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Author's profile photo Ram Dodda

SuccessFactors Employee Central Time Sheet and Time Valuation

Time Sheet is a new feature in Employee Central to allow salaried and hourly employees to enter the over time or working time directly in EC.  This feature greatly help customers to track the employee working hours in the same system instead of using third party system for tracking the attendance hours.

Key Features


  • Time Sheet shows the work schedule for a week, public holidays, and the employee’s absences and configured totals for example overtime hours, recorded hours etc.
  • It is possible to configure an approval workflow for time sheets, approver can approve or decline the whole weekly time sheet.
  • EC time valuation engine supports to include rules to calculate overtime based on either daily recorded hours or on whole week recorded hours.   Time valuation framework has been designed in such a way that complex rules can also be setup in very easy manner.

Example:   If the customer has requirement to pay a different premium for the first 2 hours overtime and different premium for remaining overtime hours.

Understand the Time Sheet

  • By default time sheet shows the current week work schedule as per the system date and highlights today entry (refer 1  ).  If there is any public holiday with in the current week then the day would be marked with “*” and holiday name is visible on hovering.
  • Hours can be entered using graphical bar(scrolling mode) or  using hours and minutes input box (refer 2)
  • Partial hours can also be entered for any given date (refer  3)
  • It is possible to add multiple attendance types for same day.  For example 4 hours Attendance and 4 hours Onsite can be entered on same day (refer 4).
  • Shows total number of hours recorded, total over time hours, total public holiday hours, total paid absence hours, total unpaid absence hours etc. (refer 5).

 


1 . Scenarios covered by Time Sheet


Time Sheet mainly covers 2 scenarios.


  • Overtime recording of salaried employees (overtime recording)

          Salaried employees only record hours worked in excess of their regular work schedule in a weekly time sheet. The system then  calculates           overtime hours according to configured business rules. For example on a given day  an employee works two hours more than the scheduled working           time,  in this case employee record only those two hours. The system calculates all hours entered as overtime. 

  • Working time recording for hourly employees (positive time recording)

Hourly employees enter all hours worked in a weekly time sheet. The system then calculates hours and overtime hours.

2 . Prerequisites to implement Time Sheet

Enabling and basic configuration of Time Off (work schedules, holiday calendars, and time profile) is mandatory before you can run Time Sheet.


3 . Which objects are required to be created to make it work?

In order to make time sheet work, certain objects have to be created and they must be linked each other.  Let’s have a look at the required components.

  • Holiday Calendar: Holiday calendar groups public holidays applicable for different countries.

         

  • Work Schedule:  Defines the employee’s working pattern. Does the employee work full time or part time? Which days of the week does he or she work?

         

  • Time Profile:   Time Profile specifies which absence types the employee is entitled to take and which attendance types are applicable for employees.  We can also define the main attendance type which acts as a default attendance type while filling the hours in time sheet (Employee don’t have to choose attendance type while filling time sheet as long as he is charging time against default attendance type).

         

  • Time Type: Time Types are classified as either attendance or absence types, and they can be created to track time either in hourly format or in day format.   It is possible to create different time types for different countries.

         

  • Time Type Group: Time Type Group combines different time types together. Based on the assigned time category ,  it can act as either input or output in time valuation.  Below table explains different possible time type groups.

Time Type Group Name

Time Category

Purpose

Time Types

Paid Absences

Paid Absences

This Time Type Group can act as input for time valuation engine, and passes paid absence hours as an input.

Can assign any absence time types to this time type group.

Public Holidays

Paid Holidays

This Time Type Group can act as input for time valuation engine, and passes paid holiday hours as a input.

Time Types can’t be assigned to this category.

Recorded Hours

Recorded Working Time

This Time Type Group can act as input for time valuation engine, and passes recorded working hours as an input.

Can assign any attendance time types to this time type group.

Overtime

Calculated Time

This Time Type Group can act as output for time valuation engine, and outputs the overtime hours based on configured rules.

Time Types can’t be assigned to this category.

         

  • Time Valuation:

Time valuation is the process of evaluating the input hours from different sources (recorded hours, public holidays, paid absences) and generating the output hours (overtime hours).

         

         

4)Assign Time Recording Profiles to Employees

          Assign Time recoding profile to an employee under job information.


