Document Abstract

This document is a training document for SAP Time Management end user. This document was
generated through a process of workshops carried out jointly with project team representatives to
be used in HR course.

The content of this document was examined in a workshop covering the following parts of end user
processes for SAP Time Management module:

 Work Schedule Rules.

 Time Recording and Administration.
 Time Evaluation.

The purpose of this document is to provide the following elements:

 An overview of SAP Time Management module.

 A clear and easy description for the most commonly used processes in Time Recording and Time
Evaluation Components.
 A simple overview about Time Management reporting.

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Contents
Time Management (TM)........................................................................................................................... 3
Time Management Components .......................................................................................................... 4
Time Recording .................................................................................................................................... 5
Time Infotypes.................................................................................................................................. 7
Time Evaluation.................................................................................................................................. 10
Time Evaluation Prerequisites......................................................................................................... 12
Time Management Integration with Other Modules ........................................................................... 16
Time Management End User Processes .............................................................................................. 18
Work Schedule Maintenance .......................................................................................................... 18
Maintain Time Data ........................................................................................................................ 21
Time Evaluation Run ....................................................................................................................... 27
Things you should to know ............................................................................................................. 30
Time Management Reporting ......................................................................................................... 35
Exercise.................................................................................................................................................. 56
Solution ................................................................................................................................................. 57
Contact us .............................................................................................................................................. 58

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Time Management (TM)

Information on the work performed by employees and their availability to work are essential elements of
a human resources management system. This time data is transferred to other application areas, such as
Controlling and Logistics, and is an influential factor in enterprise-wise decision-making.

Time Management provides you with a flexible means of setting up, recording, and evaluating working
times through its components.

Information about working times is transferred to Payroll to calculate employees' gross pay. There are
various options for recording working times: Manually entering time data online, using time recording
terminals, or employees using self-service applications.

Time accounts (leave, flextime, and so on) can be managed manually or automatically. Working times
can be allocated as activities in Controlling, and the resultant costs can be assigned to the appropriate
source. Time management information is used within logistics to determine employee availability for
capacity planning purposes. Enterprise work requirements can be determined and employee shifts
scheduled.

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Time Management Components

There are various components in Time Management, which you can use individually or together.

Employees can use the Cross-Application Time Sheet to enter their own actual times. Time data can be
recorded and transferred to Controlling, Human Resources, and Logistics for further processing. Time
data can be recorded as attendances, absences, and employee remuneration information for Human
Resources.

The Incentive Wages component enables you to implement performance-related compensation. In this
way, you can set up different types of wages based on time, premiums, or piecework. You can
implement incentive wages for individuals or groups. Incentive wages reads employee data from the
logistics system prepares the data according to the type of payment and transfers the data to payroll.

Shift Planning allows you to quickly and efficiently schedule the human resources in your enterprise. In
this way, you can assign shift times, locations, type of personnel, and number of required employees to
optimally staff your enterprise.

Time recording component is the main component in time management module; in this component we
record employee attendance, absence, and vacations….etc, the information recorded through this
component can be used by any other component in time management and without this component you
can’t activate the time management at all.

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Time evaluation is the component that is responsible for calculating all the time data of the employee
that is recorded through other components to produce time results like overtime, time wage types to be
compensated through payroll…etc.

As per our curriculum, we should focus on Time Recording and Time Evaluation components as they are
the basic core components in Time Management module.

Time Recording

The central element in Time Management is the employee's work schedule. It contains the planned
specifications (including breaks), according to which employees are to work. In addition, time data such
as illnesses, leave, and business trips are recorded for employees.

Depending on the type of time management in your enterprise, you record only deviations from the
employee work schedules or only the complete actual times.

Actually there are two theories in SAP time management that you can choose between which is suitable
for the business requirements:
 Positive Time Management: It means that the system treats employee to be absent on all
working days except the days that has records anything else.
In this method we should capture everything about employee's time, Clock In, Clock Out, and
Missions.
All the processes related to time are automatically gets executed in the background, for example
attendance validation as per Clock In, Clock out and generating overtime.

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  Negative Time Management: It means that system treats employee to be present on all working
days except on the days when absence is recorded.
In this method we just record deviations from employee's work schedule, like absences.
Posting of absence for wage deduction etc are done manually. It has less level of integration
among the different components of time management.

So as a result there are basically two different methods of entering employee time data in the SAP
system:

1. Recording exceptions to the work schedule

If you use this method, only time data which is different to the specifications in the employee’s
work schedule is recorded, for example illness, substitutions and annual leave.

2. Additional recording of actual times

All the employee’s attendance times (actual times) are recorded, as well as any exceptions to the
work schedule.

You can record actual times in one of two ways:

o Automatic recording

The actual times are recorded at front-end time recording terminals and uploaded to the
SAP system. Employees record their clock-in and clock-out times (actual times)
electronically at the time recording terminals, using a time recording ID card. This data is
then imported to the SAP system and processed using the Time Evaluation program.

o Manual entry

Use of a time recording system is not mandatory, since you can also record actual times
manually in the Attendances Infotype (2002). Time data can be entered in hours or as
clock times.

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There are also numerous variants and special entry methods which can be used in addition to the above
two procedures, and depend on your specific time management requirements. Our concern in this course
will be about using and configuring positive Time Management method.

