the start and end of the week.
Working week concept in standard SAP is used for weekly overtime calculation in sub
schema TW30 in time schema TM04. You can default working week using feature WWEEK.

Part Time Employee – If you check this checkbox, the part time functionality
will get enabled.

As per the current full time WSR, an employee has to work for 5 days in a week from Mon –
Fri with 8 hours per day and 40 hours per week.

Let us assume that an employee has to work 60% of a full time WSR with reduced working
hours each day. In such a case, we check the part time employee check box and change the
employment percentage to 60%.

Please refer the below screenshot.

The system automatically adjusts the daily working hours, weekly working hours, monthly
working hours and annual working hours automatically based on the employment
percentage. This was one scenario of part-time WSR.

What do we do if an employee works 60% by working 8 hours from Mon-Wed and OFF from
Thu to Sun?
In such a scenario, we create a part time WSR like a full time WSR and then use capacity
utilization field in IT0008 to capture 60% utilization.

Here I come to the end of this knowledge artifact. I hope you enjoyed reading through this
document.

Thanks for your patience and time to go through this document.

SAP EXPERT MPsingh search in Google engine

Introduction

One of the things that fascinated me when I started working in time management was Date
Dependent PCR Processing in Time Evaluation.

Over a period of time, I realized that there are two possible ways (there may be more ways
also) to achieve date dependent PCR processing in time evaluation. In this knowledge
artifact, I will explain both the methods and the scenarios in which these methods can be
used.

Method 1: Based on Payroll Parameter Constant

Let us refer to the PCR ZAR1 shown in the below screenshot. When this PCR gets processed
in time evaluation, it sets a value of 0.5 hours using operation HRS=0.5 and then adds 0.5
hours to daily time type ZAR1 using operation ADDDBZAR1.

Let us assume that this PCR has been getting processed in time evaluation ever since time
evaluation go live (let’s say year 2012). Now, your client comes up with a requirement that
effective 01-Jan-14, the no. of hours to be added to time type ZAR1 should be increased
from 0.5 to 1.
We can’t change HRS=0.5 to HRS=1.0 directly because if there is a retro time evaluation
before 01-Jan-14, the time type value will get changed from 0.5 to 1.0 for dates prior to 01-
Jan-14. This will be incorrect.

To bring in the date dependent functionality, we will create a custom constant in Table
V_T511K. Let us create a custom constant ZCONS in Table V_T511K as shown below.

We will keep the value of the constant as 0.00 from 01.01.1900 till 31.12.2013 and 1.00
from 01.01.2014 till 31.12.9999.

Let us now modify our PCR ZAR1 as shown below.

When this PCR gets processed now, it sets the value of the constant ZCONS from Table
V_T511K in operation HRS based on the date for which time evaluation is happening.
Let us say that the time evaluation run is happening for 31-Dec-13. The value of constant
ZCONS is 0.0 on 31-Dec-13. The hours in operation HRS (0.0) is compared with 0 using
HRS?0. Since the comparison value is equal to 0, the PCR gets processed under = and the
no. of hours are again set to 0.5 using HRS=0.5. Then these hours (0.5) are added to time
type ZAR1.

When the time evaluation run is happening for 01-Jan-14, the value of constant is 1.0 on
31-Dec-13. The hours in operation HRS (1.0) is compared with 0 using HRS?0. Since the
comparison value is not equal to 0, the PCR gets processed under * and the no. of hours are
set to 1.0 using HRS=1.0. Then these hours (1.0) are added to time type ZAR1.

Let us assume that the client comes back saying that from 01-Feb-2014, they would like to
add 1.5 hours to time type ZAR1. We can again modify the constant and PCR as shown
below to achieve this requirement.
This method of date dependent PCR processing is recommended in the below scenarios:

 The changes impact a group of employees and not just one employee.
 Using one constant, you can build a no. of validations for time dependent processing.

Let us move now to the second method of date dependent PCR processing.

Method 2: Based on Date Specification

Let us refer to the PCR ZAR2 shown in the below screenshot. When this PCR gets processed
in time evaluation, it sets a value of 0.5 hours using operation HRS=0.5 and then adds 0.5
hours to daily time type ZAR2 using operation ADDDBZAR2.

Let us assume that this PCR has been getting processed in time evaluation ever since time
evaluation go live (let’s say year 2012). Now, your client comes up with a requirement that
effective 01-Jan-14, the no. of hours to be added to time type ZAR1 should be increased
from 0.5 to 1 because the employee is completing his TE anniversary.

