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Time Entry (564) SAP Best Practices
©2011 SAP AG. All rights reserved.2 Purpose, Benefits, and Key Process Steps Purpose This scenario describes three methods of entering time data. –Time Entry – Manual - This scenario describes typical processes to create and maintain employee time information using the HR infotypes directly. This may be used by administrators when CATS time entry is not in use, or for entering an absence that spans multiple days. It is important to understand that any entries made here will not be reflected in CATS. –Cross-Application Time Sheet (CATS) – CATS is one of the tools used for recording time worked by an employee. This scenario describes the entry of time to various absence and attendance types for transfer to the Human Capital Management (HCM) module. The checks configured in the HCM module, such as quota entitlements, will be performed at time of entry using CATS. CATS can also be used to record time to projects and other cost objects for transfer to other SAP modules such as Controlling, Project Systems, and Plant Maintenance. –Time Managers Workplace - The Time Managers Workplace is an optional user interface for time entry. TMW features a user-friendly and task-oriented interface for maintaining time data and processing time evaluation messages. This interface was specifically designed to meet the needs of time administrators in a decentralized enterprise. –The trigger for this activity is typically a manual time card submitted to the manager or time administrator. The manual time card may be a paper time sheet, and message, or other electronic time sheet such as an Excel workbook.
©2011 SAP AG. All rights reserved.3 Purpose, Benefits, and Key Process Steps Benefits Enables employees to record working times and tasks Enables time administrators to record working times for employees Enables managers to develop work schedules for employees Enables companies to control time management processes flexibly and efficiently Key Process Steps Workforce Time Entry Time Management
©2011 SAP AG. All rights reserved.4 Required SAP Applications and Company Roles Required SAP Applications SAP enhancement package 5 for SAP ERP 6.0 Enterprise roles involved in process flows Time Administrator Manager Employee
©2011 SAP AG. All rights reserved.5 Detailed Process Description Time Entry Time Entry Manual Time Entry Manual - Enter Attendances –Employee submits a manual time card –Attendance record is created Time Entry Manual - Enter Absences –Employee submits a manual time card –Absence record is created Time Entry Manual - Enter Time in the Weekly Screen –Employee submits a manual time card –Attendance and absence records are created
©2011 SAP AG. All rights reserved.6 Detailed Process Description Time Entry, contd Time Entry CATS Time Entry CATS -Recording actual working times –Employee is hired in SAP and has time to record –Working times are recorded to absence or attendance in the CATS database. Time Entry CATS -Release time –Data entry profile requires release –Working times are released for approval
©2011 SAP AG. All rights reserved.7 Detailed Process Description Time Entry, contd Time Managers Workplace Time Managers Workplace - Select Employees –Selected employees will be displayed in Employee section on the left of the screen Time Managers Workplace - Select Dates –Selected dates will be displayed in the Time Data section Time Managers Workplace - View Employee Data –Various employee balances will be displayed Time Managers Workplace - Enter Time for One Employee –Time data will be saved to the HR infotypes
©2011 SAP AG. All rights reserved.8 Detailed Process Description Time Entry, contd Time Managers Workplace Time Managers Workplace - Enter Time for Multiple Employees –Time data will be saved to the HR infotypes Time Managers Workplace - Process messages –Time errors will be corrected
©2011 SAP AG. All rights reserved.9 Process Flow Diagram Time Entry Triggering Event HR Administrator TriggeredEvents Data Entry Type? Select Employees Manual Time Managers Workplace Time Processing – Cross Application Time Sheet (CATS) (572) Time Evaluation Processing (573) New Hire / Rehire Administratio n (563) Time Evaluation Processing (573) Payroll and Payroll Post- Processing (566) Absence or Attendance ? Create Attendances Create Absences Attendance Absence Recording Actual Working Times CATS Time Entry Release TimeSelect Dates View Employee Data Enter Time for One Employee Enter Time for Multiple Employees Process Messages Enter Time in the Weekly Screen
©2011 SAP AG. All rights reserved.10 Process Flow Diagram Work Force Time Entry Triggering Event Employee TriggeredEvents Does Employee Enter Time? No Yes New Hire and Employee Maintenance (562) Manager Time Administrator Payroll and Payroll Post- Processing (566) Maintain Attendances Maintain Absences CATS Time Entry (ESS Possible) Release Time (ESS Possible) CATS Approval (MSS Possible) CATS HR Transfer Run Time Evaluation View Time Cluster TM Pool Time Statement (ESS Possible) Employee Quota Report Detect Incorrect Quota Balance Employee Quota Overview (ESS Possible) Quota Correction
©2011 SAP AG. All rights reserved.11 Legend SymbolDescriptionUsage Comments To next / From last Diagram: Leads to the next / previous page of the Diagram Flow chart continues on the next / previous page Hardcopy / Document: Identifies a printed document, report, or form Does not correspond to a task step in a document; instead, it is used to reflect a document generated by a task step; this shape does not have any outgoing flow lines Financial Actuals: Indicates a financial posting document Does not correspond to a task step in a document; instead, it is used to reflect a document generated by a task step; this shape does not have any outgoing flow lines Budget Planning: Indicates a budget planning document Does not correspond to a task step in a document; instead, it is used to reflect a document generated by a task step; this shape does not have any outgoing flow lines Manual Process: Covers a task that is manually done Does not generally correspond to a task step in a document; instead, it is used to reflect a task that is manually performed, such as unloading a truck in the warehouse, which affects the process flow. Existing Version / Data: This block covers data that feeds in from an external process Does not generally correspond to a task step in a document; instead, this shape reflects data coming from an external source; this step does not have any incoming flow lines System Pass / Fail Decision: This block covers an automatic decision made by the software Does not generally correspond to a task step in the document; instead it is used to reflect an automatic decision by the system that is made after a step has been executed. Externalto SAP Business Activity / Event Unit Process Process Reference Sub- Process Reference Process Decision Diagram Connection Hardcopy / Document Financial Actuals Budget Planning Manual Process Existing Version / Data System Pass/Fail Decision SymbolDescriptionUsage Comments Band: Identifies a user role, such as Accounts Payable Clerk or Sales Representative. This band can also identify an organization unit or group, rather than a specific role. The other process flow symbols in this table go into these rows. You have as many rows as required to cover all of the roles in the scenario. Role band contains tasks common to that role. External Events: Contains events that start or end the scenario, or influence the course of events in the scenario. Flow line (solid): Line indicates the normal sequence of steps and direction of flow in the scenario. Flow line (dashed): Line indicates flow to infrequently-used or conditional tasks in a scenario. Line can also lead to documents involved in the process flow. Connects two tasks in a scenario process or a non-step event Business Activity / Event: Identifies an action that either leads into or out of the scenario, or an outside Process that happens during the scenario Does not correspond to a task step in the document Unit Process: Identifies a task that is covered in a step-by-step manner in the scenario Corresponds to a task step in the document Process Reference: If the scenario references another scenario in total, put the scenario number and name here. Corresponds to a task step in the document Sub-Process Reference: If the scenario references another scenario in part, put the scenario number, name, and the step numbers from that scenario here Corresponds to a task step in the document Process Decision: Identifies a decision / branching point, signifying a choice to be made by the end user. Lines represent different choices emerging from different parts of the diamond. Does not usually correspond to a task step in the document; Reflects a choice to be made after step execution
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