Time Infotypes

Actually as for any other module in SAP HCM, there are some Infotypes mandatory to be able to make
use of your module. As per our case here we have some Infotypes that are mandatory for Time
Management module, these Infotypes as shown above are:

 Organizational Assignment (0001): It contains personnel data of the employee as discussed

before in the first part of this course.
 Personal Data (0002): It contains the personal data of the employee as discussed before in the
first part of this course.
 Planned Working Time (0007): It contains the most two important information about the
employee for Time Management module, the first one is the planned working times for the
employee (The Work Schedule), and the second is how the system should process the time data
of the employee in time evaluation and payroll.

The above Infotypes are pre-requisites for Time Management module, but there are another Infotypes
that are used in Time Management module to serve its process as you can see in the following figure.

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The above figure shows the Infotypes that are used in time recording component of Time Management
module, the usage of these Infotypes determined due to the business requirements and used solution
for Time Management (Positive or Negative Time Management).

 Planned Working Time (0007): The work schedule of the employee stored in this Infotype, also
appropriate Time Management status must be stored in this Infotype. It determines whether
and how employee time data is to be processed in Time Evaluation or Payroll.
 Time Recording Information (0050): This Infotype is used only if time evaluation is used. It can
contain interface data for the subsystem and additional employee information for the purposes
of time evaluation.
 Absence (2001): It is used to store absence Information of the employee. Employee is absent if
he is not in work in a working day or working time.
 Attendances (2002): This Infotype used to store special information about employee attendance
like off-site work or special missions outside work location.
 Substitutions (2003): Here you may change the work schedule of the employee for specific
period, like assigning another person to take over the position and associated tasks of an absent
colleague.
 Availability (2004): You can use the Availability Infotype to enter different types of work
availability duties a typical availability type is on-call duty. This may be used to determine the
availability of the employee for specific time for extra work or missions.
 Overtime (2005): This Infotype is used to store overtime of the employee, and it's used usually if
you don't have time evaluation on running on your system as time evaluation component
automatically evaluates overtime of employees depending on their Planned working Times
which are stored in Infotype 0007 as we mentioned before.

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  Absence Quotas (2006): You use this Infotype to manage time accounts that represent
employees’ absence entitlements or time credits. The time accounts contain a particular number
of days or hours, during which time employees are permitted to be off work.
 Attendance Quotas (2007): You use this Infotype to manage time accounts that represent
employees’ attendance approvals.
 Time Events (2011): In the HR system, time events are clock-in/out times, entries for off-site
work, and so on, which are normally recorded by employees at the time recording terminal. If an
employee has forgotten to clock in or out or if an entry is incorrect, you can use this Infotype to
create, correct, or delete the time events manually.
 Time Transfer Specifications (2012): Time transfers allow you to make changes to the time
balances that have been calculated in time evaluation. This means that in exceptional cases you
can change the results of time evaluation online.
 Quota Corrections (2013): This Infotype is used to change manually the quota entitlements of
the employee that are generated automatically by time evaluation component.

The time Infotypes you saw before can be displayed or edited using various methods, you can choose
the suitable method that meets your business needs, and these methods are:

 Single Screen: Used to display and maintain time data for one record of one Infotypes for only
one employee at a time, you can use this feature through the tcode PA30.
 List Screen: Used to display and maintain time data for several records of one Infotypes for one
employee at a time, you can use this feature through the tcode PA61.
 Fast Entry: Used to display and maintain time data for several employees but for only one
Infotype, you can use this feature through the tcode PA71.

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Time Evaluation

With SAP Time Management, you can use various systems and methods for recording time and labor
data, such as working times, business trips, leave, or substitutions; these methods can be one of the
following:

 Online entry by the time administrator.

 Using front-end time recording systems.
 Using the SAP Cross-Application Time Sheet (CATS).
 Using self-service applications such as Web applications or touch-screen systems.

The main objective of time evaluation is to check and classify the recorded time and labor data and to
evaluate it 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.

Messages concerning any special situations that may have occurred, such as missing attendance times,
inform time administrators that post processing is required.

You should implement the Time Evaluation component if you use time recording systems to record
employees’ attendance times (actual times).

If you use other methods of time recording, the component is optional. Time data entered online can
also be evaluated on a daily basis in the Integration with Time Management component in Payroll. The
only functions available there are for determining wage types.

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The standard system provides several time evaluation processes, which have different requirements on
the time data to be evaluated and evaluate data using different methods:

 Time evaluation for processing time data that is imported to SAP R/3 from time recording
systems.

 Time evaluation for time management where only deviations to the work schedule are recorded,
and not all employees’ attendance times.

 Time evaluation for processing time data where the duration of work performed and not the
start and end times, is required for checking working time regulations, overtime determination,
and so on.

 Time evaluation for evaluating planned working times in future periods, for example, to receive
an overview of the anticipated level of overtime.

 Time evaluation for automatically accruing absence entitlements.

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Time Evaluation Prerequisites

Create Employee Master Data

The following master data Infotypes must be maintained if you work with time evaluation:

 Organizational Assignment 0001.

 Personal Data 0002.
 Planned Working Time 0007.
 Basic Pay 0008 (Optional).
 Date Specifications 0041 (Optional).
 Absence Quotas Infotype 2006 (Optional).
 The Time Recording Information Infotype (0050) is mandatory if you Use a time recording
system.

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Set up Working Time Provisions
The Planned Working Time Infotype (0007) defines employee's planned working time. The work
schedule rule describes the relationship to the work schedule. In turn, working times and breaks are
defined in the work schedule.

