Instructor Guide40 - HR306 - Config of Time Data

0
R/3 System
Instructor
Guide
Level 3
HR306 Configuration of Time Recording
Release 4.0
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Contents:
Revisions to Previous Instructor Guide...................................................................3
Course Details.............................................................................................................4
Duration............................................................................................................................................. 4
Course Material (Instructor Guide)..................................................................................................... 4
Country-specific Units........................................................................................................................ 4
Course Instructor Profile...........................................................................................5

Level of Knowledge Required............................................................................................................ 5
Courses Recommended as Preparation............................................................................................5
Online Help Recommended as Preparation.......................................................................................5
Notes on Preparing for this Course.................................................................................................... 5
User ID and Passwords for Course Participants................................................................................6
System Preparation............................................................................................................................ 7
Sample ABAPs................................................................................................................................... 7
CATTs................................................................................................................................................ 7
Technical Notes.................................................................................................................................. 7
General and Specific Course Goals..........................................................................8

Course Structure and Flow........................................................................................8
Course Schedule.......................................................................................................11
Schedule: First Day.......................................................................................................................... 11
Introduction and Organizational Matters...............................................................12

Unit 1: Caliber A Bicycle Company.........................................................................13
Unit 2: Enterprise Structure and Groupings..........................................................14
Unit 3: Methods and Prerequisites for Time Management...................................17
Unit 4: Public Holiday Calendars............................................................................19
Unit 5: Groupings in Time Management.................................................................21
Unit 6: Work Schedules............................................................................................23
Schedule: Second Day.............................................................................................30
Unit 7: Part-Time Workforce....................................................................................33
Unit 8: Deviations in Working Time........................................................................35
Unit 9: Quota Deduction and Counting Rules.......................................................43
Unit 10: Reporting.....................................................................................................48
Unit 11: Integration With Other Areas.....................................................................50
Unit: Appendix...........................................................................................................52
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Revisions to Previous Instructor Guide
Unit sequence has changed. New units were added.
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Course Details
Duration
2 Days
Course Material (Instructor Guide)
Training Binder
Country-specific Units
None
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Course Instructor Profile

Level of Knowledge Required
The instructor for this course must already possess solid background knowledge in time management and
master data in R/3 Human Resources, specifically in the area of time recording (the main focus of this
course). The instructor should also have a reasonably good comprehension of the time evaluation
component (at least a decent overall knowledge), as questions asked in this course often arise that deal with
issues and topics in time evaluation.
The instructor should also be aware of the interaction and integration between R/3 Time Management and
R/3 Payroll Accounting. The instructor must be aware that time recording data is transferred to and used by
both the time evaluation and payroll accounting components, and can be processed further in both of these
components.
The instructor should also possess a general knowledge of the integration of the time management and the
cost accounting components (activity allocation and cost assignment). Some knowledge of the shift
planning component is also recommended, however, it is not a prerequisite.
Courses Recommended as Preparation
Mandatory: HR050, HR305, HR306, HR310 and/or HR311
Recommended: HR520
Online Help Recommended as Preparation
Implementation Guide (IMG) and R/3 System documentation
Notes on Preparing for this Course
The instructor should be well versed with the course materials, in addition to the topics discussed in this
course. All of the Customizing steps in the IMG and the main business scenario should be thoroughly
familiar. The instructor should work through and check all of the exercises and solutions before the course
begins.
Important: The instructor should have a clear understanding of the concept of groupings in time
management, as these groupings are referred to throughout the entire course.
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Training System (Transport of ID3)

Data Required
IDES Data and Additional Training Data
## stands for group numbers 00 to 20. 00 can be used for instructor demonstrations, if desired, and the rest
are for use by course participants.
Time management elements from the IMG (Work schedules, infotype subtypes, etc.), that are displayed in
the system or used as samples are designated the grouping 10. If desired, instructors can decide to use
other numbers for their groupings for the course.
IMG data: Work schedules FLEX, OFF or FREI, M3-1, M3-2, M3-3, NORM
Quota type: 03 Educational leave
Absence type: 0190 Educational leave
Note: The absence type 0100 Leave is not used in this course because it was once the method in which
leave used to be set up in the Leave Entitlement infotype (0005) in the standard R/3 System. As of Release
4.0, leave is now set up in the Absences infotype (2006) and deducted by absences. Customers who have
already set up leave using the old method (Leave Entitlement infotype 0005) prior to Release 4.0, can
convert to quotas. At this point, the process for converting to quotas can only be completed manually; there
is a good chance that support programs will be available as of Release 4.5A for automatic conversion
to quotas. No further development will be made to the Leave Entitlement infotype (0005). It is up to
individual customers to decide whether or not (and when) to convert to the quota method. The entire
functionality for quotas was not completely finished for Release 4.0A/B!
Additional Data (not IDES):
Personnel Area:
Caliber A Bicycle Company Country A (CABA); Caliber A Bicycle Company B (CABB)
Personnel Subarea:
Headquarters (0001) and Production (TP##) under the personnel area CABA created with CATT
(Computer-Aided Testing Tool) as the personnel subareas always contain country-specific indicators.
Employees:
3060## Tom Johnson: Hourly wage earner at the CAB Company headquarters created with CATT, so
that the personnel subarea Headquarters and the corresponding employee subgroup could be assigned to a
specific country)
3061## Karen Anderson: Salaried employee at the CAB Company headquarters
The absence type 0306 Leave is used when setting up the new method of leave deduction. The absence type
0306 Leave is copied from 0190 Educational leave. (Difference to previous method: The new absence type
0306 has a maximum of 999 days and the time constraint class 01).
Quota type 09 Leave is used for examples of the new method of leave deduction. The quota type is copied
from the quota type 03 Educational leave and then used in the unit days.
User ID and Passwords for Course Participants
HRTRAIN-## (## = 00 - 20) using initial password INIT.
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System Preparation
The training system is a transported copy of the IDES system. The CATT must be run prior to the start of
the training course so that the additional data will be generated.
Important: Start the CATT. Make sure that the table lock is deactivated (ENQUEUE OFF) as participants
have to be able to work simultaneously in the same IMG views during the exercises without locking each
other out of the system!
Sample ABAPs
None
CATTs
See MLP Shared Folder IDES Support.
Technical Notes
The table lock must be deactivated (ENQUEUE OFF), as participants have to be able to work
simultaneously in the same IMG views during the exercises without locking each other out of the system!
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General and Specific Course Goals

General Goals:
This course is designed to give the participants a more in-depth look into the SAP R/3 Time Management
component. The focus of the course is on time recording. Participants will learn how to configure and
customize the major time recording elements in the Implementation Guide (IMG) and, at the same time,
test these configurations as end-users. (The elements of time recording are also prerequisites for the HR305
HR Master Data course.)
Specific Goals participants learn how to
Recognize the importance of the different areas of R/3 Time Management from realistic business scenarios.
Understand the meaning of enterprise and personnel structures for time management.
Differentiate between the two methods of time recording in the R/3 System.
Learn the prerequisites for time management (public holiday calendar and the work schedule).
Set up public holidays and a public holiday calendar from the IMG.
Comprehend the concept of groupings of enterprise and personnel structures in time management for
setting differences.
Create break schedules, daily work schedules, variant rules, daily work schedule variants and work
schedules in the IMG.
Generate monthly work schedules and assign them to employees.
Set up part-time work schedules.
Set up and use deviations in the work schedule.
Become familiar with the Absences, Attendances, Absence Quotas, Attendance Quotas, Substitutions, and
Availability, Overtime and Remuneration Information infotypes.
Complete and then test the most important configuration steps in the IMG (absences, attendance quotas).
Understand the interaction between absence/attendances and absence/attendance quotas (how to use
absences and attendances for deducting quotas).
Learn about the concept of collisions in time data.
Set up absence and attendance counting.
Access various types of time management reports.
Comprehend the quota overview functionality.
Activate the activity allocation and cost assignment options in R/3 Time Management in permitted
infotypes, as necessary.
Course Structure and Flow

