Public Holiday Calendar and Work

Schedule Rules created by Vivek Barnwal on Feb 13, 2014 12:07 PM, last modified by Vivek Barnwal on Jun 6, 2014 9:47 AM

Version 5 inShare7

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.

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.

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.

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:

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:

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.

• 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:

• 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:

o Blank - Not a Public Holiday

o 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.

• 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.

• 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.

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.

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.

The below screen comes up:

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.

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.

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.

Let me display the calendar for the year 2014 by clicking on the Year display icon. The

below screen comes up.

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.

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.

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.

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.

• 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.

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:

• 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.

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:

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.

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)

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

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:

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.

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.

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.

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.

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.

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. Email: vianshu@gmail.com

All About DWS Variants created by Shruti Joshi on Jun 30, 2014 12:35 PM, last modified by Shruti Joshi on Jun 30, 2014 1:03 PM

Version 1 inShare

Recently when I posted my first document, there was a request that I should create something on DWS Variants. So here it is…

The primary focus of this document would be to understand the purpose and configuration of a DWS variant for a working day and absence. Also, we will see some examples to get a better understanding.

The Daily Work Schedule as the name suggests specifies how a single work day would be. Now in case there is a situation when work timings need to be different based on some condition such as a day before the public holiday then we would need a mechanism to be able to capture the same. In such a situation making a different DWS also would not be feasible as we would not know when the public holiday would occur in our roster. Another situation could be that, if we book an absence, then we do not want the standard working hours to be deducted for that day, instead we want only 50% of the hours to be deducted. A way of doing this is via the quota multiplier of the counting rule but that does not seem a feasible solution when you wish to apply this condition only for employees on some specific rosters. This is where DWS variants come to our rescue.

When we create a DWS variant, in simple terms it means creating another record with the same DWS and identifying it differently with a variant name. Along with this we would also need to configure a rule which would specify the condition under which this variant is to be selected. An example variant looks like is shown below:

You would specify the normal DWS on the main screen. The DWS Selection Rule plays an important role here as you would need to select the correct rule for which your variant should be processed.

Since DWS variant can be created for both working days and absences, these two types are differentiated by the “Record Type” in the DWS Selection Rule. Let’s see both of these in detail below.

DWS Variant Rules for Working Days

From the above explanation, we know that we need to create a rule to meet the condition for which we are creating the variant. The Record type for the DWS rule for working days would be 01. The rule is created in table V_T550X. The customizing path for the same is Time Management --> Work Schedules --> Daily Work Schedules --> Define Rules for Variants

Now let’s try to understand how to configure this rule:

Rule: Name of the Rule.

No: In case you want to create multiple conditions for the same rule, this is the sequence number for the same.

Holiday Class: Here you would see 10 positions from 0 to 9. Each position specifies a Holiday Class for the current day. Thus, the first position would mean Holiday Class 0, second position would mean Holiday Class 1 and so on. A ‘X’ on any particular position means that the rule is applicable for that particular Holiday Class. So let’s say if I have to create a rule when the Holiday Class for the current day is 2 then I would put a X on the third position.

HolClNextDay: This is similar to the previous field in its usage with the only difference that it is used to specify the Holiday Class on the previous day. X at any position would mean that the rule is applicable if the previous day had that particular holiday class. So if you want to create a variant rule for any day which is prior to a full day public holiday then in this field you would put a X on the second position which is for Holiday Class 1.

Day: This field has 7 positions, one for each day of the week starting Monday. X at any position would mean that the rule is applicable for that day of the week. So if you want to create a variant for Friday, you would have to put a X at the 5

th position.

Variant: This specifies the name that you give to the variant which would also be used in the DWS.

One thing which you should remember is that the rule is always configured for the current day being processed.

Let’s check some sample conditions/rules to understand this configuration.

Example 1: Employee would work 3 hours less than his usual working time one day prior to a public holiday falling on a Saturday.