The Time Management status in the Planned Working Time Infotype (0007) has a fundamental
significance for time evaluation; it determines whether and how an employee is processed in time
evaluation.

Possible Standard values of Time Evaluation Status:

 0 = No time evaluation: the employee's time data is not processed by time evaluation. The time
wage types are formed by Payroll.
 1 = Evaluation of actual times: all of the employee's times are recorded.
 2 = PDC time evaluation: all of the employee's times are recorded.
 7 = Time evaluation without Payroll integration: time evaluation is run to administrate special
time accounts, for example, to accrue absence quotas. When time data is processed in Payroll,
the employee is treated as if he or she had the Time Management status 0. The time wage types
are formed by Payroll.
 9 = Evaluation of planned times: only deviations to the employees work schedule are recorded.

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Record Time Data
Use Time Management Infotypes to record employee time data like absence, attendance, overtime or
even absence quotas for the employee.

Upload Time Events

There is a constant exchange of data between the time recording system and the SAP Ti me
Management system. The transfer of data from the time recording system to Time Management is
referred to as the upload. The transfer of data from Time Management to the time recording system is
referred to as the download.

Upload

The interface is supplied with the unprocessed time events by the time recording system. Data required
by a record:

 ID number.
 Date, clock time, time event type (clock-in/clock-out/off-site work, and so on).
 Other possible data: Terminal ID, employee expenditures, absence/attendance reasons
 Information about cost assignment and a different payment.

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Download

A record containing the following information is passed on to the interface for each personnel number:

 ID number.
 Validity period.
 Access authorization.
 Other data (such as personal code, mail indicator).
 Information on time accounts (including leave status).

Evaluate Time Data

Employees' time data is valuated in time e valuation. Time evaluation determines planned working times
and overtime, manages time accounts (flextime balances, overtime, productive hours, and so on),
creates wage types (for overtime or bonus wage types, for example), updates time quotas, and checks
working time provisions (such as core time violations). The time wage types created during time
evaluation are evaluated in Payroll.

Time evaluation is carried out by a time evaluation driver called RPTIME00. The steps to be carried out
by RPTIME00 are specified in a personnel calculation schema. The standard system contains several
personnel calculation schemas that cover various requirements and strategies for evaluating data.

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Schemas are available for, amongst other things:

 Time management that records all actual working times of employees, in addition to deviations
to the work schedule.
 Time management that only records the deviations to the work schedule.
 The processing of time data for which only the work duration, not the start and end times, are
recorded.
 The processing rules for time evaluation can be modified to suit the specific requirements of
your enterprise.

Time Management Integration with Other Modules

Time Management component of SAP R/3 system can be used for processing employee's time data
transferred from another components as you can see from the above figure:

 Integration with the Time Sheets (CATS)

Time data recorded in the Time Sheet can be transferred to Time Management. In this way,
quotas can be accrued and deducted from this data in Time Management. The time data can also
be prepared for Payroll (PY).

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 Recording Cost Assignment in HR Time Management

Cost assignments recorded in Time Management are further processed and valuated
in Payroll (PY). The personnel costs determined can also be transferred to Controlling (CO).
There, the Controlling objects recorded are debited accordingly.

 Recording Specifications for Activity Allocation in HR Time Management

Activity allocation specifications recorded in R/3 Time Management are transferred to R/3
Controlling. Internal activity allocation is carried out based on the pay scales located there.

 Integration with External Services Management (MM/SRV)

You can manage time data concerning any employees from external companies who perform
work for your enterprise using the Time Management component. Costs for work performed by
external employees depend upon the following:

1. Working time (evening hours, public holidays, and so on).

2. Qualifications of the person doing the work.

3. Type of work performed.

4. Any agreed upon contractual conditions.

 Connecting Front-End Time Recording Systems

Personnel time events (such as clock-in/clock-out entries) or employee expenditures (such as
cafeteria or service station data) are recorded on front-end time recording systems. This data
can then be transferred to R/3 Time Management and further processed there.

 Connecting External Time Management Systems

Time data recorded in external time management systems can also be transferred to Time
Management and further processed there.

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Time Management End User Processes
In the following sections we should discuss in details the end user cycles for managing Time
Management module due to our scope which is Time Administration and Time Evaluation components.

Work Schedule Maintenance

The work schedule stored in IT0007 for every employee to activate Time Management module for him,
so it's mandatory to make the employee participates in Time Management.

Work Schedule: Employees' planned working time is described in a work schedule.

Period Work Schedule: The work schedule is created from a period work schedule and a public holiday
calendar, for individual months.

Daily Work Schedule: The period work schedule is made up of a fixed sequence of daily work schedules
that repeats in a specific pattern.

Public Holiday Calendar: It should contain public holidays of your enterprise.

The work schedule is used as the basis for valuating time data.

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Assign Work Schedule

Purpose

You may want to use this procedure when hiring new employee, Transferring employee from his
organization to another or even employee promotion.

Menu Path & T-code

Menu Path Human Resources -> Personnel Management -> Time

Management -> Administration -> Time Data
T-Code PA61
Comments Use Infotype 0007

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Modify Work Schedule

Purpose

Usually the generated work schedule can't match all holidays for each year, so sometimes you have new
holidays or one of your floating holidays' date may be changed. In this case you will need to modify the
generated work schedule to meet your new business requirements.