Structure and Explanation
The course is divided into 12 units.
Most of the units refer to Customizing steps in the IMG. However, the sequence of the course units is not
always the same as the sequence in the IMG.
There is a business scenario provided for each unit, which is often referred to and used for the entire length
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of the course. The business scenarios help to clarify some of the course content as they specifically relate to
actual real-life business situations. There are a number of extremely complex time management elements
discussed and set up in this course. With the aid of the business scenarios and additional explanations by
the instructor, the course participants are always made aware of why, as well as the reasons behind why
they are carrying out a specific step. The course participant faces the same tasks as a personnel
administrator, configuring and testing the time management component in their enterprise.
The course begins with an explanation of the main business scenario (structure of the Caliber A Bicycle
Company and the tasks of course participants as personnel time administrators). In addition, certain
business situations presented in the Caliber A Bicycle Company can be displayed and set up in R/3 Time
Management.
During the course, the elements required for time recording in the R/3 System will be explained. Many of
these elements are configured by the instructor and participants in the exercises, and are then tested on the
sample employees from the end-user side by the course participants.
Each course participant has at their disposal two sample employees: a salaried employee (Karin Anderson)
and an hourly wage earner (Tom Johnson). Settings made in the IMG will be tested on these two
employees.
In Enterprise Structure and Groupings (Unit 2), enterprise and personnel structures are described as they
relate to the time management component. The structures themselves should be familiar to participants
from HR305. In this unit, the concept of groupings in time management is described for the first time.
In Methods and Prerequisites for Time Management (Unit 3), the two fundamental methods for time
management (recording of time data) in the R/3 Time Management component are detailed (1st method
without clock-in/clock-out times; 2nd method with clock-in/clock-out times). In addition, the public
holiday calendar and the work schedule are introduced as prerequisites for time management. It is
important to make clear here that in this course the focus will be on the first method of time management;
however, the topics to be discussed also form the basis for the second method.
Public Holiday Calendars (Unit 4) discusses the meaning of public holidays and public holiday calendars.
Both elements are explained and set up using the IMG. It is important to stress here that the public holiday
calendar will be assigned to a personnel subarea.
In Groupings in Time Management (Unit 5), groupings are once again discussed and explained in more
detail. All groupings relevant for time recording are presented. The groupings appear in various subsections
in the Time Data Recording and Administration section of the IMG. In order to simplify things, the
groupings are summarized together in one unit, in order to stress the concept and importance of groupings
again. To do so, generate a view for the personnel subareas and another one for the employee subgroups in
the Time Data Recording and Administration section of the IMG is helpful, as it contains all of the IMG
steps in which personnel subareas and employees subgroups are grouped for time recording.
In Work Schedules (Unit 6), the individual elements of a work schedule are first discussed in more detail
and then set up. A monthly work schedule is generated and assigned to an employee. In this unit, both a
fixed daily work schedule, as well as a flextime work schedule, should be fully explained when describing
daily work schedules.
In Part-Time Workforce (Unit 7), the two methods for creating part-time work schedules in the system are
described. The first method is the creating of separate work schedules for part-time workers. The second
method involves reducing employment percentage in the Planned Working Time infotype (0007) for fulltime employee work schedules.
In Deviations in Working Time (Unit 8), the most important infotypes for determining deviations in working
time are introduced. The focus in this unit is on absences and quotas. Based on leave, the interaction
between the Absence Quotas infotype (2006) and Absences infotype (2001). The standard R/3 System does
not include samples of absence types or absence quota types. These are set up especially for the training
course in the training system. The Leave Entitlement infotype (0005) is no longer used. The most important
thing to remember is that the proposal list function for quotas (infotypes 2006 and 2007) still does not exist
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in Release 4.0A/B. In other words, the amount of quota entitlement, deduction period, etc., must still be
manually set. However, this function should be available in Release 4.5A.
The prior methods for setting up leave, that is, using the Leave Entitlement infotype (0005) and its related
features, are presented in the appendix for this course. The instructor should advise the participants of their
availability. The instructor should also be acquainted with the prior methods of setting up leave in the
system, because even if they are no longer active elements of this course, some customers still use the
former methods and will continue to ask questions about them.
Quota Deduction and Counting Rules (Unit 9) presents the new rules for quota deduction as well as the
counting of absences and attendances. These rules are very flexible and provide a number of additional
functions. Deduction and counting rules are explained using a number of slides and in the IMG. At the end
of the unit, the method of counting using daily work schedule variants is also explained.
Reporting (Unit 10) is a very short unit for Release 4.0A/B. Two methods of accessing reports in time
management are described. The first method explains how to use the report tree and the second method
how to access reports from the Info system menu. In addition, the new functionality for quota overview (a
transaction in the Time data menu) is introduced in an example for absence quotas.
In Integration with Other Areas (Unit 11), the method for activating screens for activity allocation and cost
assignment in the IMG for some permitted time infotypes is explained.
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Course Schedule
Schedule: First Day
Approximate
Times
Contents: Units and Topics
10:00-10:30
Introduction of instructor and

participants
Activities: Instructor and Participants
Organizational matters
Unit 0: Introduction
10:30am10:45am
Unit 1: Caliber A Bicycle Company
Instructor: Explanation
10:45am11:10am
Unit 2: Enterprise Structure and

Groupings
Instructor: Explanation and system demo
11:10am11:30am
Coffee Break
Coffee Break
11:30am11:50am
Unit 3: Methods and Prerequisites

for Time Management
11:50am12:15pm
Unit 4: Public Holiday Calendars
12:15pm12:30pm
Unit 4 Exercise: Public Holiday

Calendars
Participants: Exercise
12:30pm1:00pm
Lunch Break
Lunch Break
1:30pm2:00pm
Unit 5: Groupings in Time

Management
2:00pm3:15pm
Unit 6: Work Schedules

Topics: Concept, levels, breaks,
daily work schedules, daily work
schedule variants and rules, period
work schedules
3:15pm3:45pm
Coffee Break
Coffee Break
3:45pm4:20pm
Unit 6 Exercise: Work schedules,

breaks, daily work schedules,
variants and variant rules, period
work schedules
4:20pm5:00pm

Topics: Day types, work schedule
rules
Suggestion: Split up the exercises for Work Schedules (Unit 6).
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Introduction and Organizational Matters
approx. 30 minutes
Introduce yourself.
Summarize the topics to be discussed in the course (state the names of the course
units along with a short explanation of each unit)
Ask course participants to introduce themselves.
Explain relevant organizational matters (course schedule, times, breaks, etc.).
Ask participants to log on to the R/3 System (can also be done later, if desired).
The slides presenting Content, Unit Objectives, Business Scenario and Unit
Summary are not discussed in this Instructor Guide at all. Simply display the slides
on the screen and read them aloud for the course participants, giving short
explanations and adding emphasis, where necessary.
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Unit 1: Caliber A Bicycle Company

approx. 15 minutes
Unit Topic
General business scenario used in the entire course
Putting the Unit in Context
Description of the sample (dummy) enterprise used for business scenarios in the individual units
Describe enterprise structure of Caliber A Bicycle Company

Introduce the R/3 Time Management components in use in this enterprise
Unit 2: All Slides
Give an overview of the main business scenario for the course.
Introduce the Caliber A Bicycle Company and the role that the course participants
are to assume as personnel administrators at this enterprise.
Explain the structure of this enterprise and its employees, as well as the R/3 System
components in use (implemented) at the CAB Company.
Give some examples of employee data you could now mention working times for
the first time.
Give some examples of different working time models (flextime, rotating shifts,
part-time work, etc), rotating shifts in production, flextime at headquarters, etc.
These working time models are created and assigned to employees. You can also
briefly mention possible deviations here (leave or vacation, overtime, illness, etc.) in
working times, as well as the calculation of working times.
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Unit 2: Enterprise Structure and Groupings

approx. 25 minutes
Unit Topics
Enterprise structure
Personnel structure
Importance of both structures in R/3 Time Management (method of differentiating between groupings)
Inherent in an employees organizational assignment is his or her enterprise structure and personnel structure. In this
way, the validity of time management data (in infotypes, for example) is checked and restricted, if required.
Introduce the different enterprise and personnel structures

Explain settings required in R/3 Time Management
Enterprise Structure: Overview

Point out that each employee must be assigned separately and distinctly in the
enterprise and personnel structures and then give the following example:
A salaried employee works in a company sales office (refer to slide). The employee
is categorized by the assignment made in the Organizational Assignment infotype
(0001). This infotype must be created and completed for each employee. The
assignment takes place when the employee is hired; however, the assignment can
also be changed at a later point in time.
Mention that the enterprise and personnel structures are specified in the Customizing
steps in the IMG.
CAB Company: Enterprise Structure
Introduce the four levels of an enterprise structure.
Describe the example on the slide (CAB Company: Enterprise Structure) with and
then without using SAP terminology (client, company code, cost center, personnel
area and personnel subarea). Point out that the cost center is defined in R/3 Cost
Accounting and not in the R/3 Human Resources component.
The personnel area is used for evaluations and authorizations. The personnel subarea
contains keys for controlling payroll accounting and time management. It is
important to stress that none of the four levels can be left out, even if you have to
keep the personnel area and personnel subarea the same.
Mention that the enterprise structure is specified in the Customizing steps in the
IMG. Participants should already be aware of this fact from HR305.
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CAB Company: Personnel Structure

Explain the two levels of personnel structure: General (employee group) and
Specific (employee subgroup). Present the example on the slide. The employee
subgroup contains control indicators that are relevant for R/3 Payroll Accounting and
R/3 Time Management.
Mention that the personnel structure is specified in the Customizing steps in the
IMG. Participants should already be aware of this fact from HR305.
DEMO: CAB Company: Enterprise Structure and Personnel Structure
(Organizational assignment of employee in Infotype 0001)
approx. 4 minutes
1. Enter the Master Data or the Maintain Time Data screen.
2. Display the Organizational Assignment infotype (0001) for Karin Anderson
(salaried employee).
3. Explain how the enterprise structure and the personnel structure are incorporated
in the system.
4. Emphasize the significance of this infotype for validating data that is entered.
5. Optional: Display the Organizational Assignment infotype (0001) for Tom
Johnson (hourly wage earner).
6. Optional: Display Planned Working Time (Infotype 0007) for both employees.
Show the possible entries for working time rules. The list displayed should be
different for each of these employees as their organizational assignments differ.
Groupings in Time Management
The concept behind groupings in R/3 Time Management does not have to be
explained in great detail, as groupings will be discussed fully in a separate unit
further on. Use the slide to briefly introduce groupings. Explain that the control
indicators that exist for time management in the personnel subareas and employee
subgroups are specified as groupings. You can therefore differentiate between time
management elements for separate personnel subareas or employee subgroups. In
this way, you can reduce errors that occur when data is entered.
Example: A rotating shift that is only valid for one personnel subarea need never be
assigned to an employee from another personnel subarea.
Personnel Subareas: Control Indicators
Personnel Subareas: Customizing Steps
Give examples for control indicators (groupings) for personnel subareas in time
management (use examples from slide).
All of the groupings that need to be made for the personnel subarea for time
management are located in the Customizing steps for the personnel subarea (First
create an IMG view for personnel subarea groupings!)
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Employee Subgroups: Control Indicators

