doc-73121

7/25/2019 DOC-73121

http://slidepdf.com/reader/full/doc-73121 1/11

Generated by Jive on 2016-05-30+02:00

1

Absence and Quota Configuration Made Easy(Part I)

Introduction

During my initial years in HCM, I was always hoping to have some kind of ready reckoner where it tells me

what the values in tables mean, what is the purpose , how to configure etc in lay man terms. Its important that it

should be in lay man terms as someone who is well versed in the system would not need to refer any of these

docs and so considering my target audience, I thought today to start off with making a simple document on how

to configure Absence types and Absence quotas.

Considering that the topic is huge and to ensure that my readers don’t get lost with information

overload, I have decided to split the document into two parts as below.

Part I- Here we would be covering configuration of Absence types and Quotas

Part II- This would be in continuation with Part I and would be covering the topics of counting rule anddeduction rules which will therefore ake the entire configuration of Absence and Absence Quotas complete.

Things Needed

• Tcode- SPRO• Grouping Tables

Purpose Table Name

Employee Subgrouping of Time Quotas V_503_E

Personal Subgrouping of Time Quotas V_001P_I

Personal Subarea grouping for attendance/ absence V_001P_D

• Tables

Purpose Table Name

Defining Absence Types

V_T554S

Counting rule T556C

Time Constraint Class Table V_554Y_B

Assign counting rule to Absence Type V_554S_Q

7/25/2019 DOC-73121


Absence and Quota Configuration Made Easy (Part I)


2

Define Deduction rule V_556R_B

• Already hired employee- Testing purpose.• Questions to be clarified

I have split tables above into two parts mainly considering configuration and the other for convenience. For the

purpose of configuring absence types and Quota we would need the configuration tables. Now SAP has helped

us in making the process of configuration less complicated and to avoid duplication by providing the grouping

tables.

Mainly the grouping tables helps in grouping similar functionalities so that one value in this table can be

referred in multiple places during the configuration process.

The entire document would be split into 2 parts for the sake of easier understanding so that each configuration

can be referred in the particular section and helpful to my readers.

Providing below an illustrative list of questions on which you should be having clarity on.

1. What are the Personal Areas and sub areas used in the organization?

2. What are the employee groups and sub groups used in the organization?3. How many absence types needs to be configured? Of which how many would be having quotas?

4. What would be the annual entitlement for the absence quotas?5. Which all Personal Areas and Employee groups would be having the same absence types and quotas?

Configuration Flow

Before I get into the configuration let me start with the process flow of configuration in SAP related to the

Absence and related quota deductions etc.

From a bird’s view, it is clear that an employee applies for a leave and the same is being

deducted from the relevant leave type. Now how is this functionality achieved by SAP is

explained with the below diagram.

7/25/2019 DOC-73121




3

Configuration would be in the below sequence

1. An Absence type would be defined.2. A counting rule would be defined3. The counting rule is assigned to the Absence type.

4. An Absence quota is configured5. A deduction rule is configured

6. The Absence quota is then maintained in the deduction rule.7. The final step would be to link the deduction rule to the counting rule to complete

the entire cycle.

Let me also take this opportunity to introduce you the above characters who would be playing the main role in

this configuration.

Absence Type- Absences are paid or unpaid planned working times during which the employee has not

worked. These are the different leave types an employee in the organization is eligible for during his tenurewith the organization. Eg are Annual Leave, Sick Leave, Loss of Pay etc.

Counting Rule- Duration of an absence can be counted according to the rules you define in this

section. Thus, you can valuate the duration of attendances/absences differently depending on

business requirements. What it means is that in case a leave is applied in the system, SAP gives

the flexibility to basically change the number of hours to be considered as part of the absence.

7/25/2019 DOC-73121




4

Mostly, when an employee is absent for a day and if his working hours is 8 hrs then the absence

would be 8 hrs. This is determined by the counting rule. That is it ‘counts’ the hours to be considered

for absence.

Deduction Rule- This essentially means that you define the rules according to which attendances and

absences are to be deducted from the attendance/absence quotas. Here again you have the flexibil ity to

decide from which quota should the absence be deducted, start and end of validity period of the quotas, start or

end of quota deduction period etc.

Absence Quota- Our next concept would be absence quota which is nothing but the annual entitlements an

employee is eligible approved time off by the company. Eg an employee might be eligible for only 30 annual

leave in a year which is his absence quota for annual leave.

Time Constraint Classes- The time constraint class controls the system reaction if a new record in the

Absences infotype (2001) overlaps with existing time infotype records. In other words, this is a functionality

which decides how the system should behave when they are two types of time records on the same day.Depending upon the value we provide, the system can either give a warning msg, an error msg, allow the

records to exist together etc.

Now lets get to action !!

Configuration

PART I- Absence Type

Step 1: Lets first start with grouping Personal Areas and Personal Sub Areas for whom the Absence types

would be the same. This avoids creating multiple entries for each area even though they have the same

absence types.

7/25/2019 DOC-73121




5

Table V_001P_D

Step 2 (Config): This would be our first configuration step where we would be configuring the absence type-

Casual Leave which would be a paid leave

7/25/2019 DOC-73121




6

Table V_T554S

7/25/2019 DOC-73121




7

Save the entry.

Step 3 (Config): In this step, we would be defining the screen for the user and the time constraint classes.

7/25/2019 DOC-73121




8

Here we indicate if it is an Absence or Attendance, give the screen number which in our case

since there would be quota deduction, we have given the value 2001. Here the Time Constraint

class, I have given is ‘1’ which would mean that no two time records should co-exist in thesystem

Now this would bring us to the end of the first part of the configuration where we have successfully configured

an Absence type.

PART II- Absence Quota

We shall now come to the second part of the document where we would be focusing on configuring theabsence quota.

The structure for this configuration would be as follows:

Firstly we would be grouping the employee groups and personal areas based on the quota types and then

following it up with defining the quota types.

7/25/2019 DOC-73121




9

Step 1:Grouping Employee Subgroups and Personal Subareas for the time quotas- Which would mean that

we are clubbing all those employee subgroups and personal subareas who would be having the same time

quotas.

Grouping Employee Subgroups

Table V_503_E

Grouping Personal Subareas

Table V_001P_I

7/25/2019 DOC-73121




10

Now we shall proceed to define the Absence Quota Types

Step 2 (Config): Defining the absence quota for the absence type Casual leave we had defined earlier

Based on the above Value of ESG and PSA grouping values of 2 and 01 respectively we would define a

absence quota by giving a value and text. We also provide the measurement unit and the time constraint class

values for the absence quota as shown below:

Table V_T556A

7/25/2019 DOC-73121




11

Saving the above changes would result in having the absence quotas configured.

This brings me to the end of Part I of this document. Part II of the document would be focusing on the counting

rules and deduction rules which would act as the interlinking pin between the Absence Quotas and Absence

Types.

Part II document can be viewed in this link http://scn.sap.com/docs/DOC-73158 .

Happy Reading.

Thanks and regards,

Shine Sebastian Joseph

http://scn.sap.com/docs/DOC-73158

doc-73121

Documents