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I have recently completed positive time implementation for a client and one of the issues faced by me was during migration of employees from negative time solution to positive time solution. In this blog, I will explain the activities I did to ensure a successful migration of employees from negative time solution to positive time solution.

I had actually raised this issue in SCN and below is the link for the same. This link highlights the issue (with screenshots) that was faced by me.

http://scn.sap.com/thread/3427349

I spent sometime trying to find a way to get this issue resolved. And I realized that there can be two possible scenarios for migration of employees from negative time solution to positive time solution:

  • Retro Migration of Employees from Negative to Positive Time Solution – This implies that we are migrating an employee from negative to positive time solution from a past date. This will be a scenario during realization phase where you would like to do testing of different scenarios of positive time solution and hence, you need to do retro migration or when an employee was not moved to positive time solution earlier and now needed to be in positive time solution from a past date.

  • Advance Migration of Employee from Negative to Positive Time Solution – This implies that we are migrating an employee from negative to positive time solution in advance. This will be a real time scenario in case of Go Live of Positive Time Implementation. It will involve the list of cut over activities to be performed.

If you refer to the thread where I have described the issue, it was related to the first scenario – retro migration of employees from negative to positive time solution. And if you think about it, it makes sense too during the realization phase. Because during positive time implementation, if you are testing your solution, you can do it for past and current days. For future days, the system will take planned time for evaluation since you can’t have actual times for future days.

Client Situation

Let me describe the client situation in detail. The client wanted to implement positive time solution and migrate its blue collar workers and interns from existing negative time solution to positive time solution. The time evaluation and payroll periods were monthly. Payroll had been outsourced to third party provider. A custom report ran to extract HR and Time data and this was sent to payroll provider for payroll processing. Every month, an attendance quota was required to be created in IT2007 to restrict the overtime quota an employee can avail in a month.

Migration Approach

Retro Migration of Employees from Negative to Positive Time Solution

I recommend that the migration from negative to positive time evaluation should commence from a fresh time evaluation period. If the time evaluation period is monthly starting from 01st of the month to the last day of the month, then the migration to positive time evaluation should be effective from the start of time evaluation period of the month.

Let us assume that the employees were in negative time solution till 30-Sep-2013 and were moved to positive time solution effective 01-Oct-13 on 05-Oct-13. Below were the cut over activities performed.

  • Changed Time Management status from 9 to 1 in IT0007 effective 01-Oct-13.

  • Created IT0050 record effective 01-Oct-13.

  • Created Overtime Quota for the period 01-Oct-13 to 31-Oct-13 in IT2007.

The 1st and 3rd activities change the PDC recalculation date to 30-Sep-13. Hence, the system tried to run time evaluation effective 30-Sep-13 but the employee had been migrated to positive time management. This resulted in an error in time evaluation run. Time evaluations are run using scheduled background jobs. And the system couldn’t run time evaluation for employee effective 30-Sep-13.

To overcome the above situation, I did the below steps for retro migration of employee from negative to positive time evaluation.

  • Changed Time Management Status from 9 to 1 in IT0007 effective 01-Oct-13.

  • Created IT0050 record effective 01-Oct-13.

  • Created Overtime Quota for the period 01-Oct-13 to 31-Oct-13 in IT2007.

  • Split absence records which span across Sep’13 and Oct’13 – first record ending as of 30-Sep-13 and second record commencing on 01-Oct-13. This was done because we would change IT0003 to prevent retro time master data changes before 01-Oct-13. The splitting ensured that changes to leave effective 01-Oct-13 would still be possible.

  • Once the above changes were done, the fields “Ear.pers.rec.date.” and “PDC recalculation” in IT0003 were set with date 01.10.2013.

The above steps ensured that the positive time evaluation commenced on 01-Oct-13 without any kind of error for retro migration of employee from negative to positive time evaluation.

Advance Migration of Employees from Negative to Positive Time Solution


This scenario is valid for migration of employees from negative to positive time solution in a real time implementation project since the go live date is known from before. Let us assume that the employee will be on negative time solution till 30-Nov-13 and he will be moved to positive time solution effective 01-Dec-13. Also assume that today is 29-Nov-13.

I would recommend that we have the Go Live of positive time solution in two parts:

  • Technical Go Live on 25-Nov-13 (All transports related to solution will be moved to production. However, no master data changes are done).

  • Business Go Live on 01-Dec-13

Between the technical go live and business go live, below are the list of activities that would need to be performed. Please communicate to business in advance that all master data maintenance for Nov’13 and prior to Nov’13 need to be completed by 30-Nov-13 before negative time evaluation run for 30-Nov-13. No master data changes will be allowed prior to 01-Dec-13 for employees after they have been migrated to positive time solution.