Employee Subgroups: Customizing Steps
Give examples for control indicators (groupings) for employee subgroups in time
management (use examples from slide).
All of the groupings that need to be made for the employee subgroup for time
management are located in the Customizing steps for the employee subgroup (First
create an IMG view for employee subgroup groupings).
Create IMG View for Customizing Steps (Complete before course starts!)
approx. 10 minutes
To display the Customizing steps for personnel subarea and employee subgroup as
shown on the corresponding slides, you have to first create IMG project views.
Complete the following procedure before the course begins:
1. Call up Customizing (Tools Business Engineer) in the IMG.
2. Generate a project for Time Management (including Time Evaluation).
3. Call up the nodes Enterprise Structure and the subnode Maintain structure in
your IMG project.
4. Call up Definition Human Resources.
5. Choose the Define, copy, delete, check personnel subarea grouping step, and
then the Copy, delete, check personnel subarea grouping activity.
6. Choose Organizational object Project IMG View Generate Project IMG.
7. If the system asks for a Project IMG, select yours from the list.
8. The system displays a generated view with all of the steps for which the
personnel subareas must be set up.
9. Return to the entry screen for Customizing. Under Project IMG you should now
find the view Steps for Organizational Unit Personnel Subarea.
Complete this procedure in the same way for the employee subgroup.
DEMO: Personnel Subareas and Employee Subgroups: Control Indicators and

Customizing Steps
approx. 5 minutes
1. Display the IMG project view you generated before the training course in the
IMG view Steps for Organizational Unit Personnel Subarea or Steps for
Organizational Unit Employee Subgroup.
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Unit 3: Methods and Prerequisites for Time Management

approx. 20 minutes
Unit Topics
Two methods for recording time data
Prerequisites
Short review of the interaction between R/3 Time Recording, R/3 Payroll Accounting and other components. Introduce
the two basic methods of recording time data in time management. Explain that the focus of this course lies in the first
method. Introduce the public holiday calendars and work schedules, as prerequisites for this method (you do not yet
have to explain these in detail).
Introduce the two basic methods of time recording

Describe prerequisites for time recording
Time Data Recording

Describe the interaction between time data, payroll accounting and other
applications.
Once again, stress the central role that the information entered in the Organizational
Assignment infotype (0001) plays. The assignments of an employee to personnel
subarea and employee subgroup determine the groupings that, in turn, restrict certain
time data being entered and recorded in the system.
Use the slide to present the data that is contained in the Planned Working Time
infotype (0007). Emphasize that infotype 0007 plays a critical roll in R/3 Time
Management (and in R/3 Payroll Accounting, as well).
Time Data Recording: Implementation

Describe the two basic methods of time recording:
1) First method no clock-in/clock-out postings, without time evaluation
2) Second method with clock/in and clock-out postings from a subsystem that are
then compared in the R/3 System to the planned working time in an employees
work schedule during time evaluation (using report RPTIME00), and then
evaluated.
Briefly point out that other mixed and special forms of time recording also exist.
Emphasized, however, that the focus of this course is on the first method of time
recording.
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Creating Monthly Work Schedules: Customizing Steps

Mention that the prerequisites for R/3 Time Management are a valid public holiday
calendar and a valid work schedule.
Use the slide to introduce the elements comprising the work schedule and the
holiday calendar, and that the individual steps required to generate a monthly work
schedule are completed in Customizing. Only after the monthly calendar is
generated, in which all of the elements (including the public holiday calendar) are
combined, can the monthly work schedule be assigned to an employee in the
Planned Working Time infotype (0007).
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Unit 4: Public Holiday Calendars
approx. 25 minutes (plus approx. 15 minutes for exercise)
Unit Topics
Public holidays
Public holiday calendars
The first prerequisite for time management is explained. Public holidays are used later for defining work schedule
rules and then for generating the monthly work schedule.
Define public holidays and public holiday calendars

Explain characteristics of public holidays
Public Holidays
Explain that different regions, countries and nations have different public holidays.
Mention that the standard R/3 System contains a number of public holidays and
public holiday calendars which can be added to or modified. The slide presents the
tasks related to time management that need to be completed in the IMG.
Public Holiday Calendars

Explain that a valid public holiday calendar is assigned to every work schedule.
Explain that there are a variety of public holidays. Many holidays are valid in
numerous countries across the world; some are valid only in certain countries or
regions. Public holidays are defined once and then included in the public holiday
calendars. A public holiday can be used simultaneously in a number of public
holiday calendars. This means that public holiday calendars may contain the same
public holidays; the corresponding public holidays only need to be defined once.
Point out that a public holiday calendar is assigned to a personnel subarea (and not to
an individual employee).
Explain the five different public holidays calculations (fixed date, days before/after
Easter, etc.).
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DEMO: Public Holiday Calendars

approx. 10 minutes
1. In the Work Schedules section under Time Management in the IMG, enter the
main screen for public holiday calendars and then choose CHANGE. At this point,
you can mention that the factory calendar has no relevance in R/3 Time
Management.
2. Show some examples for public holidays with fixed dates, distance to/from
Easter, etc. If the course is being taught in countries such as the USA, where
certain public holidays are guaranteed (that is, public holidays falling on a
weekend are celebrated on the next working day), you should also give an
example, such as Memorial Day or Independence Day in the USA.
3. Create your own public holiday, with your choice of fixed date and name it CAB
Foundation Day ##. Point out the various options for defining a public holiday
here.
4. Mention that a religion for public holidays should be specified only if a public
holiday is valid only for employees who have the corresponding religion in their
recorded in their Personal Data infotype (0002). Religion-dependant public
holidays are only applicable (legal) in certain countries, such as Austria, for
example.
5. Do not exit the screen at this point. Display the public holiday class and then
explain it while you display the next slide.
Create public holiday classes

Explain that public holidays contain public holiday classes. The public holiday class
is important for generating wage types (Example: higher bonus for working
overtime on public holidays as on days that are not public holidays).
The public holiday class is also important when counting absences and attendances
(Example: For leave/vacation on a half-day public holiday, a half-day of
leave/vacation is deducted, instead of a full day).
Describe the public holiday classes that are used in the standard R/3 System (blank,
1 and 2). Here, emphasize that the customer can never change the standard meaning
of these public holiday classes, as they are used repeatedly in many IMG views.
Explain that participants may use the additional public holiday classes 4 9 if they
want to handle certain public holidays in a different way when generating wage
types or when counting absences and attendances.
Further advise that a certain public holiday can be used in several (in two, for
example) public holiday calendars in different ways. To do so, you must create the
public holiday twice, first with one type of public holiday class and then secondly,
with one of the other public holiday classes.
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DEMO: Defining Public Holiday Classes

Approx. 5 minutes
1. Enter 1 as your Holiday class and explain that public holiday class with the help
of the next slide. Make sure you save your public holiday!
2. Call up the public holidays in a change mode.
3. Display a public holiday.
4. Create your own public holiday calendar (ID W0) and name it Public Holiday
Calendar ##). Assign as many public holidays to the calendar as desired,
including the newly defined public holiday you just created. Then delete one of
the assignments that you just made. Save your calendar.
Note: Confirm any message regarding transport that appears on the screen by
choosing the green checkmark.
Assigning Public Holiday Calendars

Explain that the public holiday calendar will be assigned to the personnel subarea.
The corresponding Customizing step in the IMG appears later in Work Schedules
(Unit 6).
Exercise: Public Holiday Calendars

approx. 10 minutes
Participants should always include their group number ## in the name for their
public holiday and public holiday calendar to differentiate between those entries
created by other course participants.
Unit 5: Groupings in Time Management

approx. 30 minutes
Unit Topics
Concepts
Groupings in Time Management
Groupings play a central role in time management because they enable you to create similarities and differences for
various elements of the enterprise structure. For example, whatever is valid for one personnel subarea can be, but does
not have to be, valid for all other personnel subareas. The same is applicable to employee subgroups.
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In this unit, the concept of groupings is once again explained in more detail. Some, but not all, groupings will be
explained on the slides.
Clarify the concept of groupings in R/3 Time Management
Differences and Similarities/Groupings in Time Management

Using these two slides, explain the concept of groupings in time management.
Groupings for personnel subareas and employee subgroups are based on various
elements in time management.
Be sure to mention that a different grouping is created whenever you want to specify
differences in any one element (such as the work schedule). This prevents elements
being assigned mistakenly to an employee in a different personnel subarea or
employee subgroup.
If, however, one of these elements can be used in more than one personnel subarea,
then only one grouping for this personnel subarea is necessary.
If, for example, personnel subareas based on one element (such as work schedules)
are grouped differently, this in no way means that this grouping must be different for
other elements (such as absences and attendances). In this case, different groupings
should only be set up if absolutely necessary.
Personnel Subareas: Customizing Steps

Display the first slide. Here you will see all Customizing steps that are required for
grouping personnel subareas in time management (IMG view that was used already
in Enterprise Structure and Groupings (Unit 2).
Select a few of the slides that follow. You do not need to display all of these slides,
as it might get repetitious for participants. Use these slides to support your examples
of groupings.
Make sure, above all, to display the following slides:
Grouping personnel subareas for work schedules
Grouping personnel subareas for daily work schedules. This grouping often
causes some confusion in the IMG, because the personnel subareas themselves
are not grouped together here, but the personnel subareas for work schedules are
grouped together for the daily work schedule.
Assigning the public holiday calendar
Groupings for absences/attendances
Employee Subgroups: Customizing Steps

Display the first slide. Here you will see all Customizing steps that are required for
grouping employee subgroups in time management (IMG view that was used already
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in Enterprise Structure and Groupings (Unit 2).