Solution: As per the requirement, we need to create a variant for DWS when any public Holiday falls on Saturday. This implies that our current day should be a working day (Holiday Class 0), next day should be a public holiday (Hol Class 1-9) and the current day should be a Friday. So the rule would be configured as below:

This rule would be selected as the DWS Selection Rule for the mail DWS. Then a variant named A would be created which would have the planned working hours as 3 hours less as compared to other working days.

Example 2: Every Saturday should be a half working day.

Solution: This can be achieved in two ways. First is to create 2 different DWS – one for other weekdays and other for Saturday. Second is to create a DWS variant for Saturday. This variant would have the planned working hours as half of what is there for the other days. The rule would look like below:

DWS Variant Rules for Absences

Similar to the variants for working days, we can create variant rules for absences as well. The purpose of this variant would be to deduct different number of hours in case of an absence instead of deducting the usual planned working hours. For example, we have DWS having planned working hours as 9hrs. In the usual case if we book an absence it would deduct 9hrs itself. However, if we want to deduct only 8hours instead of 9, then we can create a DWS variant for absence. The record type for this variant rule would 02. The rule is created in table V_550X_B. The customizing path for the same is Time Management --> Time Data Recording and Administration --> Absences --> Absence Catalog -->Absence Counting --> Determine Daily Work Schedule Variants for Absence --> Determine Daily Work Schedule Variants for Absence.

The rule for absence is configured in the same way as for the working days, with the only difference of an additional column for Att/Abs Grouping.

The absence grouping would allow you to control which absence is the rule to be made applicable for. Each position specifies a grouping between 1 to 9, 1 being the first position and 9 being the last and a ‘X’ at any position means the rule is applicable for an absence with that grouping. Numbers 1 to 9 can be assigned to each absence in the table V_554S_O. This would allow the rule to be created only for some absences and out of all those which are available for the employee. Meaning of rest of the fields remains the same.

Example 1: Any absence booked one day prior to a public holiday should deduct 3 hours more than the planned working time.

Solution: From the requirement it is clear that the next day should be a public holiday and the rule is to be made applicable for all absence groupings. So the solution would be as below:

The variant would then be configured with planned working hours as 3 hours more than that for other days.

Example 2: Any absence booked on a Saturday should deduct 2 hours less than the planned hours for other days.

Solution: Here the only check that we would have to make is for the current day to be Saturday. So the solution looks like below:

This variant of this DWS would be configured with 2 hours less than the normal working hours.

Now that we have seen how the rule our configured, let’s take a quick look at how the DWS looks like along with its variants. The example below is a different one, not related to the rules we checked above.

Hope this document has been helpful in

Second Saturday as Half Day

Working in Time Evaluationcreated by Vivek Barnwal on Jul 26, 2014 1:58 PM, last modified by

Version 3 inShare3

Introduction

The idea of this knowledge artifact

SAP Community Network (SCN).

2ndSaturday of every month and

remain full day working.

Solution Design

in making you understand the concepts in deta

Second Saturday as Half Day

Working in Time Evaluation on Jul 26, 2014 1:58 PM, last modified by Vivek Barnwal on Jul 28, 2014 10:40 AM

artifact came from a question posted by another

(SCN). She wanted the system to dynamically

and make it half day working. Rest of the Saturdays

on Jul 28, 2014 10:40 AM

another consultant in

dynamically determine

Saturdays will

Let me first show you the DWS, PWS and WSR of the normal WSR to which the employee

will be assigned to.

V_T550A

DWS

As you can see from the above DWS, the working hours for the day are 8.75 hours.

Below is the DWS created for half day shift.

We also need a DWS called OFF for the off day.

V_T551A

Let me show you the PWS created for the given WSR.

You can see from above screenshot that Saturday is full day working.

V_T508A

The above WSR is getting generated from 02-Aug-2010 which is a Monday.

Let us define a PCR to achieve this solution. 2nd Saturday is always going to occur

between 08th and 14th of the month. Below is the PCR configured for this solution.