Menu Path & T-code

Menu Path Human Resources -> Personnel Management -> Time

Management -> Administration -> Time Data
T-Code PA61
Comments Open Infotype 0007 for maintain or display, then click on work

schedule Icon , enter in tcode box (/oPT01),

then click on Create All Icon .

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Maintain Time Data

The central element in Time Management is the employee's work schedule. It contains the planned
specifications (including breaks), according to which employees are to work.

In addition, time data such as illnesses, leave, and business trips are recorded for employees. Depending
on the type of time management in your enterprise, you record only deviations from the employee work
schedules or only the complete actual times.

There are various options for recording working times:

 Manually entering time data online: this way can be done through different applications on SAP
HCM like CATS, TMW, maintain time data screen (PA61) or even maintain
 Using time recording terminals.
 Employees using self-service applications.

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Absence/Attendance (IT 2001/ IT 2002)

Purpose

If you want to record an absence/attendance for the employee like Normal leave, Casual leaves, excuse,
off-site work or even work from home, you should use Infotype 2001 (Absence) or 2002 (Attendance).

Fields

Absence/Attendance type: It's the subtype of the Infotype you have chosen, it should refers to the
absence/attendance type you want to create or maintain.

Time: If you want to record an absence for an employee for less than full day (excuse for example), you
may enter the start and end times of this record in this fields.

Absence Hours: Attendance/absence hours are calculated using the planned hours specified in the work
schedule. In this way, only the days on which the employee had planned hours are included in the
calculation.

Absence Days: This is a counter field that counts the number of recorded days with planned working
hours more than 0 hours.

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Calendar Days: The system calculates calendar days using actual calendar days for the
attendance/absence. Partial days are calculated as 0 calendar days.

Payroll Days & Hours: Payroll days and hours are used for deducting quotas. The calculation of payro
days and hours is controlled by the settings made for attendance/absence counting. In this way, you can
also include attendance/absence days in the calculation for days on which the employee did not have
any planned hours.

Menu Path & T-code

Menu Path Human Resources -> Personnel Management -> Time

Management -> Administration -> Time Data
T-Code PA61
Comments Use Infotype 2001, 2002

Time Events (IT 2011)

Purpose

Infotype 2011 (Time events) should be created automatically by importing attendance transactions from
attendance machines. And also if you want to maintain these records manually when the employee
forget his Time Attendance card for example, you can do so by maintaining this Infotype thorough the
above menu path as other any Infotypes.

Fields

Time: Indicates the exact time of the time event record.

Time event type: Indicates the time event type (Clock-In, Clock-Out or Start of Break for example).

Day assignment: The day assignment specifies whether a time event is assigned to the current day or to
the previous day. Use F1 to see the possible values of this field.

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Attendance/Absence reason: If you work with time recording, employees can enter attendance and
absence reasons when they clock in or out at the terminal.

Terminal ID: This field shows the ID of the terminal at which the time event was recorded.

Origin: The origin indicator shows whether the time event was entered manually in the SAP system.
M: Denotes a manual entry.
E: Denotes that the data was entered using ESS.
S: Denotes that the data was entered using a subsystem and processed in ESS.
Blank: Denotes the data was uploaded into the system.

Menu Path & T-code

Menu Path Human Resources -> Personnel Management -> Time

Management -> Administration -> Time Data
T-Code PA61
Comments Use Infotype 2011

Overtime (IT 2005)

Purpose

If you want to record approved overtime for an employee manually, you can do it through Infotype
2005. If you don't have Time Evaluation component and want to record overtime for the employee you
may use the same scenario.

Fields

Time: the start and end times of the overtime done.

Overtime Hours: The number of hours for the overtime has been done.

Previous Day Indicator: The previous day indicator in Time Management indicates that the record
should be assigned to the previous day.

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Overtime Compensation Type: The overtime compensation type indicates whether the employee should
receive remuneration and/or time off for working overtime.

Menu Path & T-code

Menu Path Human Resources -> Personnel Management -> Time

Management -> Administration -> Time Data
T-Code PA61
Comments Use Infotype 2005

Absence/Attendance Quotas (IT2006/ IT 2007)

Purpose

Absence quotas can be recorded using Infotype 2006. And attendance quotas (approved overtime) can
be recorded using Infotype 2007.

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Fields

Validation Period: An attendance or absence quota (standard annual leave, for example) is granted to an
employee for a specific validity period.

Deduction Period: The deduction interval for the absence quotas specifies the period in which
employees can use the quota. The deduction from and deduction to dates of the quota do not have to
match the validity period.

Quota type: The type of credit (standard annual leave, educational leave, and so on) is determined by
the quota type.

Negative Deduction To: When you customize each quota type, you define whether the quota is
managed in days or hours and whether deduction beyond zero is permitted.

Menu Path & T-code

Menu Path Human Resources -> Personnel Management -> Time

Management -> Administration -> Time Data
T-Code PA61
Comments Use Infotype 2006 and 2007

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Time Evaluation Run

Purpose

The end user should runs time evaluation driver (RPTIM00) to compare the planned working times with
actual working times for employees, as a result of this operation we should have all time results
(overtime and productive hours done for example) stored in SAP system database.

Time data is evaluated in several processing steps, which are carried out in a fixed sequence. You
determine the sequence and the individual processing steps in an evaluation schema in Customizing.

Time evaluation is performed by the time evaluation driver RPTIME00. Time evaluation generally runs
daily, overnight, and is scheduled as a background job. The evaluation usually encompasses as large a
group of employees as possible.

