In this blogpost I shall try to provide an overview of the Recalculation feature in Employee Central Time Management which can take care of changes specific to employee time data ( e.g. Time-profile, work schedules, holiday calendar, attendance/absence etc.).
It is quite typical that the time management objects like work-schedule / time profile / absences of an employee can change due to both voluntary as well involuntary actions. Obviously this change shall have some impact in time management itself which might need some recalculation.
While writing the blogpost it is assumed that that time-off as well as time-sheet are already enabled along with related standard configurations.
As of Q2/2019, recalculation can be done for absences, time-sheet data and accruals.
Time data for an employee can change broadly in two scenarios:
- Change working pattern, holiday calendar, time profile & similar objects present in employee job information portlet.
- There is change in time-off structures themselves – e.g. the holiday calendar (that is assigned to an employee) has 2-3 additions of new holidays, the work schedule has some change in day/weekly patterns etc.
While for scenario 1 above, time management recalculation can trigger automatically, for scenario 2, the same has to be triggered manually. We shall discuss both the scenarios with examples but before that, it is important to know about the two important objects in EC Time Management which controls the recalculation process.
- Time Management Configuration object*. This object generally contains the time management settings.
- Time Management Recalculation Event Object* (TMRE) based on which the recalculation happens. Whenever a data change is triggered a TMRE object is created which does the calculation. There might be multiple TMRE objects created based on the nature of the change and these are created in chain.
*For Details one can check the related implementation guide: https://help.sap.com/doc/85e9160d8c29438b9594aeaebb01817c/1905/en-US/SF_EC_Time_Recalc_Admin.pdf
It was a typical client requirement which i shall try to explain below using a test employee. In one scenario the holiday calendar assigned to an employee in Job Information is updated with new holidays ( example of change in the Holiday Calendar object itself) while in the other scenario, the holiday calendar assigned to the employee in job information is replaced with a new one.( change in time-off structures for the employee ).
- A particular holiday calendar is updated new holidays. Now this holiday calendar is assigned to a user and we shall need to recalculate the absences. This is an example of manual recalculation since the change is in the object itself.
As we can see there is only 1 holiday in 2019
Now the employee applies a leave.
Since there is no holiday in July’2019 in the holiday calendar, hence 4 days absence is recorded above.
Now due to some legal referral / corporate policy update, there is some change in holiday calendar and new holidays are added in the month of July’2019 and during the period when the employee had already applied and approved absences.
So we can see that two holidays were added during the absence days of the employee. So there needs to be correction / recalculation of absence which shall have correction to the time account type as well.
As we can see below, the deduction is still 4 days.
Let us create a TMRE record for the same. Status should be “To be processed”
Now, we shall need to run the TLM Trigger Recalculation job, and check the details in Execution manager.
Let’s check the Time profile for the employee again.
It can be observed that the 2 holidays within his/her absence period are now accounted for and his/her absence days are reduced to 2 days. The associated time account is also updated.
This is an example for manual recalculation.
- Let’s say that employee is assigned a new holiday calendar in his/her job information portlet. So in this case, there is no change in the characteristics of the holiday calendar object itself. It is change in time related information (holiday calendar) in the job information of the employee. So this is an example of auto recalculation. We take the same employee as used in scenario 1 so that the feature can be easily understood.
Currently, the employee is assigned the below calendar:
And holidays are as below for 2019.
Effective July’2019, let’s say we assign a new holiday calendar:
So we have only 1day holiday in 2019. And there are no holidays in July 2019.
This change shall trigger an auto TMRE object creation and let’s check the Execution manager dashboard to know if any TLM Trigger job is processed.
Now let’s check the Time Information of the employee.
We can see that again the absence days have been updated as 4 days and system has done this automatically w/o manual intervention. Time Account is also updated accordingly.
Above is an example for automatic recalculation.
This was just an example to showcase the recalculation process in EC Time Off using the Holiday Calendar object.
More details related to the recalculation feature can be found in the associated implementation guide which I have already mentioned at the beginning.