    

5)Integration with Payroll

          Time valuation result must be sent to payroll system in order to pay employees based on their recorded times.  There are two ways to send the results           to   payroll system.

  • Manual:

You can extract data from the Time Sheet solution using MDF OData API technology. The OData APIs of Employee Timesheet and EmployeeTimeValuationResult MDF entities allow the data transfer of time valuation results (like regular paid hours, overtime hours, overtime hours with premium, and so on) to payroll systems.


  • Middleware:

          You can use BOOMI middleware to extract the time valuation results you want and replicate it in Payroll..


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      Author's profile photo Jarret Pazahanick
      Jarret Pazahanick

      Good job with this.  Have you helped a customer deploy the above scenario as if they were pretty bleeding edge given how much functionality they used.

      Author's profile photo Ram Dodda
      Ram Dodda
      Blog Post Author

      Hi Jarret,

      Thanks for your comment. 

      As Time Sheet is pretty new functionality , I have just deployed in sand box and it seems to be working smoothly so far.

      Author's profile photo Former Member
      Former Member

      Well written Ram, it it nice to have new people helping the community understand the latest funationality,

      HI Jarrett   are you attending HR2015? If so. I can introduce you to Ram, cheers Paul

      Author's profile photo Ram Dodda
      Ram Dodda
      Blog Post Author

      Thank you Paul.

      Author's profile photo Former Member
      Former Member

      Hi Ram,

      I'm SAP HCM Consultant and would like to make my foray into success factor.

      Please suggest

      Author's profile photo Jarret Pazahanick
      Jarret Pazahanick

      Thanks for the offer Paul and unfortunately due to client commitments will not be able to attend HR2015 this year.

      Rakhi - Have you watched these?

      Becoming an HCM SaaS Consultant - With Marson and Pazahanick - YouTube

      Becoming a SuccessFactors SaaS Consultant - the Deeper Dive - YouTube

      Author's profile photo Terry Eisenmenger
      Terry Eisenmenger

      Great write-up, great "demo", and very timely ---

      Author's profile photo Ram Dodda
      Ram Dodda
      Blog Post Author

      Thanks Terry for your positive feedback.

      Author's profile photo Luke Marson
      Luke Marson

      Good blog Ram.

      Author's profile photo Ram Dodda
      Ram Dodda
      Blog Post Author

      Thank you Luke.

      Author's profile photo Former Member
      Former Member

      Thank you for share! great blog

      Author's profile photo Ram Dodda
      Ram Dodda
      Blog Post Author

      Thanks  Renan.

      Author's profile photo Former Member
      Former Member

      Great Job. Seems like same logic as the SAP CATS functionality. Just to be clear here Payroll part we are considering the SAP HCM Payroll right? Can you provide any information on Success Factors Payroll?

      Thanks,

      Neha

      Author's profile photo Ram Dodda
      Ram Dodda
      Blog Post Author

      Thanks Neha.

      Time Valuation results can be sent to either SAP on-premises payroll or  EC Payroll or third party payroll systems.

      EC Payroll  is nothing but SAP HCM payroll hosted by SAP on cloud.

      Author's profile photo Former Member
      Former Member

      Can you tell me how this is done to send it to a third party payroll?

      Author's profile photo Former Member
      Former Member

      Hi Ram,

      Very Informative. Thank you so much

      Currently we are using HCI as middle-ware for integration of EC data, so in this case, can I use ODATA API for sending time valuation results to a third party payroll (not a SAP product) . Is there is a limitation for payroll time sheet if we are using HCI.

      And also can you suggest, is it better to use payroll timesheet or set up a separate MDF for storing overtime results and sending it to a third-party payroll.

      Waiting for your valuable inputs.

      Β 

      Regards,

      Srikanth.

      Β 

      Author's profile photo Luke Marson
      Luke Marson

      It is both SAP ERP Payroll and Employee Central Payroll, since they use the same packaged integration.

      Author's profile photo Former Member
      Former Member

      Thanks Ram for sharing information on much awaited time sheeting functionality!!

      Author's profile photo Ram Dodda
      Ram Dodda
      Blog Post Author

      Thanks Abhayadeep for your positive feedback.

