Time and Labor Management. SAP Business ByDesign

Transcription

1 SAP Business ByDesign

2 Table of Content 1 About this Document Purpose Reference System and Model Company Master and Organizational Data Business Process Tasks Define Planned Working Times Assign Individual Work Schedule to Employee (Temporary Change) Process Time Accounts Assign Time Account to Employee Maintain and Review a Period Closure Maintain a Time Account Record Employee Times Apply for Leave Request using Employee Self-Services Approve Employee Leave Request Edit Employee s Time Sheet Using Manager Self-Services Maintain an Employee Time Centrally Monitor and Review Recorded Times July 28,

3 1 About this Document 1.1 Purpose The objective of this business scenario document is to give you hands-on experience of running the chosen business processes in a realistic business environment using the SAP Business ByDesign system. It allows you to quickly become familiar with this business scenario by guiding you through the steps that you need to carry out in the reference system. To obtain a better understanding of the business processes that make up this scenario, also refer to the Scenario Outline for this scenario. 1.2 Reference System and Model Company A reference system is a system that is preconfigured and loaded with fictitious users and sample data. The users and sample data are based on the model company Almika Inc.. By following the step-by-step instructions in this document, you can assume the identity of the Almika users and use the built-in sample data to carry out each of the business process tasks. This hands-on experience will help you to understand the relevance and benefits of this business scenario. To learn more about the model company that uses the business processes described in this document, read the Company Fact Sheet, which contains an overview of the reference company, its organizational set up, employees and their different roles and work centers, as well as a comprehensive list of the master data used in your system. You can find the Company Fact Sheet in the Help Center of your reference system. To access this document, choose Help Help Center and open the link under the heading Company- Specific Help. July 28,

4 2 Master and Organizational Data Each SAP Business ByDesign Reference System contains essential master and organizational data, which reflect the typical organizational structure of a mid-size company of a specific industry allow you to run the industry specific processes using the appropriate master data, for example, materials, vendors or customers. For this scenario, use the master data as described below. If you want to run the scenario with customer and project-specific values, you can copy master data with certain characteristics from the sample entries in the table and adapt this data. For an illustration of the organizational data as well as additional information (bill of material, logistics layout) about the reference company, refer to the Company Fact Sheet. Master / Org. Data Type Name and Value Usage Employee Kathy Jagger (E0211) With time recording method Exceptional-based Michael Peacock (E0108) With time recording method Positive Time Account Travel time (US0265) Statistical time account to collect travel time Paid-time off (US0010) Quota time account to manage vacation Time Type Working time (US0010) Time type for work schedule Paid-time off (US0031) Overtime (US0002) Time type for vacation Time type for overtime July 28,

5 3 Business Process Tasks 3.1 Define Planned Working Times Assign Individual Work Schedule to Employee (Temporary Change) What You Should Know During a peak period, the employee s planned working time needs to be changed from 5 working days to 5.5 working days per week. Since this is a short-term (one-week) change, there is no need to change the employee s time profile and adopt a reusable period model. Instead, the HR Administrator assigns an individual work schedule to the employee for the specific period. HRM02 (HR Administrator / Peter Flahan) Time Administration Regular Tasks Temporary Change of Work Schedule Temporary Change of Work Schedule screen Employee E0211 Press Enter. Click Add Row. Start Date End Date <Monday of the next week> <Sunday of the next week> Click Copy from Employee. Copy From Employee pop-up Employee ID E0004 Click OK. Work Schedule Select the Individual radio button. Select the line item of Day 6. Time Type US0010 Working time July 28,

6 Start Time 08:00 End Time 12:00 Click Save and Close. 3.2 Process Time Accounts Assign Time Account to Employee HRM02 (HR Administrator / Peter Flahan) Time Administration Employees Employees view Show list and Find Active Employees Kathy Jagger Choose Go, and click Edit. Time File screen Time Profile tab Click Copy. Select the line with End Date: Unlimited. Go to the Time Account Rules tab, and click Add Row. Time Account Time Account Rule US Travel time <blank> Click Save and Close. July 28,