Let us assume that the below cutover activities are performed on 29-Nov-13.

  • Changed Time Management Status of relevant employees from 9 to 1 in IT0007 effective 01-Dec-13.

  • Created IT0050 record for relevant employees effective 01-Dec-13.

  • Created Overtime Quota for relevant employees for the period 01-Dec-13 to 31-Dec-13 in IT2007.

  • Split absence records which span across Nov’13 and Dec’13 – first record ending as of 30-Nov-13 and second record commencing on 01-Dec-13.

The above steps will ensure that the system will not put a past date in field “Ear.pers.rec.date.” in IT0003 for the above cut over activities.

  • It is recommended to login once on 30-Nov-13 before negative time evaluation run for 30-Nov-13 to check if there are any absence records which span Nov’13 and Dec’13. If there are any such records, then please split them into 2 records – with first record ending on 30-Nov-13 and second record commencing on 01-Dec-13

  • Allow the negative time evaluation to run on 30-Nov-13 for all employees. In our client, it ran at 23:00 hours on 30-Nov-13.

  • On 01-Dec-13, please do a verification of all master data changes done for employees who have been migrated to positive time evaluation.

  • Once the master data changes are confirmed, the fields “Ear.pers.rec.date.” and “PDC recalculation” in IT0003 are set with date 01.12.2013.

This will ensure that the positive time evaluation will run successfully effective 01.12.2013 for all employees who have been migrated to Positive Time Solution. It will also ensure that master data changes, which can cause system to start retro time evaluation from a date prior to 01-Dec-13, are not allowed prior to 01-Dec-13

Thanks for your patience to read through this. I hope this blog has been useful for you.

Thanks and regards,

Vivek Barnwal

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17 Comments

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  1. Srikanth Naidu Akula

    Hi Vivek,

    I have red your above & earlier blog on Considering First clock in & Last clock out in +ve TM. I have found the same objective in both of your blogs; Detail explanation and realistic approach in dealing an issue.

    One should say simply superb … just Hats Off for the members & realistic contributors of SCN like you. Thanks a lot.

    Srikanth Naidu

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      1. rohan sharma

        Dear Vivek,

        Very use full information shared by you with screen shots.

        I am also working on the +ve Time Management project. I have some Query.

        Can you please share your  e- mail id, so i can take your advice.

        regrards,

        Sharma

        (0) 
        1. Vivek Barnwal Post author

          Thanks Rohan…

          Please share your query here in SCN forum and let me know the link.

          It is important that all members of SCN get to know your query and also this query will go in the list of SCN database which will be useful for future users.

          Warm regards,

          Vivek

          (0) 
          1. rohan sharma

            Hi Vivek,

            1st Query : Please help me to explain: Process of UAE Mid year Go Live for Payroll.

            2nd Query: how to Compare the Over time of least month with current month values on department wise..

            Please advice..

            Regrads,

            Sharma

            (0) 
            1. Vivek Barnwal Post author

              Hi Rohan,

              I haven’t implemented any payroll and not the right person to answer this question.

              You can write a PCR to pass on the overtime hours of last month to a time type and then compare current month values with the value stored in this time type.

              You should raise a new thread for asking queries…Right now…you are updating comments section of my document and other SCN folks may not get to see your question.

              Please create a new thread and ask your question there.

              Regards,
              Vivek

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  2. Umesh Chaudhari

    Few points in this solution

    1) Will business ever agree tostop the retro? I feel there will be lot many cases for retro which will have valid reasons.

    2) About the future time evaluation i think its just a control in time schema which checks if the future period time evaluation is allowed or not.

    Regads,

    Umesh Chaudhari

    (0) 
    1. Vivek Barnwal Post author

      You will also need to put in a check regarding retro because you can’t just switch over from negative to positive and also ensure that tomorrow, if a retro change happens, the system will automatically do negative time evaluation run till a particular date and after that, it will do positive time evaluation run.

      Yes, it is controlled by PCR TD10 which cuts off the time evaluation if the shift is still active and it makes sense for positive time management which requires actual times. You can’t have actual times available today for tomorrow’s date.

      Regards,

      Vivek

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  3. A winster

    Hi Vivek,

    I am great follower of your documents and i also posted a basic question in SCN today: “Positve time and Negative time” difference in detail with example.

    please explain exact differences and with some examples.

    thanks in advance!

    (0) 
  4. PRINCE ELVIS VINOLTON

    Hi Vivek,

    Thanks for  sharing a wonderful document. I am facing issue a similar to your scenario ,after go-live a employee moves in between the month from -ve to postive say 18th of the month. Can u share your views.

    I am reading all your blogs it is simply wonderful!!!! 🙂

    (0) 

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