      Author's profile photo Former Member
      Former Member

      Good blog Ram...

      keep it up... πŸ™‚

      Author's profile photo Ram Dodda
      Ram Dodda
      Blog Post Author

      Thank you Chandra.

      Author's profile photo Former Member
      Former Member

      Thank you for sharing it Ram. Can you tell me if this can also handle leave carry forward and financial remuneration of absence entitlements.

      Author's profile photo Ram Dodda
      Ram Dodda
      Blog Post Author

      Hi Arpit,

      Thanks for your feedback.

      EC Time Off (Tracking the absences )  has period-end processing  feature to carry forward the leave balances to next period . Remuneration part is typically handled in payroll side.

      Author's profile photo Stephen Burr
      Stephen Burr

      Ram,

      Thanks for sharing the clear explanation.  I wondered if you were going to explain a little more about integration to a SAP Payroll and also a comparison of Workforce Software's 3rd party offering.  Maybe next time πŸ™‚

      For readers, note there is also an Implementation guide available from SAP (S-User required): https://websmp103.sap-ag.de/~sapidb/012002523100019569172014E

      (accessed via SuccessFactors HCM Suite section on SAP Help).

      Regards,

      Stephen

      Author's profile photo Ram Dodda
      Ram Dodda
      Blog Post Author

      Hi Stephan,

      Thanks for your positive feedback. I will try my best to cover integration with payroll in my future blogs.

      Author's profile photo Paul Meredith
      Paul Meredith

      Stephen - thanks for including the link to my team's documentation. You beat me to the punch. πŸ™‚ Payroll Integration information (and much more) is also available here: https://websmp208.sap-ag.de/ec-ondemand.

      Cheers,

      Paul

      Author's profile photo Former Member
      Former Member

      will this product be the time evaluation equivalent in the cloud? what about 3rd party of workforce and kronos. should client wait for complete functionality?

      Author's profile photo Ram Dodda
      Ram Dodda
      Blog Post Author

      Hi Howard,

      As of now Time Sheet is new functionality and is best suitable for the clients with basic customization.  At this moment I can't  say this feature is fully equivalent to Kronos or Wokforce in terms of  available features , but given SAP investment in this area it would be a complete cloud based solution with majority of the features in coming releases.

      Author's profile photo Former Member
      Former Member

      Hi Ram,

      Thanks for sharing the valuable information. Your blog has explained the time sheet functionality in a very simple and precise way. Is it possible to limit the attendance types basing on the sub region of the employee apart from limiting them to country ?

      Thanks,

      Girish

      Author's profile photo Ram Dodda
      Ram Dodda
      Blog Post Author

      Hi Girish,

      Thanks for your feedback.

      If you have requirement to assign specific attendance types based on the region then create time recording profiles based on the region and assign required attendance types to time recording profile.  At the end  time recording profile  assigned to the employee determines what are the allowed attendance types for that employee .

      Hope that helps.

      Author's profile photo Former Member
      Former Member

      Good Job Ram !! I also tried the basic functionality in sandbox and its cool. It looks much simpler to me as compared to SAP HCM Time configuration. Any idea how move-able holidays are configured, I presume we have to just create a new holiday with a new date.

      Thanks for sharing this!!

      Author's profile photo Ram Dodda
      Ram Dodda
      Blog Post Author

      Hi Michael,

      Thanks for your feedback  and I am glad that you are able to configure the functionality.

      Regarding  movable holidays , yes your assumption is correct , we have to assign the date to holiday in holiday calender.

      Author's profile photo Former Member
      Former Member

      Thanks Ram.

      Michael

      Author's profile photo Former Member
      Former Member

      Thanks for your valuable information. Good job.

      Author's profile photo Ram Dodda
      Ram Dodda
      Blog Post Author

      Thanks Ashok.

      Author's profile photo Lei Jia
      Lei Jia

      Good Blog, Ram πŸ˜€

      I'm just a beginner in SAP HCM.

      Thanks for your sharing~ πŸ˜†

      Author's profile photo Luke Marson
      Luke Marson

      I just quickly configured a proof of concept for a customer on how time sheet might look for a Professional Services organization. I thought I'd post a quick screenshot below. Of course, the Non-Billable component could be removed so just to show the project hours.

