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Introduction


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


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


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

Public Holiday Calendar


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


The transaction code to access Public Holiday Calendar in SAP is SCAL. The below screen comes up when we execute TCode SCAL.


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We first create a list of public holidays valid for a country and then assign all these public holidays to public holiday calendars for various locations within the country. What this means is that we can definitely re-use common public holidays in multiple public holiday calendars for different locations within the same country. Hence, if public holiday “New Year” is valid for Chandigarh and Hyderabad locations, we just need to create one public holiday “New Year” and assign it to the public holiday calendars for Hyderabad and Chandigarh.


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


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Below are the key columns shown in the screenshot above:


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


Let me try to change public holiday “Deepavali” which is currently being used in some public holiday calendar. If you see the below screenshot, it appears in display mode only.

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If you click on the “Where-Used List” icon, you will come to know the holiday calendars where this public holiday is being used. Hence, the public holiday “Deepavali” is being used in the below holiday calendars:

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If you try to edit a public holiday which is not being used in any holiday calendar, it will open in editable mode as shown in the screenshot below:

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


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


With Fixed Date


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


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  • Day              –        Specify the fixed date of the public holiday

  • Month           –        Specify the month of the public holiday

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


Below is the screenshot for guaranteed rule – Saturday/Sunday:


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

With a Fixed Day from Date


Let us look into the configuration details of public holiday with fixed day from date.


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  • Weekday       –        Specify the weekday (example Monday)
  • Day              –        Specify the date (example 01)
  • Month           –        Specify the month (example 11)

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


The remaining attributes are similar to fixed date public holiday.

Distance to Easter


Let us look into the configuration details of public holiday with distance to Easter.


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  • No. of Days Before Easter   –        Can specify the no. of days before Easter this public holiday has to fall.
  • No. of Days After Easter     –        Can specify the no. of days after Easter this public holiday has to fall.


The remaining attributes are similar to fixed date public holiday.

Easter Sunday


Let us look into the configuration details of public holiday – Easter Sunday.


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You don’t have anything to configure here. The remaining attributes are similar to fixed date public holiday.

Floating Public Holiday


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


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

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

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

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


The remaining attributes are similar to fixed date public holiday.

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

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The below screen comes up:


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Below are the key columns in the above screenshot:


ID                                    –        A two character Id for the public holiday calendar


Holiday Calendar                 –        Name of the public holiday calendar


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


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


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

Let me display the Public Holiday Calendar – Australia by clicking on the change icon.


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Each public holiday calendar has a validity period. Hence, Public Holiday Calendar AU is valid from 2000 to 2098.


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


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


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


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


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


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


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

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Let me display the calendar for the year 2014 by clicking on the Year display icon. The below screen comes up.


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You will see that the fixed date public holiday – Australia Day – has been moved from Sunday 26-Jan-14 to Monday 27-Jan-14. Both the dates will have public holiday class 1.


Below is the configuration for Australia Day public holiday for your reference.


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

Day Types


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


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


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


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

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


Rules for Day Types (Table V_T553A)


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


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


The configuration of rules for day types is done in table V_T553A. Below is a sample screenshot.


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


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


Public Holiday Class Weekday

Day Type Weekday

Blank

Blank

1

1

2

Blank

3

3

4

1

5

1

6

1

7

1

8

1

9

1

Similarly, it is for Saturday and Sunday.


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


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

Define Special Days (V_T553S)


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


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


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


Please refer the below screenshots. This configuration will ensure that the employee is eligible for only two public holidays – New Year and Christmas.

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I hope the concept of public holiday class and day type is clear now. Let us now move to the next concept of Work Schedule Rule.

Work Schedule Rule

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


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


Groupings


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

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

I haven’t come across any client where the personnel subarea grouping for daily work schedule is being shared across multiple personnel subarea grouping for work schedules. I have always found one to one mapping in all the clients I have worked for.

Please refer the below screenshot of table V_T508Z. The first column represents the personnel subarea grouping for work schedule rule and the second column represents the personnel subarea grouping for daily work schedules.

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

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      The first column represents the personnel area, third column represents the personnel subarea and the last column represents the            personnel subarea grouping for work schedule rules.