TCODE PE02

PCR ZT01 checks using VARSTREDAY if the date is 08, 09, 10, 11, 12, 13, 14 or any other

date. If it is any other date, it gets processed under **. If the date is 08, 09, 10, 11, 12,

13 or 14, PCR checks for 2nd Saturday using VARSTWEDAY. If the weekday is anything

other Saturday, it gets processed under *. If the weekday is Saturday, it replaces the

existing DWS D001 with DWS D002 using DAYPGD002.

Let us place this PCR in custom positive time schema ZT01 before function P2011. The

custom time schema is a copy of standard positive time schema TM00.

TCode PE01

I would recommend to replace the full day DWS with half day DWS before function P2011

so that function P2011 processes as per the half day DWS.

Let us now proceed to solution testing.

Solution Design

Let us first go through IT0007 and the generated DWS. The employee has been assigned

to WSR D0001-01 from 01-Aug-2013.

IT0007

Work Schedule

The work schedule shows that on 2nd Saturday, 10-Aug-13, the DWS is D001. This should

get replaced by DWS D002 dynamically in time evaluation on 10-Aug-13.

Let us run time evaluation using PT60 till 10-Aug-13.

PT60

The time evaluation gets successfully processed for 10 days.

Let us go through the processing of PCR ZT01 for 10-Aug-13 which is 2nd Saturday of the

month.

As per the above PCR processing, the DWS D001 is getting replaced by DWS D002 on

2ndSaturday, 10-Aug-13.

Let us now see the processing of function P2011.

P2011

As you can see in the screenshot above, DWS D002 has replaced DWS D001 and the

employee has to work only 4 hours on 10-Aug-2013, 2nd Saturday of the month. Also,

the Table TZP has got created as per DWS D002.

So here is the solution of Second Saturday as Half Day Working configured dynamically

and I come to the end of this knowledge artifact. Thank you for your patience to go

through this document. I hope this has been useful for you.

Thanks and regards,

Vivek Barnwal,

vianshu@gmail.com

If you are interested in other knowledge artifacts by me, please refer the below link:

Integration of Time Recording

Terminals with SAP R/3 created by Vivek Barnwal on Mar 16, 2014 7:55 PM, last modified by Vivek Barnwal on Jun 6, 2014 9:57 AM

Version 3 inShare

Introduction

In my opinion, the starting point for implementation of a positive time solution with time

events in SAP HR should be the time recording terminals and its capabilities. Some Time

Recording Terminals can record only clock in and clock out data. However, there are some

advanced ones where you can record your absences, attendances and offsite work too.

Time Recording Terminals can be SAP certified. What this means is that the vendor of

time recording system can get certification for their software to communicate with SAP

R/3. Hence, standard interfaces made available by SAP can be used for communication

with time recording system. When you are implementing positive time solution with time

events for any client, you should ask your client to check with the time recording system

vendor if the time recording terminals are SAP certified or not.

Let us understand the different method of integration between SAP R/3 and time

recording terminals.

Types of Integration

Quite often, the integration between time recording system and SAP R/3 requires a two

way interface. Below is a schematic representation of the integration.

SAP R/3 sends HR mini-master data to the time recording system for validation purposes

when the employee swipes at the time recording terminals. The time recording system

sends time events to SAP R/3 for evaluation purposes.

Below are the possible standard ways of integrating SAP R/3 with time recording system:

• HR PDC InterfaceThis method of integration between SAP R/3 and time recording terminals

involves a BAPI based interface and the data transfer takes place through ALE using

standard IDOCs (a standard file format with predefined fields). To use this method, we need

SAP certified time recording terminals. A custom BAPI can also be created if the time

recording terminals are not SAP certified.

• Communication Channel 1 (CC 1)transceiver based transfer and is the old method to transfer

data between SAP R/3 and time recording terminals. This also requires CC1 certified time

recording terminals. This method is not advisable to be used anymore.