      Time Sheet for PS orgs.PNG

      Author's profile photo Luke Marson
      Luke Marson

      Here's a demo of the Time Sheet functionality:

      Time Sheet in SuccessFactors Employee Central: demonstration

      Author's profile photo Former Member
      Former Member

      Great post Ram!! EC Timesheet being a fairly new functionality, your post is very helpful.

      Nice to see you on SCN .. are you seeing adoption of EC Timesheet by large companies?

      Author's profile photo Ram Dodda
      Ram Dodda
      Blog Post Author

      Thanks Jay.

      Author's profile photo Former Member
      Former Member

      Good blog Ram!! Very informative and clearly explained.

      Author's profile photo Ram Dodda
      Ram Dodda
      Blog Post Author

      Thanks Pradeep.

      Author's profile photo Former Member
      Former Member

      Hi

      Thanks for the great entry and the explanations.

      I tried to implement the same in the sandbox but I'm struggling as I don't have the field 'Classification' when I try to add a new Time Type.

      Any idea anyone?

      Many thanks,

      Andreas

      Author's profile photo Ram Dodda
      Ram Dodda
      Blog Post Author

      Hi Andreas,

      Change the visibility of field "category"  in  object Time Type  to "Editable"   .  This can be done through configure object definition.

      Author's profile photo Former Member
      Former Member

      Hi Ram,

      can we import/Upload "employee working hours" data?

      regards,

      hilmawan

      Author's profile photo Luke Marson
      Luke Marson

      Yes, that should be possible using CSV or OData API.

      Author's profile photo Former Member
      Former Member

      thx luke

      Author's profile photo Ram Dodda
      Ram Dodda
      Blog Post Author

      Hi Hilmawan,

      Yes , you can upload the hours using CSV files, below 3 GO objects must be imported and relation must be maintained between each object.

      1)Employe Time                        -  This is used to upload the hours for each day

      2)Employee Time Sheet            - This is used to  group the days, generally to specify                                                       start date  and end date of the week.

      3)Employee Time Sheet -Time Entry  - This is used to link Employee Time and Employee                                                                  Time  Sheet objects .

      While importing the files , it is  also possible to specify whether  time sheet should be imported in draft mode or in submit mode,    and also possible to specify the status of the time sheet( Pending or Approved from workflow perspective) .

      Thanks

      Ram

      Author's profile photo Former Member
      Former Member

      thx alot Ram πŸ™‚

      very detail answer

      Author's profile photo Former Member
      Former Member

      Hi Ram,

      Is Importing Employee Time Sheet feature available in any part of implementation guide?

      I am finding challenge in understanding the CSV file. Whether external codes are auto generated while importing?

      Thanks

      Vishwas

      Author's profile photo Paul Meredith
      Paul Meredith
      Author's profile photo Former Member
      Former Member

      Hi Ram,

      From your comment "  and also possible to specify the status of the time sheet( Pending or Approved from workflow perspective) ."  so while importing, in which import should we specify it? What is the file name?

      Please help me in providing above information.

      Author's profile photo Ajitha Garapati
      Ajitha Garapati

      One of the customers is asking to integrate Employees' Time calendar with Outlook calendar.  Is it possible though.   I see a feature on Provisioning - "Enable Outlook Integration".  Please advise if we have solution.

      Author's profile photo Luke Marson
      Luke Marson

      It is not possible as far as I know.

      Author's profile photo Ajitha Garapati
      Ajitha Garapati

      Thanks, Luke. 

      Author's profile photo Former Member
      Former Member

      THANK YOU SIR

      Author's profile photo Former Member
      Former Member

      Hi,

      I have few question on Time off functionality:

      Is positive time evaluation possible in EC time off. I think this functionality is not available. Please confirm.

      But I do believe that for Payroll time sheet we can record both positive and negative time but if time off is negative only then how does the EC Time sheet integrates with EC time off and EC payroll

      If EC time off and EC payroll are integrated then where would you evaluate the time in EC time off Or EC payroll.

      Cheers

      Raj

      Author's profile photo Ram Dodda
      Ram Dodda
      Blog Post Author

      Hi Rajeev,

      Time Off in EC is basically to record absences (Paid and Unpaid), and we don't have any classification such as Positive or Negative in EC Time Off.  

