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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).

         

         

  • Input Time Type Group:

Input Time Type Group is the group providing input hours to Time Valuation engine, you must specify all groups which should be considered. For example, recorded hours, public holidays, and paid absences. 

  • Time Type Group Below:

Enter a time type group here that is used as output time type group for the time valuation results up to the given threshold value.

Example:  Employee should get same hourly rate as the base rate for the first 2 hours overtime and should get higher hourly rate for the remaining overtime hours.  

Standard working hours as per work schedule    = 8 hours

Recorded working hours                                   = 13 hours

Overtime = 5 hours

In this case employee gets normal hourly rate for the first 2 hours and higher hourly rate for the last 3 hours.

Time Type Group Below stores first 2 hours overtime.

  • Time Type Group Above:

Enter a time type group here that is used as output time type group for the time valuation results above the given threshold value.

As per the example above Time Type Group Above stores last 3 hours overtime.

  • Valuation Method:

Valuation method defines the basis on which the input time data is valuated, for example if overtime is calculated on a daily or weekly basis.

  • Time Recording Profile:

                             Time Recoding Profile specifies the time recording method, time valuation and workflow to be used.


    

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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76 Comments

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    1. Ram Dodda 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.

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  1. Paul Fraser

    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

    (0) 
  2. Neha Sham Desai

    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

    (0) 
    1. Ram Dodda 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.

      (1) 
  3. Arpit Nigam

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

    (0) 
    1. Ram Dodda 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.

      (0) 
  4. 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

    (0) 
  5. Howard Marshall

    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?

    (0) 
    1. Ram Dodda 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.

      (0) 
  6. Reddy Girish

    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

    (0) 
    1. Ram Dodda 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.

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  7. Michael Fernandes

    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!!

    (0) 
    1. Ram Dodda 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.

      (0) 
  8. 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

    (0) 
  9. Jay Viswanathan

    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?

    (0) 
  10. Andreas Loser

    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

    (0) 
    1. Ram Dodda Post author

      Hi Andreas,

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

      (0) 
    1. Ram Dodda 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

      (0) 
      1. Vishwas Nanjundaswamy

        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

        (0) 
      2. Poonam Kumari

        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.

        (0) 
  11. 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.

    (0) 
  12. Rajeev chhabra

    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

    (0) 
    1. Ram Dodda 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.

      (0) 
  13. Joseph Earley

    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

    (0) 
    1. Ram Dodda Post author

      Hi Joseph,

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

      (0) 
      1. SAPKF J

        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

        (0) 
          1. Rajesh SAP

            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

            (0) 
  14. Shreshta Koneru

    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.

    (0) 
    1. Latifa van der Poel

      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


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      1. Shreshta Koneru

        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.

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  15. Sushant Pandey

    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

    (0) 
  16. Stacey Knoetze

    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

    (0) 
  17. Elvira Sanz Sevadilla

    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

    (0) 
  18. Giri k

    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

    (0) 
  19. Sri Kiran Kundurthi

    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

    (0) 
    1. Ram Dodda 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

      (0) 
  20. Joseph Earley

    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

    (0) 
  21. VIJAYKUMAR KANTAMANI

    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

     

    (0) 

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