Display the two following slides. Point out that the employee subgroup is only
grouped together for work schedules and time quotas.

Approx. 135 minutes (plus approx. 70 minutes for exercises)
Unit Topics
Break schedules
Daily work schedules
Variant rules
Variants
Day types
Selection rules
Work schedule rules
Monthly work schedule rules
Assignment in Planned Working Time infotype (0007)
This unit is the essential unit of this course, as it deals with all of the individual elements that are required for
generating a monthly work schedule.
Suggestion: Divide up the exercises for this unit. To do so, see how the exercises are
divided up in the next section.
Set up individual elements of the work schedule

Generate and assign monthly work schedules
Work Schedule Levels

Describe the three levels of a work schedule here:
1) Daily level employee working times, including breaks on each individual day
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(daily work schedules)

2) Weekly level (one or more weeks) with a certain working pattern that repeats
itself for a longer period of time (period work schedules)
3) Monthly level complete information from the daily and weekly level in the
work schedule rule for several calendar months based on a public holiday
calendar.
Note: Ask course participants to describe some of the work schedules in their own
enterprises (regular shifts, rotating shifts, etc.). Make a list of these various work
schedules on a blank slide or on the board.
Daily Work Schedules and Variants

This slide shows the Customizing step that has to be carried out for the daily work
schedule.
Explain, that breaks have to be created first, and then the daily work schedules. If
necessary, variants of the daily work schedules and their corresponding rules might
be required here. However, you do not need to give a detailed explanation at this
point.
Breaks and Break Schedules

Explain that employees usually are entitled to one or more breaks during each
individual workday. These breaks are defined in work break schedules from one or
more breaks. A break schedule can be assigned to one or more daily work schedules.
Describe the breaks listed on the slide.
DEMO: Break Schedules

approx. 10 minutes
1. Call up Break Schedules in the IMG.
2. Show examples for fixed, variable, dynamic and overtime breaks.
3. Explain the first example that deals with grouping the personnel subareas for
4. Mention that there are paid and unpaid types of breaks.
5. Select a row and copy it as a new break schedule BS## with a fixed break
(unpaid) between 12:00 noon and 1:00 p.m.
Daily Work Schedules and Daily Work Schedule Classes
Using the slide, explain that the daily work schedule contains all activities and tasks
for one workday, including the areas detailed on the slide (start and end of working
time, breaks, core time and tolerances, etc.)
The daily work schedule class is a feature of the daily work schedule and plays a role
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in generating wage types and when counting leave. For example, you can generate
alternative payments depending on the daily work schedule or have certain absences
and attendances counted in a different way.
Important Note: Up to Release 4.0A/B, the daily work schedule class 0 was defined
as day off. As of Release 4.5A, the daily work schedule will lose this meaning, as
day off is now determined by planned hours = 0.
DEMO: Daily Work Schedules

approx. 10 minutes
1. Call up Daily Work Schedules in the IMG (Skip the Define rules for variants
step).
2. Explain that grouping means the grouping for personnel subareas for daily work
schedules here.
3. Copy a simple daily work schedule (for example, F-11 for an early shift) to the
new daily work schedule DS## and give it a name (long text).
4. Define a planned working time from 8:00 a.m. to 5:00 p.m.
5. Enter the break from the previous step in your new daily work schedule
6. Explain which fields are used to specify planned working time.
7. Explain which fields determine how the system reacts to overtime.
8. Show a comparison of the daily work schedule FLEX for a flextime shift.
9. Explain here the difference between planned working time (in the sense of
flextime) and normal working time (for determining planned working hours).
10. If you want, briefly explain core times and tolerances.
Note: You should not have to display all fields here, but as the instructor, you should
understand all of them, in case any questions arise.
Daily Work Schedules/ Daily Work Schedules: Variants Rules

First explain when and why variants of daily work schedules are necessary.
Example: Employees work a reduced number of hours (shortened working time)
prior to half-day public holidays. This request can be summarized in a rule that calls
up a shorter version of a workday (daily work schedule). The system automatically
recognizes when generating a monthly work schedule, when the conditions of the
rule apply and when the shorter version of the workday should be used. Manual
changes do not need to be made to the work schedule.
Explain that the variant has the same name as the original daily work schedule, plus
an additional indicator (a letter or a number). Example: FLEX B is a variant for
FLEX.
Explain the rule shown on the slide.
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DEMO: Daily Work Schedules and Variants/Rules for Daily Work Schedule
Variants
approx. 15 minutes
1. In the IMG, call up the Define rules for variants step.
2. Explain rule 01.
3. Copy this rule to rule 99. Explain to the participants that their variants must
always be used before full-day public holidays.
4. In the public holiday class column in your copied variant, enter an X in the
second position (that is, you are choosing full-day public holidays). In the other
two columns you can enter an X in any position.
5. As variant, copy the B or change it to another letter or number (however, if you
change this indicator, keep this in mind for the variants in the next step). Then
save your entries.
6. Call up the daily work schedule in the IMG again.
7. Enter the daily work schedule rule 99 in the daily work schedule DS##. (The
connection between daily work schedule and variant rules determines the daily
work schedule variants defined for the daily work schedule).
8. Copy your daily work schedule DS##. Enter the variant indicator (either the B
from the step above, or the letter or number you changed it to above).
9. Reduce the planned working time to 8:00 a.m. to 12:00 noon.
Period Work Schedules: Work Patterns
Using the slide, explain the period work schedule FLEX and M3. A period work
schedule is made up of a defined working pattern that is repeated after a certain
defined period of days. FLEX is a work pattern that is regular and repeats the same
pattern every seven days. M3 is a rotating work pattern that repeats every 21 days.
Important: Days 001 to 007 do not have a fixed assignment to the specific day of the
week. This takes place first in the work schedule rule in the reference date and the
start point.
DEMO: Period Work Schedules
approx. 5 minutes
1. Call up Period Work Schedules in the IMG.
2. Display the FLEX schedule.
3. Explain that this grouping deals with the grouping of personnel subareas for
4. Select and copy the period work schedule FLEX.
5. Rename this period work schedule PS##.
6. For Day 001 to Day 005, enter your daily work schedule DS##. Simply leave the
daily work schedule OFF (or FREI) in Day 006 and Day 007.
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Exercise: Break Schedules, Daily Work Schedules, Daily Work Schedule

Variants
approx. 40 minutes
Complete exercises 1.1 to 1.4.
Day Types and Selection Rules/Day Types Definition
In many enterprises, there are frequently a number of employees that never have to
work on public holidays (such as salaried employees in headquarters). However,
there are also other employees, however, that do have to work on public holidays
(such as hourly wage earners in production). Day types and selection rules control
this concept in the R/3 System.
Introduce the four day types used in the standard R/3 System. Explain the day types
blank, 1 and 2. Day type 3 is explained on a later slide. Customers are able to define
further day types, however, if they need to (this is hardly ever the case).
Defining Selection Rules

Explain that the day types use the selection rules to control whether employees have
to work on public holidays or not. Present the example on the slide.
Explain that the rule specifies whether employees work or have the day off on public
holidays (on weekdays, Saturdays and Sundays) and whether the days are paid or
unpaid.
Mention that there are various reasons why different rules need to be set up.
DEMO: Defining Selection Rules
approx. 10 minutes
1. Call up Day Types in the IMG.
2. Display the day types already defined in the standard R/3 System
3. Call up the Define selection rules step.
4. Display rule 01 corresponding to the rule on the slide. This rule specifies that on
days that are not public holidays and on half-day public holidays, work is paid,
work on full-day and other public holidays that are days off are also paid.
5. Display rule 02. Here work is always paid (regardless of whether the specific
day is a public holiday or not).
Note: Always ask the course participants to first try to interpret the rules themselves!
Defining Special Days

Explain that special days are days that are not public holidays, however, they still
need to be handled in a special ways. The day type 3, for example, is assigned to a
certain date and then used in the selection rules for day types. Special days are often
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used for bridge days.
DEMO: Defining Special Days (OPTIONAL)

approx. 2 minutes
1. Call up the Define special days step in the IMG.
2. Show an example of a special day in the system.
Work Schedule Rules and Work Schedules
Explain that you have now defined all elements step-by-step to create a work
schedule and that you now want to combine all of these elements into a work
schedule rule. From this work schedule rule you will then define a valid monthly
work schedule, generate the monthly work schedule and then assign it to your
employees.
Work Schedules Definition: Work Schedule Rules