• Sequential Files Method - This method is generally used when the time recording

terminals are not SAP certified. The time events can be uploaded to R/3 using report

RPTEUP10 from sequential files and the HR mini master records are downloaded to

sequential files to update the time recording systems using report RPTEDO00.

Let us discuss HR PDC Interface and Sequential Files Methods.

HR PDC Interface Method

Below is the process flow for data exchange between SAP R/3 and Time Recording

Terminals using HR PDC Interface.

Step 1: SAP R/3 downloads the HR mini master data to the time recording system

usingprogram RPTCC101. It will help to determine the employee id from the card id and

check permissibility for time event types (clock in/clock out, start of break, end of break

etc.) entered by the employee. The HR mini master will also be used for validation at the

time recording terminals during clock in and clock out. It is recommended to run this

program once in a day so that any new joiners or leavers get added to the list.

Step 2: The time event type groupings are downloaded using program RPTCC105 from SAP

R/3 to time recording terminals so that employees can record clock ins and clock outs

against the correct time event types (clock in/clock out, start of break, end of break etc.).

It is recommended to run this program once during go live and after that on need basis

whenever there is change in time event type groups.

Step 3: The upload of time events in SAP gets initiated by SAP using program RPTCC106 (HR

PDC – Download Upload Request for Time Events). The program downloads the upload request

for time events from SAP. On receiving the upload request, the time recording system

uploads the time events data to SAP R/3. The frequency of this depends on client

requirement – can vary from once a day to multiple times in a day. The personnel time

events are uploaded in SAP and stored in interface table CC1TEV.

Step 4: Finally, the time events in interface table CC1TEV are posted to TEVEN and NT1

tables using program SAPCDT45. On successful posting, the time events are deleted from

interface table CC1TEV. If the posting ends in error, the time events are again deleted

from interface table CC1TEV. Sometimes, the time events don’t get posted because the

personnel number may be locked and they remain in interface table to be picked up in the

next run of the program. It is recommended to run this program once every hour.

Step 5: SAP provides program RPAFRV00 to post process time events that didn’t get posted

to time management and ended in errors.

Below are the key data fields for HR PDC Interface:

HR Mini-Master IDOC

Time Event Types IDOC

Upload Request for Time Events Download IDOC

Time Events Upload IDOC

Sequential Files Method

Below is the process flow for data exchange between SAP R/3 and Time Recording

Terminals using sequential files.

Step 1: The report RPTEDO00 downloads the mini-master records of the selected employees

to a sequential file. The structure of the mini-master records is stored in table DWN01.

The system selects employees who are assigned to a subsystem grouping. The flat file is

placed in SAP Application Server and it is moved to time recording server using FTP.

Step 2: The time recording server can deposit the flat file into SAP Application Server using

FTP. The program RPTEUP10 picks up the flat file and uploads the data to IT2011.

Below are the file formats for download and upload programs:

Table DWN01

RPTEUP10 File Format

Our Solution for Client

The time recording terminals selected by our client were not SAP certified. Also, the time

recording terminals could only record clock in (P10) and clock out (P20) data. We decided

to use the sequential files method using outbound and inbound interfaces (SAP PI).

HR Mini-Master Download Program: We didn’t go for the standard download program

as we just needed to send data related to time recording id, employee number and

subsystem grouping. Hence, we developed a custom ABAP program for this purpose. The

custom download program will extract the HR mini-master data from infotype IT0050 into

a .txt file. The .txt file will be placed in a folder in SAP Application Server. This data will be

used for validation purposes when employee clocks in/clocks out at the time recording

terminals.

The first run will contain data for all employees. Subsequent runs will be only incremental

data – changed or additional data for employees. If there hasn’t been any change or new

data for an employee in IT0050, it doesn’t get sent in the daily run.

There may be a need to run the program for full load later on. Hence, we provided a

checkbox for Full Load. If the checkbox for Full Load is checked, the download program

will extract full data for active employees on that day. Otherwise, it will just extract

incremental data.