You can also run time evaluation for individual employees, employee groups, or for past evaluation
periods for test purposes, for example.

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The time evaluation report can also be run for future periods. Evaluating future periods can be useful in
the following situations:

 You want time evaluation to determine an employee's anticipated absence entitlements when
absence quotas are accrued automatically.
 You want to valuate planned times in Shift Planning while taking anticipated overtime into
account, for example.

Fields

Evaluation Schema: In this field you enter the name of the schema (program) that evaluates actual time
records for employees due to your business requirements.

Time Statement Variant: It is just a layout displays specific results of time evaluation, these results
should be chosen by user requirements and configured by the consultant.

Display Variant for Log: It's also just a layout for the log that is used to display the whole time evaluation
processing steps of the used schema.

Forced Recalculation as of: The date you enter in this field determines the minimum period for
recalculation. If you do not make an entry in this field, the first day of the recalculation is determined
automatically according to the data saved for every personnel number in Infotype 0003 (Payroll Status).

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Evaluation up to: Enter the date on which time evaluation must end in this field. If you do not make an
entry, the system sets the current date.

Program Options:

 Display Log: All the processing steps and sub steps of the evaluation schema are logged.
 Test Run: Time evaluation is run without changes to the database.

Menu Path & T-code

Menu Path Human Resources -> Personnel Management -> Time

Management -> Administration -> Time Evaluation -> Time
Evaluation
T-Code PT60
Comments You can run this program periodically in background job

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Things you should to know
To be a good end user for Time Management component, you should to know many things about this
important component, like:

 How the system determine the start date for time evaluation run for each employee.
 How the system determine the recalculation date for each employee.
 How to read the result log of time evaluation.

All of the above questions and more we will discuss in the next few sections.

First Day to be Evaluated

The system has four resources to determine the first date to be evaluated:

1. PDC recalculation date: this field is in Infotype 0003 (Payroll status), and it's updated
automatically each run for the Time Evaluation Driver. After each successful run the Time
Evaluation Driver sets in this field the date of the following day of the last successful run.
2. Unprocessed Time Events: each time event has an indicator to determine whether it's processed
or not.
3. Forced Recalculation Date: It's the field that is entered by user in Time Evaluation Driver
RPTIM00.
4. Earliest Recalculation Date: It's set in the configuration by the functional consultant.

The highest priority always for the earliest recalculation date, so this date can't be broken and there will
not be time evaluation calculations before this date at any circumstances.

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Then the system compares the other three dates (PDC recalculation date, unprocessed time event dates
and Forced recalculation date) and chooses the oldest date to start with.

So if the chosen start date before the earliest recalculation date, the system will choose the earliest
recalculation date and if not the system will use the chosen start date.

To prevent the system processing periods that are no longer relevant to Payroll, you can set an earliest
recalculation date:

 For Individual employees: Using the Personal earliest recalculation date field in the Payroll
Status Infotype (0003).
 For Multiple employees: Defined in customizing by the consultant.

For each Infotype, the fields that are relevant to recalculations can be determined by the consultant in
customizing. by default all time Infotypes triggers time evaluation recalculation.

Time Evaluation Log

RPTIME 00 generates a log for every time evaluation run. You can control the scope of the log in the
program options for RPTIME00.

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The time evaluation log is divided in the following way:

 A non-employee-specific section.
 Employee-specific sections (dependent on the error status of the personnel numbers).
 Multiple-employee sections: all messages, statistics.

You can expand the log to a particular level of detail. This allows you to track the input and output of the
individual processing steps when the display log parameter is activated.

Data Flow in Time Evaluation

Time evaluation processes the current master data, time data, and the time events. It groups the time
events into pairs before it processes them. It refers to the previous evaluation results for many
calculations, for example, for managing time accounts.

Balances, time wage types, and messages are generated and stored in file PCL2 in cluster B2. Certain
Infotypes are then updated.

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Time Evaluation Results

The file PCL2 contains the cluster B2, which is relevant for time evaluation:

 You can use report RPCLSTB2 (Display Time Evaluation Results (Cluster B2)) to view all the results
of time evaluation, and the basic data and time data for each time evaluation period.
The time evaluation period is identical for all employees. In the standard system, it is one month.

The file PCL1 contains the cluster B1, which is relevant for time evaluation:

 You can use report RPCLSTB1 (Display Recording Data (Cluster B1))to obtain an overview of all
the processed and unprocessed time events, generated and not yet corrected or confirmed
messages from time evaluation, and important status fields.

You can use the report RPCLSTxx (xx = name of the cluster) to view different clusters in the databases
PCL1 and PCL2.

Menu Path Human Resources -> Personnel Management -> Time

Management -> Administration -> Tools -> Tools Selection ->
Cluster
T-Code PT_CLSTB1 and PT_CLSTB2
Comments Use the tcode PT_CLSTB1 for displaying cluster B1 and the tcode
PT_CLSTB2 for displaying cluster B2

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All clusters for entry data are contained in file PCL1. This also includes cluster B1, which stores several
tables containing information on the employee’s time events and on status data for time evaluation.

File PCL2 contains the clusters for time evaluation result data. This includes Cluster B2, which stores the
result tables of time evaluation. These tables contain information on

 Basic data and work schedule

 Balances, wage types and quotas

 Time pairs and time tickets

 Time data

 Evaluation status

The most important tables that you should to know in cluster B2 are:

 ZES: Table ZES contains daily balances.