Explain the areas displayed on the slide for the work schedule rule (comparable to a
definition). Use the IMG to explain them further.
Mention that the work schedule rule contains the average working times in which the
selection rule for the day types is specified. In other words, employees that work
according to this work schedule rule either work or do not work according to the
selection rule for day types on public holidays.
Explain that the period work schedule is defined here, which is based on the work
pattern. Use the slide to explain how the start point and the reference date for the
period work schedule are determined. For example, if Day 01 in the period work
schedule is a Monday or another day of the week.
Note: The combination starting point 01 with the reference date 01/01/1990 (a
Monday) has been used successfully in prior courses. However, you can use another
Monday of your choice instead of 01/01/90 if you wish.
DEMO: Work Schedule Definition: Work Schedule Rules
approx. 10 minutes
1. Call up Work Schedule Rules and Work Schedules in the IMG.
2. First show the Define employee subgroup grouping step. Then display the next
step. The employee subgroup grouping for your salaried employees should be
02.
3. Now show the assignment of the public holiday calendar in the next step. Assign
another public holiday calendar to your personnel subarea TP## (such as the
public holiday that you previously created in the IMG).
4. Then call up the Set work schedule rules and work schedules step in the IMG.
Refer to the slides during the demo for help in explaining certain points.
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5. Select the work schedule rule FLEX (Employee subgroup grouping = 2 (salaried
employee), personnel subarea grouping = 01) and copy them. Mention that this
work schedule rule is valid for salaried employees from each personnel subarea
grouped in 01 that also have the appropriate public holiday calendar.
6. Overwrite your copied entry in the public holiday calendar and give it the name
of the work schedule rule WS##.
7. Select the period work schedule PS##.
8. Do not forget to use a Monday as your reference date (such as 01/01/90), and
make sure that the start point is 001.
9. You do not have to change any of the remaining fields. Then save your entries.
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Schedule: Second Day

09:00-09:20
Summary of first day
09:20-09:40

Topics: Generating Monthly Work
Schedules, Assignment in Planned
Working Time infotype (0007)
Instructor: Explanation and system

demonstration
09:40-10:10
Unit 6 Exercise: Work Schedules,

Work Schedule Rules, Generating
Monthly Work Schedules,
Assignment in infotype 0007
10:10 a.m.
-10:25 a.m.
Unit 7: Part-Time Workforce

demonstration
10:25 a.m. 10:30 a.m.
Unit 7 Exercise: Part-Time

Workforce
10:45 a.m.
-11:05 a.m.
Coffee Break
Coffee Break
11:05 a.m. 11:45 a.m.
Unit 8: Deviations in Working Time

Topics: Absences/Attendances,
Absence Quotas

demonstration
11:45 a.m. 12:10 p.m.
Unit 8 Exercise: Deviations in

Working Time
12:10 p.m.
-12:30 p.m.

Topics: Substitutions, Overtime,
Availabilities, Remun. Info

demonstration
12:30 p.m. 1:30 p.m.
Lunch
Lunch
1:30 p.m.
-1:45 p.m.

Collisions

demonstration
1:45 p.m.
-2:30 p.m.
Unit 9: Quota Deduction and

Counting Rules
Topics: Deduction rules, Counting
Rules, Assignments

demonstration
2:30 p.m. 3:00 p.m.
Unit 9 Exercise: Quota Deduction

and Counting Rules
3:00 p.m.
3:30 p.m.
Coffee Break
Coffee Break
3:30 p.m.
3:50 p.m.
Unit 9 Exercise: Quota Deduction

and Counting Rules, Counting Using
Variants

demonstration
3:50 p.m.
4:20 p.m.
Unit 10: Reporting
4:20 p.m.4:40 p.m.
Unit 10 Exercise: Reporting
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4:40 p.m.
-5:00 p.m.
Unit 11: Integration with Other Areas
Suggestion: Depending on when the lunch break occurs, you might want to have two or three short coffee
breaks, as these units are rather long and involved.
approx. 20 minutes
Summarize and review the topics from the previous day.
Answer any open questions from the previous day.
Monthly Work Schedules

Present the slide. You have now defined a work schedule rule; however, you cannot
yet assign the rule to employees. You must first generate a monthly work schedule.
To do so, select a previously defined work schedule and then generate the monthly
work schedule for certain employee subgroups and personnel subareas (groupings)
for specific calendar months based on a specific public holiday calendar.
Monthly work schedules can be generated manually (one at a time) or automatically
(several at the same time).
Note: Make clear that payroll accounting requires valid monthly work schedules. If
R/3 Payroll Accounting is in use, a monthly work schedule must contain the month
prior to and the month after the payroll period for each period that payroll
accounting is run.
Example: Payroll runs from January to December for a specific year. The monthly
work schedule must be generated to include December of the previous year and
January of the following year.
DEMO: Monthly Work Schedule

approx. 5 minutes
1. Call the Generate monthly work schedules manually step in the IMG.
2. Enter the following data:
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Employee subgroup grouping: 2
Public holiday calendar: Public holiday calendar from your work schedule
Personnel subarea grouping: 01
Work schedule rule: WS##
Calendar month from/to: December of previous year to January of the

following year (or any other period)
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3. Select Edit Create all (Ctrl+F6). Your monthly schedule is now created for the
requested period.
4. Enter the monthly work schedule and display all of the information available for
a period of several days (daily work schedule, date, day type, public holiday,
variant, etc.).
Determining Days Off

Explain that days off are determined by many conditions. The highest priority goes
to planned hours. If the planned hours = 0, such as in the daily work schedule OFF
(or FREI), then the day is a day off. Explain the tree on the slide.
Important Note for the Instructor: Prior to Release 4.5A (up to Release 4.0A/B) the
daily work schedule class 0 meant Day off in the standard R/3 System (was used in
daily work schedules with planned work hours = 0). This has been changed as of
Release 4.5A. Day off will now be controlled only by planned hours = 0 as of
Release 4.5A. In order to simplify things at this point, planned hours are displayed in
the slide for the daily work schedule class.
Planned Working Time: Overview

First slide: Relationship between the Organizational Assignment infotype (0001) and
Planned Working Time infotype (0007) is shown. From the groupings (indirectly in
infotype 0001), the validity of monthly work schedules is controlled in infotype
0007.
In the Planned Working Time infotype (0007), a valid monthly work schedule is
assigned to an employee using the work schedule rule.
The time infotypes always reference the information from the Planned Working
Time infotype (0007).
Second slide: You can jump directly from the Planned Working Time infotype (0007)
to a complete monthly work schedule for a specific month by selecting the
corresponding button at the top of the screen.
DEMO: Planned Working Time: Overview

approx. 5 minutes
1. Call up the application by choosing Human resources Time management ->
Administration Maintain time data.
2. Enter the personnel number 3061## for your salaried employee.
3. Select the Planned Working Time infotype (0007) from the Master data menu or
manually).
4. Enter a starting period such as the 1st day of the following month.
5. Choose CREATE.
6. Assign the work schedule rule WS## in the Planned Working Time infotype
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(0007).
7. Save your entries.
8. Display the button Monthly work schedule with the overview for one month in
this infotype screen, if desired.
Exercise: Work Schedule Rule, Generating a Monthly Work Schedule,

Assignment
approx. 30 minutes
Remaining exercises for this unit (1.5 to end).
Unit 7: Part-Time Workforce

Unit Topics
Part-Time Workforce
Part-Time Working Model
A very short unit. Two models for part-time work are presented and one is displayed.
Introduce the two methods for setting up part-time work schedules
Planned Working Time for Part-Time Workforce

Give some examples of part-time work. Basically, part-time work is a shorter
working time than is standard company-wide. Part-time workers usually work fewer
hours either on one day or on several days, or fewer hours on fewer days.
Part-Time Working Model (1): Separate Work Schedule Rules

One way of setting up a part-time working model is to create a separate work
schedule rule. To do so, simply define a work schedule that contains a reduced
number of working hours (fewer hours, fewer days or both). Refer to the previous
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unit on Work Schedules (Unit 6).

