For most employees, scheduling is simple. What happens during work time is so routine or so fluid there is no need to define it in detail. Many small businesses manage schedules by scribbling names on a wall calendar.
In larger organizations, advanced configurations can be critical. Collective bargaining agreements and complex government regulations require very sophisticated tools. Minutes matter, and failure to comply with complicated rules can result in time-consuming disputes and expensive penalties. In manufacturing, production demands detailed scheduling. In health care, it can be a matter of significant liability.
Daily Work Schedule
The primary building block of SAP Time Management is the Daily Work Schedule. As the name implies, It defines work hours and how they will be calculated for payroll for a single day.
A Period Work Schedule is a group of Daily Work Schedules. Once you have set a Period Work Schedule, you can assign it to employee groups or organization units. You can attach holiday calendars, and you can quickly build rotating schedules.
The grouping section identifies which employee group uses the schedule, the type of schedule, and the effective dates of the schedule.
Planned Working Hours
Planned Working Hours stores the number of hours an employee will work in a day. It contains a selection rule so you can as many schedules as you need. The No planned working hrs. checkbox makes easy to define a non-work day.
The start and end times of the work day displayed in Working Time. Flextime stores the start and end times for up to four flextime rules.
- Planned working time in Flextime identifies the hours within which an employee can clock in and clock out.
- Normal working time defines the hours used in time calculation when the employee clocks in and out during the time interval in planned working time.
- Core times allow you to define two time periods when all employees on the schedule will be at work.
The tool to Define Break Schedules is in the Time Management menu.
The Work Break Schedules form enables you to assign the times when an employee is to be on break.
Enter the duration of the break in the Unpaid or Paid column to control whether the break time is imported into time evaluation. A break may have both paid and unpaid time.
The Types columns determine how valuation calculates pay.
- If Type 1 is blank, the field defaults to NORMAL. An O in Type 1 will force valuation to calculate overtime pay for the break.
- Use Type 2 to create custom break types that will correspond to valuation rules you define.
You control time clock rounding with Tolerance Time. Any time entry that falls within the tolerance time will be rounded to the start time displayed in Planned Working Time.
Rules you set in Valuation control compensation. You can define the minimum and maximum time that will be calculated, and specify the number of hours for compensation which may be different from actual time worked. For example, you may need to pay employees for a full day on a holiday even though the actual time worked may be an hour or another defined minimum.
You don’t have to create business rules for every Daily Work Schedule. You will use Daily WS Class (Daily Work Schedule Class) to define schedules differently by assigning the class number.
You may need to evaluate time worked on a holiday or the day following a holiday differently from a regular work day. Many employers require employees to work only half of the day before a holiday.
The class assignment can define how payroll handles absences, wage types, attendance, time evaluation for that class.
SAP provides classes 0-9 by default. Class 0 is reserved as a day off.
Overtime Infotype (2005)
If overtime is allowed for this employee group, leave the Overtime allowed field blank. If overtime is not allowed, use W to warn the user and E to trigger an error message. A warning will allow the user to enter overtime, but an error will not allow an overtime entry.
Rules for Variants
You can assign a variant to a schedule if, for example, if you want employees to work only half a day on Christmas Eve. These rules also allow for you to determine which holiday calendar to apply.
Rules for Variants provides three categories,
- The public holiday class of the current day
- The public holiday class of the next day
Based on the position of the X or a blank, you can assign the public holiday class.
Flag the appropriate public holiday class with an X. The individual positions in the 10-character field have the following meaning.
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