      From Time Sheet perspective yes you are correct we have positive time recording method. If Integration with EC Payroll is in place, then absences are recorded in  EC Time Off and attendances are recorded in EC Time Sheet.  EC time valuation generates time valuation results, which would be integrated with EC Payroll.

      Author's profile photo Former Member
      Former Member

      Hello Ram,

      I am trying to create a Time Type in my sandbox environment.  The classification is defaulted to "Absence" but there is no way to change it to "Attendance".  It is greyed out. See below.

      Cheers,

      Joetime type screen shot.jpg

      Author's profile photo Ram Dodda
      Ram Dodda
      Blog Post Author

      Hi Joseph,

      Change the visibility of field "category"  in  object Time Type  to "Editable"   .  This can be done through configure object definition.

      Author's profile photo Former Member
      Former Member

      Hi Ram

      Thanks and appreciate the detailed article. I would like to check with you regarding some Period end processing issues. How can I do that with you?

      Thanks

      Author's profile photo Ram Dodda
      Ram Dodda
      Blog Post Author

      Thank you.  Drop me an email with details.

      Author's profile photo Former Member
      Former Member

      Hi Ram

      Should I put it here in this chain or how do I mail you one to one.

      Thanks

      Author's profile photo Former Member
      Former Member

      Dear Ram,


      Can we integrate EC time off functionality with third party software (time machine)  for employee 'punch in' and 'punch out' time stamp.


      As we have client requirement they want integrate with third party software for EC time off.

      Would like to know is this Time off functionality is matured enough and can be suggested  to client for implementation.


      Regards,

      Rajesh

      Author's profile photo Former Member
      Former Member

      Hi Ram,

      I have configured the period end processing rule(carry forward with limit) as per the instructions given in the implementation guide.I have set the "No automation" option in the Time Account Type so I have created the accrual, account creation and period end processing calendars manually but when I go to "Manage time Off from Employee Files, I am not seeing the leaves carried forward to the next year.

      I have done the following -

      1). I have created an accrual rule to generate 2 days leave per month for an employee, it is working as expected and when I set the date as 12/31/2016 in "Manage time Off" I am able to see 24 leaves.

      2). I have created the PEP rule with carry forward limit set to 10 days and I have written the rule as per the implementation guide and I have assigned this rule to the Time Account Type.

      3). I have generated calendars for accrual, account accrual and period end processing.

      4). For the testing part, my expectation is if i set the date as "01/01/2017" for that employee, I should see the accrued quota of 2 days + the carried forward balance of 10 days for 2016 year so in total 12 leaves should be reflected but this is not happening and balance of 2 days is only reflected.

      I have few queries on this -

      1) Where and how should I test the PEP scenario? Should the carried forward leaves appear on the Manage Time Off section of Employee Profile or some where else?

      2). The Steps to test are not mentioned in any of the implementation guides nor user guides. How to test this scenario? Is my understanding correct on the testing part?

      Could you please help me with this?

      Thanks in advance,

      Shreshta.

      Author's profile photo Former Member
      Former Member

      Hi Shreshta,

      The PEP should be tested in a sequence:

      - First run time account for the new year e.g. 01/01/2016

      - Than do the PEP for 2015 --> start/end date 12/31/2015

      The carry over amount e.g 10 day's should be booked on the new Time account 01/01/2016 and in the Time account section you find the PEP booking with a deduction of -10 days.

      - Accordingly create accrual for 2016.


      In the Time account section you can view the generation of PEP and new Account like this:

      PEP example.PNG



      Hope this helps a bit.


      KR,

      Latifa


      Author's profile photo Former Member
      Former Member

      Thankyou Latifa for providing this solution. I tried to follow the same steps but I couldn't see the results as expected. I have sent the detailed steps in mail to you. If possible, Could you please check and advise on the corrections I may have to make?

      Thanks,

      Shreshta.

      Author's profile photo Former Member
      Former Member

      Good blog Ram. thanks for sharing useful information.

      We are currently using EC and contemplating on using EC Payroll Timesheet. However there are few clarifications we would need before even going for proper evaluation of EC Payroll timesheet -

      1. Can we have business rules (validation and on save rules) within EC Payroll timesheet - for eg to verify if number of hours entered is not less than expected weekly hours in employee job info or that certain time types are allowed only during specified time period like between 8 PM and midnight
      2. Can we have error and warning messages in timesheet based on certain rules
      3. Can we define different time types for overtime and let them be entered manually

      Appreciate if you could share any information on above.