In the Planned Working Time infotype (0007), the work schedule rule is assigned to
part-time employees. The employee works with the employment percentage of 100%
according to the part-time working model. The reduced working hours are contained
in this model and are not apparent from the employment percentage.
Part-Time Working Model (2): Planned Working Time Infotype (0007)

Separate work schedules are not used for this second way of setting up a part-time
working model. Employees are simply assigned to work schedules for full-time
employees in the Planned Working Time infotype (0007). However, either the
employment percentage, or the hours per day, week, month or year are reduced.
If R/3 Time Evaluation is in use, you can use the Dynamic Daily Work Schedule
feature in the Planned Working Time infotype (0007). In this way, variable
(minimum and maximum) working times can be entered for part-time work.
Part-Time Working Model: Modifying Infotype 0007

Use the slide to show how to modify part-time rules based on a work schedule rule
for full-time employees. An example with an employment percentage of 50% is
displayed on the slide, in a box on the right side of the slide there is a comparison of
the original entry showing 100% in the employment percentage field.
DEMO: Part-Time Working Model: Modifying Infotype 0007 (OPTIONAL)
approx. 5 minutes
1. Copy the Planned Working Time infotype to a new date. (Example: Change the
date when your hourly wage earner Tom Johnson (3060##) began working at the
CAB Company.)
2. Reduce the employment percentage to 50%. Show how the working hours have
changed.
3. The Dynamic Daily Work Schedule can be used in time evaluation.
Exercise: Part-Time Workforce (OPTIONAL)

approx. 5 minutes
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Unit Topics
Absences/Attendances
Absence and attendance quotas
Substitutions, overtime, availability
System reaction to colliding infotypes
The focus in this unit are absences and absence quotas. Attendances and absences are explained at the same
time. The same is true for absence and attendance quotas.
There is not much to set up in the IMG for substitutions, overtime and availabilities. However, display
these infotypes and explain their functions.
Setting up deviations in working time in the IMG

Describe system reactions to collisions
Infotypes for Deviations and Entitlements

Here you can explain that there are always deviations that occur in employees
planned working time.
Explain that such deviations are specified in the time infotypes. Briefly show the
infotypes on the slide.
Explain that in the 2nd method of time management (recording of clock-in/clock-out
postings) that overtime is automatically determined and not directly from the
Overtime infotype itself.
DEMO: Infotypes for Deviations and Entitlements
approx. 5 minutes
1. Call up the Maintain Time Data screen, this time using the menu option.
2. For your employee Karin Anderson (3061##), call up the Planned Working Time
infotype (0007) and explain that there are deviations for which data must be
entered in additional time infotypes.
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3. Display an attendance (such as teaching a course or attending a seminar).

4. Display an absence (such as sickness or educational leave).
5. You do not have to save the infotypes at this point.
Deviations in Working Time

Explain that all settings for setting up deviations are carried out from the IMG. The
slide shows the IMG sections containing the steps to be carried out for deviations
(infotypes) in time recording.
Absences/Attendances
Explain that absences can differ greatly. Explain that there are absence types to
differentiate between various types of absences, which are used to differentiate
between subtypes of the Absences infotype (2001).
Point out that a number of absence types already exist in the standard R/3 System for
use by customers. Customers may, however, also set up their own absence types,
however.
Explain the absence types on the second slide.
Note: Make sure to emphasize that the customer should always copy existing
absences (or other elements) from the templates included in the standard R/3
System. In this way, all features are copied at the same time, and then only
modifications must be made.
DEMO: Absences
approx. 15 minutes
1. In the Maintain Time Data screen, show how to display the existing absence
types using the possible entries function.
2. Create a sickness for at leave one day in the previous week. Explain that the
absence hours comes from the daily work schedule.
Note: Only create leave (for the new leave method using quotas) only if the
applicable absence quota exists for the personnel number. You can also create it later.
3. Create a new session and call up the IMG. Choose Time Management Time
Data Recording and Administration Absences Absence Catalog
4. Only explain the groupings here if specifically asked, as they were already
discussed in full in an earlier unit.
5. Call up the Define absence types step.
Display an absence type. Copy an absence type for leave, however, do not choose 0100,
because 0100 in the standard R/3 System was previously used in the old method for counting
leave. Instead, copy 0306 Leave or create your own by copying one of the others. (If you
copy another, make sure that in the Determine entry screens and time constraint classes step
you have entered the time constraint class 01 for leave).
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6. Explain the data entry checks and possible messages that the system could issue.
7. Select and copy the absence type Educational leave to LA## Foreign language
course ##.
Important: The last absence type is used again in the next unit.
Attendances (1) and (2)

Display the first slide containing Customizing steps to be carried out in the IMG.
Use the next slide to state some examples of attendances.
Explain that in time recording attendances are set up the same way as absences. For
this reason, you will not be showing how to set up attendances using the IMG.
Absence and Attendance Quotas (1) and (2)
Display the first slide containing Customizing steps to be carried out in the IMG.
Give a few examples of absence and attendance quotas (leave, educational leave,
etc.).
Display the second slide and mention that quotas can be entered manually, or from
time evaluation. Additionally, various types of quotas can be entered. This will be
explained in more detail with absence and attendance quota types (subtypes of the
corresponding Infotypes 2006 and 2007).
Accrual of absence and attendance quotas takes place using absences and
attendances in the corresponding infotypes.
Absence and Attendance Quotas (3)

Explain the example depicted on the slide:
The employee has an entitlement of 15 days of leave/vacation (quota type 09 on the
slide). This entitlement is defined in the Absence Quotas infotype (2006).
Enter 6 days of leave (absence type 0306 on the slide) in the Absences infotype
(2001). The remaining quota entitlement is then reduced by 6 days.
Note: The prior method of setting leave still exists in the Leave Entitlement infotype
(0005) (see Appendix). However, this infotype will not be developed further. Advise
that new customers should use quotas for determining leave from the start.
As of Release 4.5A, there will probably be reports that convert the old method of
leave with the new method.
As of Release 4.5A, there will also be a feature for proposing values for infotypes
dealing with quotas (entitlement, deduction, etc.). This will take place in an accrual
table (not with features). At this time, however (Release 4.0A/B), values still have to
be entered manually.
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DEMO: Absence and Attendance Quotas
approx. 5 minutes
1. Call up the Maintain Time Data screen for your salaried employee, Karin
Anderson.
2. Clarify the example on the slide.
3. Create a leave absence quota for the current year with n days, if none has been
created so far for the employee. Display the entitlement (number of days).
4. Create six or seven days of leave in the future (such as the week after next). Use
the absence type that reduces the quota. Point out that the infotype contains
different information for calendar days, absence days and accounting days
because this employee does not work on weekends.
5. Point out that the entitlement in the Absence Quotas infotype (2006) is only
partially used (deducted).
6. Suggestion: Use the example on the screen for the demo (quota type 09 Leave,
absence type 0306 Leave (these are both not included in the standard R/3
System).
Absence and Attendance Quota Types

Using the slide, explain the features of absence and attendance quota types.
Briefly explain all of the features except the time constraint class.
Advise that quota types should be copied and then modified from templates in the
standard R/3 System.
DEMO: Absence and Attendance Quota Types

approx. 10 minutes
1. Choose Human resources Time Data Recording and Administration Quotas
Absence Quotas General Absence Quotas.
2. Briefly discuss the personnel subarea and employee subgroup groupings. You do
not have to display them, however, as these groupings were discussed in their
own unit in detail). If you do display them, it is important to point out that the
employee subgroups are ALL grouped the same in the standard R/3 System (1
for all). The standard grouping assumes that no differentiation is made between
employee levels. Customers can, however, differentiate between these levels if
they so choose.
3. Choose Define absence quota types step and then the first option Define absence
quota types.
4. Display the absence quota type 09 Leave.
5. Select and copy the absence quota type 03 Educational leave as 10+## Foreign
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language course ##.

Important: This quota type is used again for future demos.
6. Select the unit Hours.
7. Display the Time/meas. units (measurement) field and the Neg. ded. to (negative
deduction to) fields. This last field is used in the Absence Quotas infotype 2006
or the Attendance Quotas infotype (2007) to specify the limit for negative
deduction (overdrawing an entitlement)
8. Point out that the quota type is defined here. The connection to absence or
attendance type, which deducts from and reduces the quota, is explained in the
next unit. Enter the Maintain Time Data screen.
9. Create the absence quota Foreign language course ## in the amount of 12 hours
for your salaried employee for the current year. (Absence Quotas infotype
(2006)/quota type 10 + ##).
Exercise: Absence Quotas

approx. 25 minutes
Substitutions/Compensation Depending On Substitution Type

Use the first slide to define the different types of substitutions. All substitutions
except position substitution (alternative payment) overwrite employee working time.
Important: Substitutions during rotating shifts should be substitutions using work
schedule rule, as this starts the substitution on the correct shift (early, late, etc.).
Use the second slide to show that the substitution type can be queried in payroll
accounting so that employee payment is changed (see example on slide).
DEMO: Substitutions
approx. 5 minutes
1. Create substitutions for your salaried employee Karin Anderson (3061##) for
two days last week.
2. Without saving, display several of the options for substitution, including clock
time substitution, substitution by another work schedule, etc.
3. Then, select and save one of the substitutions.
Overtime
Explain that work completed in addition to planned working hours is considered to
be overtime. In the first method of time management, overtime is specified in the
Overtime infotype (2005). In the second method of time management, overtime is
determined from actual times worked.
Overtime can be entered in the infotype for one or more days; for hours or times on
one day, for longer periods as clock times. Overtime breaks apply from the daily
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work schedule.
You can also define up to four overtime breaks in the infotype manually.
Explain the compensation key. There are compensation keys for payment (of
(employee payment), for compensation (overtime is not paid but is added to a time
off account) or for time in lieu for base pay (base pay is paid out for overtime hours,
the hours also are added to an account). In the last two cases, the RPTIME00 report
has to be triggered by the corresponding schema to add to the applicable time in lieu
quota.
At this point, no Customizing steps in the IMG for Time Data Recording and
Administration have to be completed.
DEMO: Overtime
approx. 5 minutes
1. Create an overtime for your hourly wage earner, Tom Johnson (3060##) in the
previous week.
Employee Remuneration Information
Explain that in the EE Remuneration Info infotype (2012), overtime can be recorded
that does not have to be entered for a specific day or time. Remuneration information
also capture wage amounts that are not automatically generated in time evaluation or
payroll accounting.
(If necessary, display the infotype.)
Availability
Explain that in the Availability infotype (2004), employee on-call duty can be
specified. The employee has to be available by phone on the days when he is
scheduled to be available.
If the employee must actually go to work, you can record an absence. The
availability type enables availability bonuses to be generated in payroll accounting
or time evaluation.
At this point, no Customizing steps in the IMG for Time Data Recording and
Administration have to be completed
(If necessary, display the infotype.)
Colliding of Time Infotypes/Collision Checks