 SALDO: Table SALDO stores all cumulated balances. The balances are added from table TES to
SALDO in month-end processing.
 ZL: Table ZL represents the interface between time evaluation and payroll. The existing time
wage types have been derived via configuration done by the consultant.
 FEHLER: All messages generated during time evaluation are stored in table FEHLER.

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Time Management Reporting
In this section you should to know the most important reports that are usually used in Time
Administration and Time Evaluation components.

All reports of Time Management module have some common features and screens. Also the reports in
this module are not only used for getting information but there are some of them used as tools.

For sure the AdHoc reporting tool can be used in reporting for Time Management module, and it can be
used easily as you have learned in previous sessions.

Common Features
There are some features and fields that you will find in most of Time Management reports.

Icons

Icon Description
Execute the report.
Use saved variant for input fields of the report.

Open the documentation of the report.

Open dynamic selection screen, this screen enables you to define your selection
criteria due to master data.
Export the result to local file (Text, Excel, rich text or html).

Attach the results in a mail to be able to send to anyone.

Filter the result data, exactly like the excel filters.

Selection Criteria

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The selection criteria in most of Time Management reports determined using the above selection screen.
As you can see the above screen is divided in two main parts:

Selection period: in this part we determine exactly the period that the report will run on, for example
you may want to run a report that shows you the absence records of your employees through a specific
period, then this period can be one of the following:

 Current year.
 Current month.
 Up to today, this means that the report will use the date 01.01.1800 as start date and today (the
system date) as the end date.
 From today, this means that the report will use today (system date) as start date and the date
31.12.9999 as the end date.
 Today, this means that the system will use today for the start and end dates.
 Other period, if you select this option then you define the selection dates you want.

Persons:

In this section you determine the employees that will participate in report by their personnel numbers,
personnel areas, and personnel subareas.

Information reports

1. Display Personal Work Schedule

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Purpose

This report creates an overview for multiple employees for each day in any given period, which includes
all essential planned specifications concerning the working time of an employee.

One of the great features that you may use in this report is to know what are the time Infotypes have
been recorded for the employee in some day, you can do so by the following steps:

 Select the lines in the list for which you require information on the time Infotypes, and choose
Time Infotypes.
An overview list appears showing all Infotype records entered for the selected days and the
employees for whom they were entered.
 Select the Infotype record on which you require detail information, and choose Details.
The detail screen for the Infotype record appears.
 To get back to the initial list, choose Back.

Menu Path & T-Code

Menu Path Human Resources -> Personnel Management -> Time

Management -> Administration -> Information System -> Report
Selection -> Work Schedule -> Personal Work Schedule
T-Code PT63

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2. Display Daily Work Schedule

Purpose

This report creates an overview of daily work schedules that reflect certain criteria by displaying all daily
work schedules that fall in the grouping you mentioned in the selection criteria. The list can be used to
check daily work schedules that you defined in Customizing (configuration). You can also display all daily
work schedules by leaving the grouping field in the selection criteria Blank.

One of the most useful things that you can use in this report is restricting the result due to the content of
the daily work schedule (number of planned working hours for example) by the following steps:

 Choose Selection -> by contents...

A dialog box appears containing additional selection criteria.
 Select the selection criteria, and choose Continue.
Another dialog box appears in which you can further define your selected criteria:

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 o In the Op field, enter a relational operator, such as <, >, or =. A list of all of the possible
operators can be accessed by choosing possible entries help (F4).

o In the Field contents field, enter an applicable value. For example, for the selection
criterion Planned working hours you must enter a number of hours.

o For several selection criteria, you enter the link type AND or OR in the Link field.

You can also refer to the help of this report to find more information about it.

Menu Path & T-Code

Menu Path Human Resources -> Personnel Management -> Time

Management -> Administration -> Information System -> Report
Selection -> Work Schedule -> Daily Work Schedule
T-Code PT_DSH20

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3. Attendance Check

Purpose

The report creates a list of all employees who are at work, absent with a reason, absent without a
reason, or late at a specific time.

Menu Path & t-Code

Menu Path Human Resources -> Personnel Management -> Time

Management -> Administration -> Information System -> Report
Selection -> Attendance -> Attendance Check
T-Code PT62

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4. Attendance/Absence Graphical Overview

Purpose

The report creates a planning board that displays employees' recorded attendances and absences in
graphical format. The graphic interface supports you in planning leave, for example, or in checking
personnel capacities for a group of employees. The evaluation is run for each individual employee. You
can also run an evaluation for locked records.

Menu Path & T-Code

Menu Path Human Resources -> Personnel Management -> Time

Management -> Administration -> Information System -> Report
Selection -> Attendance -> Attendance Overview Graphic
T-Code PT65

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5. Attendance/Absence Calendar View

Purpose

This report displays attendances and absence for each employee. For example, you can view an
employee's leave and business trips for a specific period. In addition, you can output statistics and a
legend for each employee.

Menu Path & T-Code

Menu Path Human Resources -> Personnel Management -> Time

Management -> Administration -> Information System -> Report
Selection -> Attendance -> Attendance Overview Graphic
T-Code PT90

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6. Time Statement

Purpose

Report RPTEDT00 creates an overview of the results determined by time evaluation, for example, an
overview of time balances and time wage types for each employee. You can use the report to check the
time evaluation results, for example, or to send time statements to employees. Employees can use the
self-service application for the time statement to view the current status of their time balances and time
wage types in the Internet or intranet.