To bring in the date dependent functionality, we will use a date type in date specification
infotype as shown below:
The PCR ZAR2 will be modified as shown below:

The operation HRS=YDAAD5 refers to date specification and finds the difference between
date of time evaluation and date mentioned in date type D5. On 31-Dec-13, the difference
will be less than 0 and hence, the PCR will get processed under <. The no. of hours are set
to 0.5 using HRS=0.5. Then these hours (0.5) are added to time type ZAR2.
On 01-Jan-14, the difference will be equal to 0 and hence, the PCR will get processed under
*. The no. of hours are set to 1.0 using HRS=1.0. Then these hours (1.0) are added to time
type ZAR2.

By now, you would have guessed that this method of date dependent PCR processing in
time evaluation is employee specific. Also, you can build only one check using one date
type. If you want a different processing from 01-Feb-2014 in the same PCR ZAR2, you will
require another date type in this method.

Below is a comparison of the two methods of date dependent PCR processing in time
evaluation:

Comparison: Date Dependent PCR Processing in Time Evaluation

Constant Method Date Type Method
Recommended for a group of employees. Recommended for employee specific
processing.
One constant can be used for multiple One date type can be used for only one
date checks in PCR processing. date check in PCR processing.

Here, I come to the end of this knowledge artifact.

Determination of First Clock In & Last Clock

Out in Positive Time Evaluation
Client Situation

Our client requirement was to implement SAP HR Positive Time Management solution to
record and evaluate the actual times of their blue collar workers. The client was installing
time recording terminals which were not SAP CC1 certified. Only Clock In (Time Event Type
P10) and Clock Out (Time Event Type P20) were required to be recorded.

The factory/plant had four production shops. Each production shop had two time recording
terminals mounted on the wall – one for clock in and another for clock out. These time
recording terminals didn’t have any unique way to specify whether a time punched at time
recording terminal is “clock in” or “clock out”. Hence, there was a board mounted with the
sign “Clock In” above “Clock In Time Recording Terminal” and with the sign “Clock Out”
above “Clock Out Time Recording Terminal”. Some employees had access to all production
shops and some had access to few of them only. An employee could work in multiple
production shops in the same shift. Each time an employee entered into a production shop,
it was expected that he clocked in at the “Clock In Time Recording Terminal” while entering
into the production shop and clocked out at the “Clock Out Time Recording Terminal” while
leaving the production shop.

There were no turnstiles at the entrance of production shops and hence, there was a high
chance that employees may forget to clock in or clock out while entering or leaving the
production shops. Hence, we could have scenarios where an employee has a clock in data
once and clock out data multiple times for the same shift.

For evaluation purposes, client wanted us to consider the first clock in and the last clock out
since it was difficult to enforce employees to clock in while entering and clock out while
leaving the production shop in absence of a turnstile. If the first clock in was missing, then
it should be reported as a missing clock in. Also, if the last clock out was missing, then it
should be reported as a missing clock out.

The time recording system would send a .txt file with all the time events (P10 & P20) data
recorded for a shift for all employees in that shift in a predefined format to SAP R/3. These
time events would be uploaded in IT2011 (Table TEVEN).

Hence, if the time events were recorded as shown in the table below, the first clock in will
be blank and the last clock out will be 18:00:00.

Date P10 P20

03-Jan-2012 – 14:00:00
03-Jan-2012 14:15:00 18:00:00

There was no requirement to record break times and employees could clock in/clock out
multiples times for the same shift. The break time would be considered from the daily work
schedule.

Failed Solution Approach

For quite some time, this requirement was giving me sleepless nights. There were various
approaches which I was trying out but none of them gave the desired results.

One such approach tried by me was to use operation VARST to read the first time pair
(VARSTFIRST) and then use operation HRS=PBEG to capture the no. of hours and enter it
into a time type.

Then use operation VARST to read the last time pair (VARSTLAST) and use operation
HRS=PEND to capture the no. of hours and enter it into another time type.
Using the time types, I would modify the start time and end time using operation FILLP for
the first time pair and ignore the remaining time pairs.

On the face of it, this solution looked good. However, it had inherent shortcomings.

Please refer the below screenshot for time events in IT2011 to understand the
shortcomings. The employee recorded a clock in at 08:00:00 and then clock outs at
10:30:00, 14:00:00 and 18:00:00 on 03-Jan-12.

When the time evaluation is run, the time pairs formed get sorted as shown in the
screenshot below: