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Author's profile photo Soumyajit Roy
Soumyajit Roy
May 11, 2018 Less than a 1 minute read

Configure reminder alerts for Time-Sheets saved in draft for EC payroll time-sheet

The content of this blog is under revision. I am working on amending changes in the configuration because of new functionalities introduced in the EC timesheet product. I will soon publish the revised content. Thanks for your understanding and co-operation.

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      Author's profile photo Christopher Orilogbon
      Christopher Orilogbon

      Thanks for the write up Soumyajit! It's very useful.

      Author's profile photo Soumyajit Roy
      Soumyajit Roy
      Blog Post Author

      Thanks Chris,

       

      I am happy that it helps.

       

      Thanks and regards,

      Soumyajit

      Author's profile photo Niranjan Ghosh
      Niranjan Ghosh

      Very Interesting Soumyajit. I am glad that we have worked together in past. Congrats for your first blog and keep going the good work.

       

      Regards,

      Niranjan Ghosh

       

      Author's profile photo Soumyajit Roy
      Soumyajit Roy
      Blog Post Author

      Thanks Niranjan.

      Glad to see your comment :).

      Regards,

      Soumyajit

      Author's profile photo Jean Cindy Gorospe
      Jean Cindy Gorospe

      Hi Sir!

      We're actually in the middle of our implementation of Employee Central and we parked the Time Off/Time sheet module in the project because based on initial diagnosis, Time sheet is not sufficient for our business requirements. I have two questions re: the article above:

       

      1. After receiving a notification about their time sheet, can employees file a log in/log out entry in case they have days that they rendered official business outside of the office or forgot to simply use biometrics?
      2. Can the time off balances pick up the tenure of the employee (e.g. an employee who is more than 5 yrs of tenure has a 2.0 multiplier for time off accrual)? 🙂

      Would appreciate any replies from anybody 🙂

      Author's profile photo Soumyajit Roy
      Soumyajit Roy
      Blog Post Author

      Hi Jean,

      Sorry for the late response.

      I read through your requirements. EC Timesheet as a product  is getting matured release after release and its very sad to hear that you have parked the implementation. Now to your requirements:

      1. I think the employees can use the attendance types to record the time in the timesheet in case they forgot the biometrics or offsite work. EC Timesheet also supports importing data from the time collectors. Request you to look into the implementation guide available in help.sap.com for further details.
      2. I think this is a case of seniority-based accrual scenario. Seniority-based accruals are supported in the standard. Here also I would recommend you take a look at the implementation guide section 11.6  "Accrual Lookup By Seniority".
      3. https://help.sap.com/doc/5305967051ad42f49bb6d1af6c4bd247/1805/en-US/SuccessFactors_Employee_Central_Time_Off.pdf

       

      I hope this helps.

      Thanks and regards,

      Soumyajit

       

      Author's profile photo Cindy Lumbert
      Cindy Lumbert

       

      Hi Soumyajit,

      Thank you for the excellent information. I have a similar requirement and have walked through your steps very easily. The only point that I am stuck on is defining when the alert will go out. My requirement is to send the notification every Monday until the status has changed to 'Approved'. It appears that the 'Alert Due Date' in the Trigger MDF Alert Event in the Business Rule defines when the alert will be generated. I don't see any option to define a recurring date (ie. every Monday).

      Is your notification really going out periodically? Or just once on the Time Sheet End Date?

      Thank you,

      Cindy

      Author's profile photo Soumyajit Roy
      Soumyajit Roy
      Blog Post Author

      Hi Cindy,

      Thanks for your comment.

      2 things can be done for your requirement:

      1. You can schedule the EC Alerts and notification job recurring every week starting on first monday post go-live. Pass the parameter "Alert Due Date" value as  "Today".
      2. Or else, Considering the weekly time sheet recording end-date is always Sunday.  you can use the date plus function to add 1 day to Employee Time Sheet. End Date and pass it as value to the "Alert Due Date Parameter".

      I think this should work. Do let me know your test results.

       

      Thanks and regards,

      Soumyajit

      Author's profile photo Rohit Verma
      Rohit Verma

      Dear Soumyajit,

       

      We are implementing Time off and Timesheet presently as Kronos not a best fit for our business model. We are the Customers.

      Excellent write up. Kudos!

      I have achieved other requirements following this blog. Other requirements which are achieved:

      1. Alerts and notification goes when a user time recording is less than half of the planning working time (derived from Workschedule) for that day.
      2. Alerts and notification goes when there is less than a certain number of hours recorded for the entire timesheet week.
      3. Alerts and notification goes when there is a timesheet entries saved.

      All these requirements are achieved and emails are being triggered. I can share the configurations that I have built. The only concern I have now is, these emails are triggered when there is a change made by admin/manager. However, when an employee makes any changes (save draft, records less than half of planned hours etc) to his/her timesheet entries, Email notifications do not trigger.

      Please help if I am missing out something in Workflow config. However, I have tried all permutations and combinations (context and relationship to approver) of workflow config, but none worked.

      Need help!

      Thank You,

      Rohit Verma

       

      Author's profile photo Soumyajit Roy
      Soumyajit Roy
      Blog Post Author

      Hi Rohit,

      In my opinion, the postsave rules are fired irrespective of the whether user is a manager/employee/hr admin. The post save rule should fire each time the timesheet weekly entry is edited and saved. The alert will also get registered to the alert queue and would be handled by scheduler between the successfull runs.

      I would like to see the business rule which triggers the alert. Do you see any errors in the monitor jobs?

       

      Thanks and regards,

      Soumyajit

      Author's profile photo Utkarsh Parikh
      Utkarsh Parikh

      Hi Rohit,

      Hope you are doing well!

      Can you please let me how did you resolve below requirement?

      Alerts and notification goes when a user time recording is less than half of the planning working time (derived from Workschedule) for previous day

      My requirement is to send alert notification employee if their previous day time sheet is totally not filled or partially filled and with short hours as well.

      Can you pl ease support?

      Regards,

      Utkarsh

      Author's profile photo Mohit Somani
      Mohit Somani

      Hello Soumyajit Roy

       

      Soumyajit Roy Thank you for this blog.

       

      Can this functionality be extended to send alerts who have not yet saved/submitted their timesheet. Above functionality is to send alert if someone has forgotten to submit the timesheet; after saving.

      Can we in some other way trigger notification/alerts if some one has not saved their timesheets?

       

      Regards,

      Mohit Somani

      Author's profile photo Soumyajit Roy
      Soumyajit Roy
      Blog Post Author

      Hi Mohit,

       

      Thanks for reaching out. It is not possible through the standard configuration. But reminders for unsubmitted timesheets can be done through custom iflows by Boomi or CPI. You can read the timesheet MDF object using the Odata APIs for missing records for a week and trigger email notifications to the user using a custom integration process in case there are no records for that week. Timesheets are saved on weekly basis in the MDF object.

      And it's an excellent product enhancement idea. Please put this in the influence portal.

       

      Thanks and regards,

      Roy

      Author's profile photo Noorjahan Shaik
      Noorjahan Shaik

      Hi Soumyajit,

      Thank You for detailed blog. After going through the blog and questions from others I wanted to clarify that we cannot have a reminder alert notification to employee on daily basis.

      Business Scenario: The attendance of employee is updated on daily basis through interface from 3rd party system. We need to send an alert to employee daily if there is nothing updated for previous day. (missing attendance without leave record).

      I assume that it is a system limitation. Kindly suggest if there is a possibility for this scenario

       

      Thanks and Regards,

      Noor

      Author's profile photo Nazia Shan
      Nazia Shan

      Hi Soumyajit,

      I am unable to view your blog, please share any other blog links if you have regarding the subject.

      Thanks,

      Author's profile photo Soumyajit Roy
      Soumyajit Roy
      Blog Post Author

      Hi Nazia,

      Appreciate your interest in this.

      This blog was a workaround for this scenario. New functionalities has been introduced in the timesheet product since this blog was published. Currently, I am working on amending changes. I will soon publish the revised content. Thanks for your understanding and co-operation in this regard.

       

      Thanks and regards,

      Roy

      Author's profile photo Utkarsh Parikh
      Utkarsh Parikh

      Dear Soumyajit,

      Can you please post this blog? I am looking for same requirements.

      Regards,

      Utkarsh