Use the first slide to briefly explain the theory behind collisions. Explain that when
recording data in time infotypes, collisions may occur with already existing
infotypes. The system must then decide if the new infotype can be inserted or not.
Explain the examples on the second slide.
1. You want to insert a sickness record to an existing leave record. The system
delimits the leave record.
2. You want to insert a leave record to an existing sickness record. The system
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issues an error message.
DEMO: Collision Checks

approx. 5 minutes
1. You have already specified leave for your employee Karin Anderson for the
week after next.
2. Now create an illness lasting several days that will overlap (collide) with the
existing leave. Show the system reaction and then save the illness.
3. Now create leave in the period of the illness you just created. Point out the error
message issued by the system.
Specify System Reaction To Time Infotypes Colliding

Explain that the time constraint class controls the system reaction to collision.
Collisions can occur between different infotypes as well as between different
subtypes of one infotype.
The system reaction is defined in the IMG. Customers can change the reaction;
however, they may not change the time constraint classes.
Explain the example on the slide or jump directly to the IMG confirm the system
reaction to the last demo.
DEMO: System Reaction to Colliding Time Infotypes

approx. 5 minutes
1. In the IMG, choose Time Management Time Data Recording and
Administration Absences Absence Catalog
2.
Call up the Determine entry screens and time constraint classes step. Display the time
constraint class for leave (01) and illness (02). Make a note of these classes, and then
leave the Absences section.
3.
In the IMG, now choose Time Data Recording and Administration Specify system
reaction to overlapping (colliding) time infotypes
4.
Select the second row in the table (2001 with time constraint class 2 (illness/sickness)).
5.
Enter the detail screen. The selected data appears above on the screen and can be used
for the newly entered record. In this example a new record for illness is entered.
6.
Listed in the table are system reactions to collisions with existing records.
Display the first row (2001 with time constraint class 1 (such as leave)).
7. Now display the column with the reaction A.

8. In the existing example, a new illness record was added and the illness record
collided with an existing leave record occurs. The system then delimits the leave
record.
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9. If desired, give another example: Leave added during an existing illness record.
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Unit 9: Quota Deduction and Counting Rules

approx. 45 minutes (plus 30 minutes for exercise)
Unit Topics
Quota deduction rules
Counting absences and attendances
This unit introduces the new methods for counting and deducting absences and attendances.
Deducting quotas and absences and attendances counting
Deduction and Counting/Connections Between Deduction and Counting

Use the first slide to show what the rules can be used for (sequence, rounding,
counting).
Point out the place in the IMG where the necessary rules are defined.
Use the next slide to describe the necessary steps for deduction and counting:
1) Rounding rules are first checked or created.
2) Deduction rule is defined (the quotas to be deducted, sequence, and so on.)
3) A counting rule is created which accesses a deduction rule
4) The counting rule is assigned to an attendance or absence type. This last steps
leads to an indirect assignment of the quotas to be deducted, since the counting
rule accesses the deduction rule.
Calculating Absence Duration
Explain the example on the slide. If 12/24 is a half-day public holiday, it is only
counted as a half-day public holiday. The counting rule does this.
Explain that you must create the deduction and counting rules for the quota type and
attendance type for Foreign language course ## from the last unit. Otherwise there
will be no deduction. You create these rules gradually in the following
demonstrations.
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Rounding Rules
Select an example from the slide and explain it.
DEMO: Rounding Rules
Approx. 5 minutes
1.
In the IMG, choose Time Management Time Data Recording and Administration
Quotas Deduction of Quotas Assign deduction rules to counting rules (This path
gives you an overview of the necessary steps)
2.
An overview screen appears. In the navigation section under the string of symbols you
find an overview of four points. In the next slides, you will edit the steps from bottom to
top. You leave out the Deduction rules for attendance quotas.
3.
Select Rounding rules.
4.
Explain one or two rules.
5.
Remain in the screen.
Deduction Rules for Absences/Attendance Quotas

Explain the individual characteristics that play a part in the deduction rules.
Counting Rules for Absences/Attendances

Explain the individual characteristics that play a part in the counting rules.
Point out that the counting rules access the deduction rules (quota deduction on the
slide).
The deduction rules therefore must be defined before the counting rules.
Quota Deduction Rules
This slide depicts a deduction rule.
You are advised to explain the contents of the slide in the IMG, otherwise you will
repeat yourself too much.
DEMO: Quota Deduction Rules
Approx. 10 minutes
1. You have remained in the IMG view for Rounding rules from the previous
demonstration.
2.
In the navigation section, choose Deduction rules for absence quotas
3.
Select the first line (deduction rule 001) and copy it.
Copy the employee subgroup grouping 1 and the personnel subarea grouping 01.
4. Call your new deduction rule 10 + ## and add a text.

5. Since your quota type Foreign language course was determined in hours, choose
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the unit Hours.

6. In the Quota sequence area, insert your quota type for foreign language course.
Do not enter any further quotas here.
7. In the Quota sequence for next deduction area, select Sort all other quota types
in ascending order.
8. In the Deduction priority area, enter 1 for priority 1. Save your data.
9. Remain in this screen.
DEMO: Conditions for Current Day/Conditions for the Work

Schedule/Conditions for Planned Working Hours and Absence/Attendance
Type/Controlling Counting and Quota Deduction
These five slides depict the counting rule.
A counting rule has been divided into individual blocks. Each slide depicts one
block.
The instructor should call a counting rule in the IMG and show the corresponding
slides per block, parallel to the explanation. (See demonstration).
The slides give detailed explanations.
Explain that you are going to create the counting rule in the IMG for counting the
foreign language course. The rule is valid for all weekdays that are not public
holidays, that is, days on which employees work. Use the deduction rule you created
in the last demonstration. This is used to determine the quotas to be deducted.
DEMO: Conditions for Current Day/Conditions for the Work
Schedule/Conditions for Planned Working Hours and Absence/Attendance
Type/Controlling Counting and Quota Deduction
approx. 10 minutes
1.
You have remained in the IMG view Deduction rules for absence quotas from the
previous demonstration.
2.
In the navigation area, choose Counting rule
3.
Select the first line (counting rule 001) and copy it.
Copy the employee subgroup grouping 1 and the personnel subarea grouping 01.
4.
Call your new counting rule 20 + ##, and add a text. Note: you have called the deduction
rule 10 + ##; by calling the counting rule 20 + ## you can keep the two separate when
explaining them.
5.
Select all weekdays.
6.
Choose the public holiday class Not a public holiday and the day type Work acc. to work
schedule.
7.
Choose all the Counting classes for period work schedule for the conditions for the work
schedule, and for the daily work schedule class, choose everything except Day off.
8.
Choose Planned hours > 0.
9.
In the Condition for the absence/attendance section, select < 1 day.
10. In the Counting block, fill the block for hours. Enter 100 in the quota multiplier field.
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Enter the rounding rule 01, for example. Choose Multiply first.
11. In the left block of quota deduction (absence quotas), choose the deduction rule that you
created in the previous demonstration. Enter the deduction rule 10 + ## in the Within
entitlement and Over entitlement fields.
Assigning Counting Rules to Absences and Attendances (1) and (2)

In the previous slides and demonstrations, you defined deduction rules with the
sequence of the quotas to be deducted. In addition, you defined the counting rules
with the conditions for the counting including the deduction rule. You defined the
rules for the Foreign language course example.
You now have to establish a connection between the absence type Foreign language
course and the rules you have created. The attendance type Foreign language course
should deduct the corresponding quota. You must therefore assign the counting rule,
which contains the deduction rule, to the absence type.
DEMO: Assigning Counting Rules to Absences and Attendances

approx. 5 minutes
1. In the IMG, choose Time Data Recording and Administration Quotas
Absence Quotas General Absence Quotas Define absence quota types.
2.
Select the option Assign absence quota types.
3.
Select your absence type LA## Foreign language course; go to the detail screen.
4. The left block Without quota sequence must be blank. It is only valid for the old
counting rule.
5. In the right block With quota sequence enter your counting rule 20 + ## from the
previous demonstration and choose the option Quota deduction.
6. Got to the Maintain Time Data screen.
7. Enter the absence type Foreign language course ## for 2 hours for one weekday
in the following month for your employee.
8. Call the absence quota Foreign language course ## and display the amount of
quota remaining.
Exercise: Quota Deduction and Counting Rules

approx. 30 minutes
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Counting Using Daily Work Schedule Variants (1), (2) and (3)
Explain that, in some cases, you can also count absences and attendances using daily
work schedule variants. This concept should already be clear from Work Schedules
(Unit 6).
This could be the case for absences and attendances for which counted hours are
important. For example, you have employees who work five days in a row. On four
days in the week they work 8.5 hours and on one day they work 4 hours, according
to the daily work schedule. During regular counting then, the absence or attendance
would be counted on each day as either 8.5 hours or 4 hours, depending on the day
(hours from the daily work schedule).
If you want to avoid such discrepancies, you can create a daily work schedule
variant that creates an average for the working hours (such as 7.5 hours).
Refer to the slide when mentioning the related IMG steps to make, however, only
display the slides.
Explain that a daily work schedule variant is required for this counting. Refer to the
Work Schedules unit.
In the IMG, you must also assign an Absence type grouping for selecting daily work
schedule variants to the absence or attendance type (IMG: Determine entry screens
and time constraint classes).
Furthermore, a rule is set up to determine when the variant should be used. This rule
differs from the rule already described for variants in so far that it contains an
additional column that queries the Absence type grouping for determining daily
schedule variants.
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Unit 10: Reporting