  • Public Holiday Calendar for Personnel Area and Personnel Subarea: This is used to assign public holiday calendar to personnel area and personnel subarea in table V_001P_All. It requires you to specify country grouping. Please refer the below screenshot:

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

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


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

Work Break Schedule

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


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The different types of breaks are mentioned below:


  • Fixed break             –        Break with fixed timings.
  • Variable break          –        A 15 min break between 15:00 and 15:30.
  • Dynamic break         –        A 15 min break after the employee has worked for 4 hours.


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

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

Daily Work Schedule


Daily Work Schedule (DWS) is maintained in Table V_T550A. It is used to represent the daily working hours of a day. Please refer the below screenshot.


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Let us understand the different fields for a DWS from the above screenshot.


DWS Grouping                   –        It represents the personnel subarea grouping for Daily Work Schedules.


Daily Work Schedule          –        It displays the name (4 characters), variant (1 character) and description of daily work schedule (15 characters).


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


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


Planned Working Hours        –        It represents the planned working hours.


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


DWS Selection Rule            –        It helps to determine the DWS variant. I will talk about it in more detail later on.


Working times can be fixed working hours and flextime working hours.

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


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

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


  • Planned Working Time         –        It represents the limit of normal working hours during the employee is expected to work. Work outside the planned working hours are treated as overtime.


  • Normal Working Time          –        If an employee is on leave, then the system uses normal working time to calculate the absence hours. The planned working hours are defined as normal working times plus the paid breaks.

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


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


Tolerance Time


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

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


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


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


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


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


DWS variant is used in two scenarios:


  • Scenario 1: When we want another DWS to be called in based on certain conditions getting satisfied – If there is a requirement that whenever Friday is a public holiday, then the planned working hours for Thursday should get reduced to 4 hours from 8 hours.
  • Scenario 2: When we want a different no. of hours getting deducted for absence instead of the planned working hours specified in the DWS – Suppose an employee works 5 days a week and 40 hours per week – Mon (10hrs), Tue (10hrs), Wed (10hrs), Thu (5hrs) and Fri (5hrs). If an employee applies for leave on any day, it should deduct 8 hours and not the planned working hours of the day.

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


Scenario 1: Rules to determine variant for monthly WS rule generation (Table V_T550X)


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Let us try to understand the rule 01. It has two sub-rules – 01 and 02. The 2nd sub-rule gets executed only when the first sub-rule fails. If the first sub-rule passes, then 2nd sub-rule is not executed.


Holiday Class     –        It comprises 10 spaces representing the 10 public holiday classes from 0 – 9. It represents the holiday class for the current day. X represents the holiday class in scope.


HolClNext Day    –        It comprises 10 spaces representing the 10 public holiday classes from 0 – 9. It represents the holiday class for the next day. X represents the holiday class in scope.


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


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


Rule 01 Sub-rule 01 gets executed and the variant B is called in if the holiday class of the current day is 2, if the holiday class of the next day is anything from 0 – 9 and the weekday can be anything from Mon – Sun. If the rule 01 sub-rule 01 is successfully executed, then the original DWS is replaced by its variant B.


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


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

Scenario 2: Determine Daily Work Schedule Variants for Absence


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


Holiday Class            –        It comprises 10 spaces representing the 10 public holiday classes from 0 – 9. It represents the holiday class for the current day. X represents the holiday class in scope.


HolClNext Day           –        It comprises 10 spaces representing the 10 public holiday classes from 0 – 9. It represents the holiday class for the next day. X represents the holiday class in scope.


GrpAtt/Abs              –        It represents the absence grouping of the absence which is defined in Table T554S. It comprises 10 spaces representing absence grouping from 0 – 9. X represents the absence grouping in scope.


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


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


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


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

Let us now move on to Period Work Schedule.


Period Work Schedule


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

Please refer the below screenshot which has 3 PWS displayed:

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Grpg                      –        Personnel Subarea Grouping for Daily Work Schedules.


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


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


Week                     –        This is the week number.


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


PWS 0001 is 5 Days, 2 OFFs pattern.


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


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

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


/wp-content/uploads/2014/02/32_387243.jpg

Grpg             –        Personnel Subarea Grouping for Daily Work Schedules


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


Start Date     –        Start date for counting class of PWS.


End Date       –        End date for counting class of PWS.


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


Let us now move over to Work Schedule Rule configuration.

Work Schedule Rule


A work schedule rule specifies the working pattern, public holidays and working hours for an employee. Configuration of work schedule rule is done in Table V_T508A. Please refer the below screenshot.