The resulting time statement designed by the consultant and the information it displays can be modified
to meet your business requirements.

Menu Path & T-Code

Menu Path Human Resources -> Personnel Management -> Time

Management -> Administration -> Information System -> Report
Selection -> Time Accounts -> Time Statement
T-Code PT_EDT_TEDT

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7. Time Balances

Purpose

This report creates a list of the day balances, cumulated balances (period balances), or time wage types
that were determined by time evaluation.

You can check what balances have been formed for each organizational unit, for example. The report is
also used to check the value limits you determined for individual time types or wage types in
Customizing.

The report reads only the results that were created on the basis of time evaluation without errors, that
is, it does not take account of the preliminary balances generated by time evaluation when there is an
error.

The report reads the results of time evaluation from the following tables of clusters B2:

 Table ZES for the day balances.

 Table SALDO for the period balances.
 Table ZL for the time wage types

Menu Path & T-Code

Menu Path Human Resources -> Personnel Management -> Time

Management -> Administration -> Information System -> Report
Selection -> Time Accounts -> Cumulated Time Evaluation Results
T-Code PT_BAL00

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8. Display Cluster B1

Purpose

You can use this report to display the current content of the B1 cluster for each employee.

Menu Path & T-Code

Menu Path Human Resources -> Personnel Management -> Time

Management -> Administration -> Tools -> Tools Selection ->
Cluster -> Display Temporary Time Evaluation Results
T-Code PT_CLSTB1

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Display Cluster B2

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Time Management End User Training Page 47
Purpose

You can use this report to display the current content of the B2 cluster for each employee.

Menu Path & T-Code

Menu Path Human Resources -> Personnel Management -> Time

Management -> Administration -> Tools -> Tools Selection ->
Cluster -> Display Time Evaluation Results
T-Code PT_CLSTB2

9. Display Employee Absence/Attendance Quota

Purpose

The Quota Overview transaction provides a Time Administrator access to many of the functions in the
environment of attendance and absence quota administration. From the Overview, a Time Administrator
can check employees' quota entitlements and the associated validity and deduction periods for the
entitlements. Additionally, a Time Administrator can branch to the related Infotypes to make any
necessary changes to an employee's entitlements.

The Quota Overview also allows a Time Administrator to project future absence entitlements. This
feature can be used to predict how much leave an employee will have at some point in the future, such
as the end of a calendar year.

Generally this report allows you:

 Selecting the desired period to view quota information

 Viewing Absence Quota Entitlements
 Viewing Attendance Quota Entitlements
 Projecting Future Entitlements

Menu Path & T-Code

Menu Path Human Resources -> Personnel Management -> Time

Management -> Administration -> Time Data -> Quota Overview
T-Code PT50

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Tool Reports

1. Generate Work Schedule

Purpose

This report supports the process of generating work schedules using transaction PT01.

The report allows you to:

 Generate a batch input session

 Call transaction PT01 in order to generate the work schedules immediately, online.

This option also contains the following variants:

 Only errors are displayed

 All data is displayed.

Menu Path & T-Code

Menu Path Human Resources -> Personnel Management -> Time

Management -> Administration -> Tools -> Tools Selection ->
Work Schedule -> Create Period Work Schedule
T-Code PT_SHF00

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2. Recalculate Leave Quota

Purpose

This report updates leave deduction in Cluster PC and quota deduction (table PTQUODED). Use report
RPTBPC00 to generate the personal calendar.

A recalculation is not triggered when the deduction is updated.

Cluster PC is deleted for the data selection period for which the report is started, and the existing quota
deduction is cancelled for each individual day.

The attendance/absence records, time quota records, and quota compensation records are selected
according to the data selection period - that is, only the records that correspond to the data selection
period are counted. Only time quota records whose deduction intervals are within the selection interval
are deducted.

If an error is detected for an absence record, the record is rejected and processing continues with the
next record.

The absence records are revaluated in ascending order according to when they were entered, that is,
older records are revaluated before more recent ones. This means that more recent deductions could
differ from older deductions.

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If the system encounters an absence record that was changed manually, the manual change is canceled
and the absence record revaluated.

The absence record is also changed under the following circumstances:

 The old record had been changed manually. The new record is not marked as having been
changed manually.

 The payroll days and/or hours have changed as a result of the absence record being revaluated.
The new values are included in the absence record.

If the deduction interval of a time quota record is not specified, the "deduction from" and "deduction to"
dates are set to match the "valid from" and "valid to" dates of the record.

Note that the report recognizes time quota records that have been deducted by the time evaluation
driver RPTIM00 and excludes them automatically from processing.

Menu Path & T-Code

Menu Path Human Resources -> Personnel Management -> Time

Management -> Administration -> Tools -> Tools Selection ->
Attendance/Absence -> Revaluate Leave Quota
T-Code PT_BPC10

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3. Recalculate Absence/Attendance

Purpose

The program creates a batch input session for revaluating absence and attendance records. A
revaluation can be necessary if work schedule data on which the valuation is based changes after the
absence or attendance is entered, for example.

The relevant absence or attendance records are saved when the batch input session is processed, and
the absence or attendance data is revaluated.

Menu Path & T-Code

Menu Path Human Resources -> Personnel Management -> Time

Management -> Administration -> Tools -> Tools Selection ->
Attendance/Absence -> Recalculate Attendance/Absence Records
T-Code PT_UPD00

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4. Generate Absence Quota

Purpose

You can use this report to accrue time-off entitlements automatically for groups of employees or
individual employees. The absences are saved as records of the Absence Quotas Infotype (2006).