      Best Regards

      Sushant

      Author's profile photo Former Member
      Former Member

      Hi Ram,

      I am required to implement EC Timesheets in my clients system but they currently maintain two 3rd Party Payroll systems for two separate locations (ADP and Chris21). My question is; if this is the case do I need to select 'Yes' for the Time Pay Type when setting up Time Type Groups? Because I obviously don't want it to replicate in EC Payroll as it will not be active and I don't want errors

      Kind Regards,

      Stacey

      Author's profile photo Former Member
      Former Member

      Hi Ram,

      I have a question. We are implementing EC Time Off and nowadays we work in SAP. It is posible to manage absences in SAP and integrate it with Successfactors automatically? I know that is posible in the other direction but the idea is that not all the users could request absences from Time Off but they should view them.

      Thak you very much for your attention.

      Best Regards

      Author's profile photo Former Member
      Former Member

      Hi Ram

      This  is a great explanation which really helped in my project  i am facing some issues while writing the rules in Time off Could you please steer me on the same please find the below  scenarios

      1)New Hires: 0.83 days/month from 90 days after hire date to end of year max of 7.5 days. Total granted on hire date.  For the vacation leave


      2) Termination = current year balance + accrued for next year at next year’s entitlement   for the vacation leave




      Period End Processing for Vacation Leave


      5 Days Max

      Available for 3 months

      California: No maximum

      Author's profile photo Soumyajit Roy
      Soumyajit Roy

      Pretty much what we have in the handbook. Nevertheless well summarized.

      Author's profile photo Former Member
      Former Member

      Hi Ram,

      Nice Article.

      I have a scenario, where employee will be booking his time depending on projects with different project managers. then respective project managers needs to approve the time sheet.

      How it can be achieved..

      Regards,

      SriKiran

      Author's profile photo Ram Dodda
      Ram Dodda
      Blog Post Author

      Hi SriKiran,

      I don't think that is possible at the moment . We can dynamically trigger the workflow, but can't split the time sheet for approval from different managers.

      Thanks

      Ram

      Author's profile photo Former Member
      Former Member

      Hello Ram,

      I have a requirement to add a popup message that an employee submitting a time sheet will see.  It will popup a message will say "by submitting this time sheet, I agree that I am submitting all hours worked for the time period.".  The employee would then click an "agree" button.  At that point, the time sheet would be officially submitted to workflow.  Is this possible?

      Best regards,

      Joe Earley

      Author's profile photo Former Member
      Former Member

      Hello Ram,

      Does the timesheet allow for integration to Compensation? I require the overtime hours for non exempt employees.

      Thank you,

      Sam

      Author's profile photo Former Member
      Former Member

      Hello Ram,

      In timesheet, can we have auto-approval ? Once, excel is uploaded can we have auto-approved timesheet?

      Author's profile photo Former Member
      Former Member

      Hi everyone,

      This session is really helpful. Can someone help me with a query related to the same topic please? We have tried importing the data using externalsegment and was successful when we have given the duration as 9 or 8 hours. But, facing some challenges to upload β€œstart” and β€œend” times. Can you please let me know which template has to be used for start and end time upload and how?

       

      Thank you so much in advance

      Vijay

       

      Author's profile photo Abhineet Arora
      Abhineet Arora

      Hi all,

      How can i use Time valuation so that an employee cant submit a timesheet unless either an absence or attendance is recorded in the working days?

      Please help!!

      Author's profile photo Hiren Patel
      Hiren Patel

      Hi All,

       

      I have a query,

      Late coming to be considered if Punched after 15min of schedule shift start time.
      Every 3rd late coming in a month shall be considered as a Half day.
      For Example:

      Date In Time Remarks
      20-07-2020 09:17 Full Present
      21-07-2020 09:20 Full Present
      22-07-2020 09:25 Half Day Absent
      23-07-2020 09:18 Full Present
      24-07-2020 09:17 Full Present
      25-07-2020 09:16 Half Day Absent

      can this be possible ?