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ES Grouping                       –        Employee Subgroup grouping for Work Schedule Rule


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


PS Grouping                       –        Personnel Subarea grouping for Work Schedule Rule


Work Schedule Rule             –        It specifies the name (8 characters) and description of WSR (25 characters).


Start                                –        It gives the start date of WSR.


End                                  –        It gives the end date of WSR.


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


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


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


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


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


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


Annual Working Hours         =       Weekly Working Hours * 52


Monthly Working Hours        =       Annual Working Hours / 12

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


Ref Date for PWS               –        You specify the generation date for PWS.


Start Point in PWS             –        It represent the start point in PWS.


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


DWS Grouping                   –        Grouping for Daily Work Schedule

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


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


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


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


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


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


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


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


Pattern A


Week

Mon

Tue

Wed

Thu

Fri

Sat

Sun

001

Day

Day

Day

Day

Day

OFF

OFF

002

Night

Night

Night

Night

Night

OFF

OFF

Pattern B


Week

Mon

Tue

Wed

Thu

Fri

Sat

Sun

001

Night

Night

Night

Night

Night

OFF

OFF

002

Day

Day

Day

Day

Day

OFF

OFF

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


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

For pattern A, ref point in PWS = 001; 


For pattern B, ref point in PWS = 008.

Generation of WSRs


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


Please follow the below path for generation of WSR.


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


The below screen comes up.

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


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


The generated WSR is saved in Table T552A.


Every time that you add, delete, change or update a public holiday in a calendar, you would need to generate all the impacted WSRs for the given months for which the change has been made.


Sometimes there may be a need to change the generated DWS for a particular day. Let us say that the employees are working 5 days 2 OFFs in shift 9 am – 6 pm from Mon – Sun on a particular WSR.


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


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

Infotype 0007


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

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


Time Management Status   –        Specifies the time management status for the employee which goes on to determine whether time evaluation happens or not and if it is positive or negative time evaluation. You can default time management status using feature TMSTA.


Working Week                  –        In some clients, the start of week can be different compared to the standard and the start of week can also be dependent on timings. In such cases, we need this concept of working week to specify the start and end of the week. Working week concept in standard SAP is used for weekly overtime calculation in sub schema TW30 in time schema TM04. You can default working week using feature WWEEK.


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


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


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


Please refer the below screenshot.


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


What do we do if an employee works 60% by working 8 hours from Mon-Wed and OFF from Thu to Sun?


In such a scenario, we create a part time WSR like a full time WSR and then use capacity utilization field in IT0008 to capture 60% utilization.


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


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


Warm regards,

Vivek Barnwal.


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128 Comments

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  1. Abhayadeep Singh

    Hi Vivek,

    Let me thank you for going through all the trouble to put up such a extensive document. It is really helpful to get a overall understanding of how each pieces of time mgmt work.

    I might though need your help in implementing one of the following scenario.

    Client wants employees to work half day before every public holiday ( holiday class 1 ) In .

    I am trying to create a variant of Normal ( 5days X 8hrs ) WS by following rule.

    Rule   No    Holiday Class        Holiday Class ( Next Day )    Day            Variant

    AA     01     XXXXXXXXXX      _X__________                      XXXXX__    C

    Above rule is good to replace WS with variant (reduced hour) if holiday is falling between Tuesday to Thursday.

    What i am unable to implement is when Holiday falls on Monday and I want WS to reflect half day on Friday.

    Appreciate if you can review and let me know how to implement this scenario.

    Thanks

    Abhay

    (0) 
  2. preet k

    Hi Vivek, that’s a real good document, can see a lot of hard work in putting this together.

    I could exactly find the solution in here, I was looking for. Thanks and keep up the good work. This is really helpful.

    (0) 
  3. Clea G.

    Hello Viviek, thanks a lot for this paper

    i have one question though

    if an employee is assigned a WSR of 28h and is working 28h then the employee % is set ot 100% although the employee is not doing a full time job ; so my question is should we then set the flag to part time or not ?

    should  the capacity utilization level set to 100% just like the emplo %  or 70% ?

    thanks for your feedback

    corinne

    (0) 
    1. Vivek Barnwal Post author

      Hi Corinne,

      The employment % will be 100%. However the capacity utilization will be 70% assuming that employees work 40 hours per week.You don’t need to check part time check box in this scenario.

      Thanks and regards,

      Vivek Barnwal

      (0) 

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