Unit Topics
Accessing various types of reports
Quota overview
This unit presents as overview of how to access reports and introduces the new functionality of quota
overview.
Show how to access reports

Introduce quota overview
Reporting
Explain that are a number of reports available in the R/3 System to generate lists,
tables and to automatically change specific data. Also mention that there are a
number of reports that can be downloaded to Microsoft Excel and Word.
Report Selection Using the Report Tree in Time Management

Point out that there is a general report tree that contains reports from all R/3
components, as well as a report tree for each component and sub-component. The
report trees contain only some of the reports available. Customers can add to the
report trees themselves.
Explain that there is a report tree specifically for R/3 Time Management.
Single Selection From the Menu/Report Options
Point out that the menu option Info system contains a few individual reports. Also
mention that any and all reports can be found by choosing System Services
Reporting.
Explain that there are several options for the results of your report. You can change
the layout format, send the report in an e-mail, or transfer it to Microsoft Excel or
Word.
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DEMO: Report Selection Using the Report Tree

approx. 5 minutes
1. Call up the report tree for time management using Info system General report
selection.
2. Expand the report tree for time management.
3. Display any report of your choice.
Suggestion: Choose the Absence Absence Absence/Overview of Absence and
Attendance Data report.
4. Run the report for the current year for several personnel numbers or for your
personnel area or personnel subarea.
Quota Overview
Explain that a quota overview functionality now exists for absence and attendance
quotas. This is a transaction, however, not a report.
Here you can display and maintain absence and attendance quotas for an employee.
DEMO: Quota Overview
approx. 7 minutes
1. Call up Human resources Time management Administration Quota
overview.
2. Enter the personnel number for the salaried employee, Karin Anderson.
3. Select the option Current year.
4. Select Absence quotas from the menu.
5. Now display the columns.
6. Select a row and display the functionality of the Entitlement and Deduction
options for displaying and maintaining the corresponding data.
7. Select Entitlement, change the quota in the entitlement and then save. Display
the change in the overview.
8. Hide a column with the Delete column option.
Exercise: Reporting
approx. 15 20 minutes
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Unit 11: Integration With Other Areas

approx. 20 minutes
Unit Topics
Activating activity allocation in time management infotypes
Activating cost assignment in time management infotypes
This unit presents the option of activating the screens for activity allocation and cost assignment in the
valid time management infotypes.
Note: Activity allocation has been left out because this option was not fully developed as of Release
4.0A/B.
Introduce activity allocation and cost assignment options for time data
Integrating Infotypes/Interaction With Other Areas

Mention that the customer can decide which time infotypes can be used (permitted)
for integration.
Customers can allow infotypes for secondary costs (activity allocation) and the
reposting of primary costs (cost assignment).
Display the Customizing step from the IMG on the slide.
DEMO: Integration of Infotypes

approx. 5 minutes
1. Create an attendance for your employee Karin Anderson (Example: Teaching a
course).
2. In the infotype screen, point out the activity allocation and cost assignment
options. Enter an activity type or cost enter.
3. Explain that the windows can also be deactivated.
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Activate Cost Assignment for Infotypes/Activating Cost Assignment/Subscreen

for Cost Assignment
Point out that cost assignment, that Controlling objects are debited only after payroll
accounting results are transferred.
List the infotypes permitted for cost assignment (they are located in the text for the
first slide).
Mention the point in the IMG where admissability for cost assignment is determined
Explain how to activate the additional data for cost assignment per infotype (X in the
first position in the IMG step).
Explain that the Controlling objects are defined in the screen for cost assignment in
the IMG.
DEMO: Activating Cost Assignment for Infotypes/Activating Cost

Assignment/Subscreen for Cost Assignment
approx. 5 minutes
1. Choose Human resources Time Data Recording and Administration
Integration of Time Management with Other R/3 Components Recording Cost
Assignment Specifications
2. Select the Permit cost assignment for infotypes step. Show the X in the first
position that activates the screen. Return to the previous step.
3. If desired, show the Specify Controlling objects permitted step. This can be very
confusing! The first five rows in the table (variable key = blank) contain the
Controlling objects that appear in the standard R/3 System in the subscreen for
cost assignment.
Activating Activity Allocation for Infotypes/Activating Activity
Allocation/Subscreen for Activity Allocation
Point out that activity allocation carries out a secondary cost allocation using time
data.
List the infotypes permitted for cost assignment (they are located in the test for the
first slide).
Mention the point in the IMG that deals with admissability in activity allocation
Explain how additional data for activity allocation is activated for each infotype (X
in the second position in the IMG step).
Explain that the Controlling objects are defined in the screen for activity allocation
in the IMG.
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DEMO: Activating Activity Allocation for Infotypes/De-Activating Activity

Allocation/Subscreen for Activity Allocation (OPTIONAL)
approx. 5 minutes
1. Proceed exactly as for the previous demo.
2. Choose the applicable step in Entry specifications for activity allocation
3. At this point, you can end this demo, as ist procedures are very similar to the
previous one.
Unit: Appendix
0 minutes
Unit Topics
Prior method for counting leave
The appendix contains the prior method (up to Release 3.1) for counting leave using the Leave Entitlement
infotype (0005). As of Release 4.0A, leave is now set up in the Absence Quotas infotype (2006). Some
customers with a productive R/3 System are still using this method.
Note: The old method still remains; however no further development will be made. New customers should,
however, set up leave for their employees in the Absence Quotas infotype (2006). Existing customers can
decide for themselves, and there will probably be some conversion programs available as of Release 4.5A
to convert the old method to the new.
Previous method of counting leave reference section
DEMO: Appendix
0 minutes
No demonstration is planned.
Appendix: All Slides
These slides show how leave used to be set up in the R/3 System. This method still
functions and is still supported, but will not be further developed.
Leave entitlement is created in the Leave Entitlement infotype (0005). The quota
type 99 is used for this leave. It is deducted by absence types, such as 0010 Leave.
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In the Leave Entitlement infotype (0005), you can access proposed values using
features. There are features for leave type, leave entitlement, start and end of leave,
deduction start and end, etc.
This method of counting leave (from other absences and attendances as well)
contains different rules than the new method of counting leave (absence quotas).
Note:
In the new method of counting leave, there will also be a function for proposed
values as of Release 4.5A.
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Instructor Guide40 - HR306 - Config of Time Data

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HR306 Configuration of Time Recording

Course Instructor Profile...........................................................................................5

General and Specific Course Goals..........................................................................8

Introduction and Organizational Matters...............................................................12

Course Instructor Profile

Training System (Transport of ID3)

General and Specific Course Goals

Course Structure and Flow

Contents: Units and Topics

Introduction of instructor and

Activities: Instructor and Participants

Unit 1: Caliber A Bicycle Company

Unit 2: Enterprise Structure and

Instructor: Explanation and system demo

Unit 3: Methods and Prerequisites

Unit 4: Public Holiday Calendars

Instructor: Explanation and system demo

Unit 4 Exercise: Public Holiday

Unit 5: Groupings in Time

Instructor: Explanation and system demo

Unit 6: Work Schedules

Instructor: Explanation and system demo

Unit 6 Exercise: Work schedules,

Unit 6: Work Schedules

Instructor: Explanation and system demo

Suggestion: Split up the exercises for Work Schedules (Unit 6).

Introduction and Organizational Matters

Unit 1: Caliber A Bicycle Company

Describe enterprise structure of Caliber A Bicycle Company

Unit 2: Enterprise Structure and Groupings

Introduce the different enterprise and personnel structures

Enterprise Structure: Overview

CAB Company: Personnel Structure

Employee Subgroups: Control Indicators

DEMO: Personnel Subareas and Employee Subgroups: Control Indicators and

Unit 3: Methods and Prerequisites for Time Management

Introduce the two basic methods of time recording

Time Data Recording

Time Data Recording: Implementation

Creating Monthly Work Schedules: Customizing Steps

Unit 4: Public Holiday Calendars

approx. 25 minutes (plus approx. 15 minutes for exercise)

Define public holidays and public holiday calendars

Public Holiday Calendars

DEMO: Public Holiday Calendars

Create public holiday classes

DEMO: Defining Public Holiday Classes

Assigning Public Holiday Calendars

Exercise: Public Holiday Calendars

Unit 5: Groupings in Time Management

Clarify the concept of groupings in R/3 Time Management

Differences and Similarities/Groupings in Time Management

Personnel Subareas: Customizing Steps

Grouping personnel subareas for work schedules

Assigning the public holiday calendar

Groupings for absences/attendances

Employee Subgroups: Customizing Steps

in Enterprise Structure and Groupings (Unit 2).

Unit 6: Work Schedules

Set up individual elements of the work schedule

Work Schedule Levels

(daily work schedules)