7 3.2.2 Maintain and Review a Period Closure What You Should Know The period closure function evaluates all new or changed time data in a period close. That is, all days prior to the evaluation run date are considered completed and the time evaluation rules are applied to these days. Basically, this job is run via a day closure activity in the backend system every night at 00:00 automatically. In this section, to immediately show the result, the HR Administrator changes an employee s time account period end processing rule and triggers the next period closure run for the employee. Then, the HR Administrator reviews the period closure result, that is, the change of the time account balance on the period closure date. HRM02 (HR Administrator / Peter Flahan) Time Administration Regular Tasks Regular Tasks view Review Account Balances screen Time Account Type Key Date US Paid-time off <April 1 st of the current year> Click Review Account Balances. Click Go. Select the line item of any employee except Kathy Jagger. Make a note of the period end date and the employee ID:. Maintain Deviating Rules screen First Rule - Posting Type Value Review Account Balances screen Carry Forward Remaining Balance Click Maintain Deviating Rules. Click Adjust Rules. Click Save and Close. Click Close. July 28,

8 Regular Tasks view Run Day Closure for One Employee screen Employee Set Period Closure Date Regular Tasks view View Period Closure Results screen Time Account Type Key Date and Find <the employee whose time account period end processing rule has been changed in the previous step> <the period end date you noted down in the previous step> US Paid-time off <the period end date on which you have run day closure in the previous step> <the employee for whom you have run day closure in the previous step> Click Run Day Closure for One Employee. Select the Set Period Closure Date checkbox. Click Save and Close. Click View Period Closure Results. Click Go. Check the Period End Date, Balance on Period End Date, Other Deductions fields and the Carry Forward area. You can see that the remaining balance of the time account is deducted from the current period and carried forward to the next period. Click Close. July 28,

9 3.2.3 Maintain a Time Account What You Should Know The HR Administrator has the following options of maintaining an employee s time account manually: Adjusting the time account balance Paying out the time account balance Transferring the time account balance to another time account In this example, the HR Administrator adds the balance to an employee s vacation account. HRM02 (HR Administrator / Peter Flahan) Time Administration Employees Employees view Show list and Find All Employees Kathy Jagger Time File screen Time Account Balances tab Posting On Posting Type <today> Manual Adjustment Choose Go Edit. Select the line item of Paidtime off <current year>. Go to the Adjustments tab. Click Add Row. Quantity 8 You can also enter -8 means that 8 units of time are deducted from the time account balance. Click Save and Close. July 28,

10 3.3 Record Employee Times Apply for Leave Request using Employee Self-Services MARKETING02S (Employee / Kathy Jagger) Home Self-Services Self-Services Overview Self-Services Overview view New Leave Request screen Type of Leave Date Note for Approver Paid-time off <next working day> / <next working day > / Full Day <purpose of leave> Click New Leave Request. Click Next, then click Finish and Close Approve Employee Leave Request SALES01S (Manager of employee / Roberta Johnson) Managing My Area Approvals Approvals view Select the approval item for the leave request of Kathy Jagger, click Approve. July 28,

11 3.3.3 Edit Employee s Time Sheet Using Manager Self-Services SALES01S (Manager of employee / Roberta Johnson) Managing My Area Common Tasks: Call Employee Services on Behalf Employee Services on Behalf screen Edit Time Sheet screen Activity Monday 02:00 US Overtime Select the line item of Kathy Jagger and click Edit Time Sheet. Choose Release Selected Period. Click Save and Close. Click Close Maintain an Employee Time Centrally HRM02 (HR Administrator / Peter Flahan) Time Administration Time Recording Time Recording Time Sheet view Show list Active Employees and Find Mark Smith The employee s time recording method should be Positive. July 28,

12 Time Sheet screen Click Go, then click Open Time Sheet. Click Copy from Work Schedule. Select the first line. End Time 18:00 The employee worked one extra hour on Monday. Select the second line. End Time 15:00 The employee has been absent from work for two hours on Tuesday. Monday Tuesday Click Save. Go to the Review and Correct tab. Check the status of the time evaluation results. With status Schedule Exceeded. With status Incomplete. If the status of these time lines is Not Calculated, which means time evaluation has not been run, you need to manually trigger a day closure for this employee on the last date that you recorded time for. For related steps, you can refer to the section Maintain and Review a Period Closure in this document. Click Close Monitor and Review Recorded Times HRM02 (HR Administrator / Peter Flahan) Time Administration Time Recording July 28,

13 Time Recording Time Sheet view Show list and Find Time Sheet screen Active Employees Kathy Jagger Click Go, then click Open Time Sheet. Premium Pay US Overtime 1.5 Click the button to display the current calendar week. Select the line item Overtime. Click Save. Check the corresponding Compensation Component and the result amount that has been calculated based on the premium pay in the Compensation Information sub-tab. Click Close. July 28,

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