The report generates the time-off entitlements for a defined generation interval. The generation interval
determines the validity period of the absence quota record being created.

If the specified generation or validity period is entirely within the validity period of an existing Infotype
record, a new Infotype record is created.

Example

Existing Infotype record: 01/01/2003 - 12/31/2003 24 days

New Infotype record created: 01/02/2003 - 02/28/2003 02 days

Total entitlement: 26 days

If, however, the validity period of an existing record is entirely within the validity period of a newly
generated record, the two records are offset against each other, provided that you have activated the
Settlement of existing quota entitlements field in the Define Generation Rules for Quota Selection
Customizing activity. This field is available only for quota types that are not generated by time
evaluation.

This method is particularly suitable if you want to allocate your employees entitlements in advance of a
leave year and then offset them when you generate the new annual entitlement, for example.

If the new validity period of the new record identical to the validity period of an existing record, no new
Infotype record is created.

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Example

Existing Infotype record: 01/01/2003 - 01/31/2003 02 days

New Infotype record to be created: 01/01/2003 - 01/31/2003 02 days

Data records created in the Absence Quotas Infotype (2006):

Existing Infotype record: 01/01/2003 - 01/31/2003 02 days

Supplying the Absence Quotas Infotype (2006)

Menu Path & T-Code

Menu Path Human Resources -> Personnel Management -> Time

Management -> Administration -> Tools -> Tools Selection ->
Attendance/Absence -> Generated Absence Quotas
T-Code PT_QTA00

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5. Change Payroll Status

Purpose

This report can be used to modify the data in any field in the payroll status Infotype (IT0003), you may
want to do this procedure if you run Time Evaluation report for some employee, this run was successful
but you want to run Time Evaluation again for this employee before the last successful run date.

Example

You have run Time Evaluation report RPTIM00 for an employee up to 31.01.2012, and suddenly you
found that the religion of the employee was stored incorrectly as Christian while this employee is Muslim
and the time rules at your enterprise was different for Muslims and Christians, so you have to change the
religion and re-run Time Evaluation again, this can be done through one of two ways:

 Change the PDC recalculation date in payroll status to be 01.01.2012, and then when you run
time Evaluation the system will recognize automatically that this employee should start
evaluation from 01.01.2012.
 Run Time Evaluation report for this employee only and fill the field Forced recalculation as of
with the date 01.01.2012 to force the system to start calculation from this date.

Menu Path & T-Code

Menu Path Human Resources -> Personnel Management -> Time

Management -> Administration -> Tools -> Tools Selection ->
Payroll Status -> Change Payroll Status
T-Code PU03

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Exercise
1. In SAP Time Recording, is it possible to choose whether to record all times or just the deviations
from the work schedule?
Determine whether this statement is true or false.
A. True
B. False

2. Employee Lars Becker has a record from Infotype 0007 (Planned Working Times) with time
management status 0 (No Time Evaluation), you want to create a Mission-out record of Infotype
2011 (Time Events). What will be the system reaction?
A. The system will accept this record as Infotype 2011 (Time Events) refers to employee
attendance inside and outside the company.
B. The system will refuse as the employee is not participating in Time evaluation.
C. The system will give you a warning that this employee has no record from Infotype 0050,
and if you accept the system will create the new record of IT2011.

3. How many standard time management status exist by default, and how many of them
participates in Time Evaluation.
A. Five standard time management statuses and only two of them participate in Time
Evaluation.
B. Six standard time management statuses and all of them participate in Time Evaluation
except one.
C. Six standard time management statuses and only four of them participate in Time
Evaluation.
D. Five standard time management statuses and only one of them don't participate in Time
Evaluation.

4. Positive time management:

A. Record all times, and treats the employee as if he is always at work.
B. Record only deviations from planned working times, and treats employee as if he always
not at work.
C. Record all times, and treats the employee as if he always not at work.
D. Record only deviations from planned working times, and treats employee as if he always
at work.

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Solution
1. In SAP Time Recording, it's possible to choose whether to record all times or just the deviations
from the work schedule.
Determine whether this statement is true or false.
A. True
B. False

2. Employee Lars Becker has a record from Infotype 0007 (Planned Working Times) with time
management status 0 (No Time Evaluation), you want to create a Mission-out record of Infotype
2011 (Time Events). What will be the system reaction?
A. The system will accept this record as Infotype 2011 (Time Events) refers to employee
attendance inside and outside the company.
B. The system will refuse as the employee is not participating in Time evaluation.
C. The system will give you a warning that this employee has no record from Infotype 0050,
and if you accept the system will create the new record of IT2011.

3. How many standard time management status exist by default, and how many of them
participates in Time Evaluation.
A. Five standard time management statuses and only two of them participate in Time
Evaluation.
B. Six standard time management statuses and all of them participate in Time Evaluation
except one.
C. Six standard time management statuses and only four of them participate in Time
Evaluation.
D. Five standard time management statuses and only one of them don't participate in Time
Evaluation.

4. Positive time management:

A. Record all times, and treats the employee as if he is always at work.
B. Record only deviations from planned working times, and treats employee as if he always
not at work.
C. Record all times, and treats the employee as if he always not at work.
D. Record only deviations from planned working times, and treats employee as if he always
at work.

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