Also, the input screen for the program had two options in the form of radio buttons for

specifying the file download path:

• Download to local file

• Download to SAP Application Server

User would have to select one of the radio buttons to run the program.

The input screen also had a mandatory field to enter the company code. Based on the

company code entered, the program will download data from IT0050.

A background job program will be scheduled to run the download program once every night

to extract the HR mini-master data from IT0050 into a .txt file. The .txt file will be placed in

a folder in SAP Application Server. The .txt file will be picked up by outbound interface

program (SAP PI) and sent to time recording system application server. Once the .txt file is

successfully sent to time recording system application server, the file in SAP Application

Server is moved to archive folder.

HR Time Events Upload Program: SAP R/3 will receive time events .txt file from the time

recording system through an inbound interface. SAP PI will place this file in a specified

folder in SAP Application Server. If the time recording system agrees to provide the content

in SAP format, no conversions will be required to be done by SAP PI. Or else, conversion

logic will need to be put in place.

SAP provides a standard upload program RPTEUP10 to upload time events into interface

table CC1TEV. However, we were not able to use the standard upload program because of

the following reasons:

• It cannot delete a file after uploading its contents or move the file from one folder in SAP

Application Server to another folder for archiving. This functionality is needed so that once

the file content is uploaded into interface table CC1TEV; it is not picked up again in the next

run.

• Also, the standard program works in local file mode and not in sequential file mode. If we

try to upload the file from SAP Application Server using sequential file mode, it is not getting

picked up. This is due to an issue in the open dataset statement. Please refer

linkhttp://scn.sap.com/thread/1262043

• The standard program can’t append the date of entry, time of entry (system date and time)

and user id in the contents being uploaded into CC1TEV table.

For the above reasons, we had to clone the standard program into a custom Z program

and perform modifications as there was no enhancement point available to check whether

the standard function module was executed properly or not. The structure of file format

for program RPTEUP10 was retained without any changes.

A background job for this custom program will get initiated by a proxy program in SAP PI

the moment file gets placed in the specified folder in SAP Application Server. The

background job will upload the contents of the .txt file (received from time recording

system and available at a specified folder in SAP Application server) into interface table

CC1TEV.

The front end of the custom Z program was kept same as the standard program

RPTEUP10 and is shown below:

The output of the custom Z program was kept same as the standard program RPTEUP10

and is shown below:

HR Time Events Posting Program: After the file contents are uploaded into interface

table CC1TEV, the next step is to post the time events from the interface table CC1TEV into

TEVEN table. SAP provides a standard program SAPCDT45 to post time events from

interface table CC1TEV into TEVEN table. However, we were unable to use the standard

program because of the need to send email notification to the IT contact person in case of

errors encountered in posting the time events.

For the above reason, we had to clone the standard program into a custom Z program and

perform modifications into it so that it could send email notification to IT contact person if

the posting of time events resulted in errors. The email id of the IT contact person would be

maintained in a view maintainable custom Z table.

A background job program will be scheduled to run this custom posting program once every

hour to post the time events from CC1TEV interface table to TEVEN table.

All functionalities in the standard program were retained in the Z program too.

The front end of the custom Z program for posting time events was same as standard

program SAPCDT45 and is shown below:

The output of the custom Z program after posting run was same as that of standard

program SAPCDT45 and is shown below:

While exploring the possibilities of building the integration solution between SAP R/3 and

time recording system, I read at few places about building a custom ABAP program from

scratch. I would not recommend this approach and would advise to customize the

standard program RPTEUP10 so that we can leverage the file content structure put in

place by SAP. Also, the posting program of SAP has a lot of inbuilt validations which we

can leverage using this method.

Here, I come to the end of this knowledge artifact. Thanks for your patience to go

through this document. I hope this has been useful for you.

Warm regards,

Vivek Barnwal,

vianshu@gmail.com

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You can also refer to other knowledge artifacts created by me at the below link: