time evaluation rptime00 report%3a prerequisites%2c process flow and storing results on cluster b2

Time Evaluation RPTIME00 Report – Prerequisites, Process Flow and Storing results on Cluster B2

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© 2007 SAP AG 1

Time Evaluation RPTIME00 Report – Prerequisites, ProcessFlow and Storing results on Cluster B2

Applies to:SAP ERP 6.0 (SAP HR)

SummaryThis document helps a user to understand different types of Time Evaluation and important Infotypesrequired as pre-requisite to implement the same. The internal process flow during Time Evaluation run isexplained which is followed by details of internal and cluster B2 tables to store the results.Author(s): Pranav PrajapatiCompany: Infosys Technologies LtdCreated on: 06 August 2007

Author BioPranav Prajapati is a certified SAP HR functional consultant working with Infosys Technologies Ltd. Hisareas of interest are Time Management and Payroll. He was involved in Time Evaluation schemadevelopment for an extended time while working on SAP platform.



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Table of Contents

Applies to:...................................................................................................................................1Summary ....................................................................................................................................1Author Bio...................................................................................................................................1What is Time Evaluation?............................................................................................................ 4

Time Evaluation Schema.........................................................................................................4Types of Time evaluation.........................................................................................................4Recording, Evaluating and Using time data.............................................................................. 4

Recording Time data............................................................................................................4Evaluating Time data............................................................................................................5Using Time data...................................................................................................................5

Infotypes in Time Evaluation .......................................................................................................6Required Infotypes ..................................................................................................................6Optional Infotypes....................................................................................................................6Time Management Infotypes....................................................................................................6

Actual Times........................................................................................................................6Quotas.................................................................................................................................6Changes to Planned specifications.......................................................................................7Time Accounts correction.....................................................................................................7

Planned Working Time (0007) .................................................................................................7Work Schedule Rule ............................................................................................................7Time Management status.....................................................................................................7

Time Transfer Specifications Infotype (2012) ...........................................................................7Process Flow in Time Evaluation execution.................................................................................9

Define Employee Groupings ....................................................................................................9Provide Time data ................................................................................................................. 10Error Check for the day.......................................................................................................... 10Calculation of Actual working time and overtime .................................................................... 11Select Time Wage types........................................................................................................ 11Compensate Overtime wage types ........................................................................................ 11Manage Time Accounts ......................................................................................................... 11Final Processing.................................................................................................................... 11

How to run Time Evaluation Driver RPTIME00? ........................................................................ 12



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Input Parameters and meaning.............................................................................................. 12How to view results?.............................................................................................................. 13Internal Tables for processing................................................................................................ 14Storing Time Evaluation results: Cluster B2 ........................................................................... 15Maintain Results of Time Evaluation ...................................................................................... 15

Integration with Payroll .............................................................................................................. 16Appendix................................................................................................................................... 17

What is a Day Type? ............................................................................................................. 17Recalculation based on Retroactive changes......................................................................... 17Time Type ............................................................................................................................. 17Processing Type.................................................................................................................... 18

Related Content ........................................................................................................................ 19Disclaimer and Liability Notice................................................................................................... 20



© 2007 SAP AG 4

What is Time Evaluation?

Time Evaluation, performed by Time Evaluation report RPTIME00, evaluates recorded employee time datain several processing steps, which are carried out in a defined sequence.

Time Evaluation is generally run once daily and it is a scheduled over night job. Time Evaluation can be runfor an individual employee or for group of employees. It can be run for past period or for a future period.Evaluating future periods can be useful in situation when it is required to determine an employee'santicipated absence entitlements when absence quotas are accrued automatically.

Time Evaluation SchemaTime Evaluation Schema defines sequence in which the time evaluation steps will be processed.

Time Evaluation is done according to Time Evaluation Schema (or Personnel Calculation Schema) passedas input parameter to the RPTIME00.

Types of Time evaluationThere are two different methods for transferring recorded employee time to SAP system-

Recording Actual times: In this method employee’s all working times and absence times are recorded. This isrecorded in Infotype Time Events (2011). The Time Evaluation which uses all actual recorded time is calledTime Evaluation with clock times (TM00) or just Positive Time Evaluation

Recording only deviation from PWS: In this method only times that represent exceptions from the employee’splanned work schedule are reported. Like absence due to illness, Doctor’s appointment, attending a trainingor Leave. The Time Evaluation which uses only exceptions is called Time Evaluation without clock times(TM04) or just Negative Time Evaluation

Recording, Evaluating and Using time dataTime Management includes Recording, Evaluating and Using the recorded and evaluated Time data.

Recording Time data

With the SAP Time Management various systems and methods can be used for recording personnel times,such as working times, business trips, leave, or substitutions:



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Online entry by the Time Administrator

Time recording systems

SAP Cross-Application Time Sheet (CATS)

Employee Self-service Applications like web applications, touch-screen systems etc.

Evaluating Time data

The main objective of Time Evaluation is to check and classify the recorded personnel times and to valuatethem automatically. It focuses on the checking of working time provisions, the administration of timeaccounts, and the formation of wage types for determining gross wages in Payroll. It also generatesmessages for any special situations that may have occurred, such as missing attendance times. Messagesare to inform time administrators that post processing is required.

Using Time dataThe wage types created during time evaluation are evaluated in Payroll. The working time recorded byRPTIME00 can be used to permit time-off entitlements to be determined proportionately after a calculationperiod is completed. Current time data is used as the basis for determining Absence Entitlements to beupdated in Infotype 2006.



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Infotypes in Time Evaluation

Required InfotypesFollowing Employee master data Infotypes must be maintained if time evaluation is to be implemented:

1) Organizational Assignment (0001)2) Personal Data (0002)3) Planned Working Time (0007)

Time Recording Information Infotype (0050) is mandatory only if time recording system is used. Time EventsInfotype (2011) is mandatory only when Time Evaluation with clock times method is used for Time Evaluation

Optional InfotypesFollowing Employee master data Infotypes are optional:

1) Basic Pay (0008)2) Date Specifications (0041)

Time Management InfotypesThe data entered in following Time Management Infotypes are processed during the Time Evaluation run.

Actual TimesAbsences (2001)Attendances (2002)Overtime (2005)Time Events (2011): Recorded time events (i.e. check in and check out at time recording terminal) are

imported into this Infotype. This is used only when Time Evaluation with clock times is implemented

Quotas

Attendance Quotas (2007)Absence Quotas (2006)



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Changes to Planned specifications

Substitutions (2003): overwrite the planned specifications in an employee's personal work schedule.Planned specifications are not overwritten for a position substitution and a time substitution inanother position.

Availability (2004)

Time Accounts correction

Time Transfer Specifications (2012)Quota Corrections (2013)

Planned Working Time (0007)Planned Working Time Infotype contains-

Work Schedule RuleWork Schedule Rule describes the relationship to the work schedule, which has defined working times andbreaks. Employee’s planned working time is described in a Work Schedule. Work Schedule is created fromperiod work schedule and a public holiday calendar. Work Schedule must be defined in the IMG settingbefore it can be used in this infotype.

Time Management statusTMS has a fundamental significance for time evaluation: It determines whether and how an employee isprocessed in time evaluation. Time Management status can have following possible values-

0 - No time evaluation: Time data if the employee is not processed in Time Evaluation1 - Time evaluation (Actual times): Employee is processed; All times are recorded for the employee.2 - Time evaluation (PDC): Employee is processed; All times are recorded for the employee.7 - Time evaluation without integration to Payroll: Employee is processed; Data is not transferred to

Payroll. (Time evaluation is run to administrate special time accounts, for example, to accrueabsence quotas.)

8 - External services: This indicate an External employee9 - Evaluation of planned times

Time Transfer Specifications Infotype (2012)In Time Transfer Specification Infotype, A specific value can be assigned to a Time Type. (Refer section 6.3)



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During Time Evaluation run, time balances are formed for Time Types according to calculations made. Timetransfers are used to make changes to the time balances thus created based on value entered in Infotype2012. This means that in exceptional cases changes the results of time evaluation, as desired.

You transfer times by choosing a particular time transfer type. Time transfer types are subtypes of the TimeTransfer Specifications infotype (2012).



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Process Flow in Time Evaluation execution

Time Evaluation is done according to Time Evaluation Schema (or Personnel Calculation Schema) send asinput parameter to the RPTIME00. Time Evaluation Schema defines sequence in which the time evaluationsteps will be processed.

Time Management Schema is divided in to three parts known as blocks: Initialization, Day Processing andFinal Processing.

The sequential processing during Time Evaluation Schema execution can be divided in to following –

Define Employee GroupingsInitialization block is executed only once for each evaluation, evaluation period and employee in one schemarun. During execution, groupings are set for each employee based on Employee Subgroup Grouping for

Define Emp Groupings

Provide Time data

Error Checks for day

Select Time wage types

Compensate Overtime Wagetyoes

Manage Time Accounts

Final Processing

Calculate actual time, absenceand overtime worked

Initialization

Day Processing

Final Processing



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Personnel Calculation Rule. Employee data from Organizational Assignment (0001) is used to definegroupings.

Groupings, for each employee and time evaluation run, are set like-Time Wage type selection groupTime Type determination groupAbsence ValuationTime balance rule group

Employee Subgroup Grouping for Personnel Calculation RuleIMG: Time Management > Time Evaluation > Time Evaluation Settings > Group Employee Subgroups for thefor Personnel Calculation Rule

Provide Time dataDay processing is done once for each day for each employee. Time data are stored in PersonnelAdministration for each employee in various Infotype. In the first step of Day processing, these time data areimported for the Current day being processed.

For the day being processed, Time data from following Infotypes are imported -Absences (2001)Attendances (2002)Substitution (2003)Availability (2004)Time Transfer Specifications (2012)Time Events (2011) - Only if Time Evaluation with Clock times is used

Error Check for the dayError check is done for the current day before the imported data is analyzed. i.e. If employee was present ona scheduled/public holiday, if employee was absent without notice on a scheduled work day etc. Errormessage are generated for the Time Administrator accordingly.

SAP delivered Personal Calculation Rule TE20 could be used for the same. This rule can be accessed intransaction PE02 with PCR name as TE20.



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Calculation of Actual working time and overtimeFor current day being evaluated, Time balances are formed in internal table TIP. The value of daily workhours will come from Daily Work Schedule. Also the time of absence (infotype 2001) and overtime performed(Infotype 2002) will be available.

Each Attendance and Absence code is assigned a Processing Type, which is used to group attendances andabsences together which are processed alike (Refer section 6.4) All Attendance/Absence with similarProcessing type are grouped together in same Time Types.

Select Time Wage typesTime Wage Types are selected for each Time Type according to the Processing Type of each entry in theinternal table TIP. The Function GWT is used to generate Time Wage types in internal table DZL (forplanned working times) and ZML (Over time wage types) according to Processing Types passed.

Compensate Overtime wage typesOvertime can be recorded in Attendance Infotype (2002) or can be determined while Time Evaluation run.Overtime Balances are assigned the Processing type M. For naming convention, all Over Time Wage Typenames start with M. The Function GWT is used to generate Over time wage types in internal table ZML

Over time can be compensated as –1) Remuneration2) Time off plus bonus3) Time off.

Manage Time AccountsTIP entries according to various Time Types are totaled to form day balances. The results are entered in toDay Balance Table TES. A record in the Time Transfer Specification Infotype (2012) allows to change theresults determined by Time Evaluation specific to a Time Type.

Final ProcessingFinal Processing block is processed once for each employee for each evaluation. The system check for errorfree processing and stores results from Internal tables to Cluster B2 tables at the end of processing. (Refersection 4.3 & 4.4)



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How to run Time Evaluation Driver RPTIME00?

Input Parameters and meaningTransaction code to execute Time Evaluation Driver RPTIME00 is PT60. Once user enters transaction codePT60, following screen is visible-

This is SAP delivered standard RPTIME00 program. Following are the input parameters that can be entered-Personnel Number: RPTIME00 can be executed for one Pernr, a Pernr range or on whole population.Evaluation Schema: This field will be populated with customized schema name which has to be used forevaluation. A schema defines sequence of processing steps.Time Statement Variant: Specifies whether the evaluation results are displayed, and how they are laid out.Layout for log: Determines which user settings are used to display the time evaluation log.Forced recalculation as of: Time evaluation is recalculated as of this date (inclusive) at the latest. (Refer toAppendix 7.2)Evaluation up to: Time evaluation runs up to and including the date entered.Program Option:

Display logTest run (no update)Stop at function / operation BREAKStop at fixed positions in time evaluation



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Note: All the processing steps and sub steps of the evaluation schema will be displayed on the screen ifDisplay log is checked. If Test run (no update) is checked, the Time Evaluation will run and the changes willnot be written in the data base tables known as RPCLSTB2 or Cluster B2.

How to view results?

When the Display log option is checked, RPTIME00 creates following screen after execution-

The Time Evaluation log is divided in following way-General Data: This section lists all input parameters given for the schema and list non-employee specificdataSuccessful Personnel numbers: All the Pernrs on whom the schema is executed successfully are listed here.For each Pernr, a detailed processing of each day can be viewed by expanding each section.

The out put data for each day evaluated for each successful Pernr are stored in ZES, SALDO and ZL tables.Those tables can be viewed by expanding particular section as shown below-



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Personnel Numbers rejected: All Pernrs who are rejected and could not be included in RPTIME00 run arelisted here.Messages: All Time Evaluation messages that should be attended by Time Administrator are listed here.

Internal Tables for processingFollowing internal tables are used to process time balances.

TIP: The system imports time data which has been entered manually for the day to be evaluated. i.e. Timedata available in Infotypes 2001, 2002 etc.

TZP: Planned Working Time data from the employee’s Daily Work Schedule is transferred to this table forthe current day. Substitutions from infotype 2003 that replace the employee’s daily work schedule arealso imported if any.

TES: All Time balances of the day are finally totaled in to this table. This balances are finally transferred toout put table ZES in Cluster B2

DZL: Time Wage Types created from Planned working times are stored in to this table



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ZML: Time Wage Types created from Over time wage types are stored in this table.

Time Wage type data from DZL and ZML are transferred to out put table ZL in Cluster B2.

Storing Time Evaluation results: Cluster B2The database file PCL2 contains Cluster B2, which is relevant for Time Evaluation. When the in putparameter Test run (no update) is checked, results of Time Evaluation execution are stored in Cluster B2.The data is organized in following important tables-

ZES: Daily Time Balances are transferred to the ZES (individual daily balances) according to thespecifications in the Time Types table

SALDO: Time Balances are cumulated for a time evaluation period in SALDO.ZL: All Time Wage Types of each day processed are stored in this table.

ALP: Stores data related to differential payment.C1: Stores data related to Cost distribution.FEHLER: Stores custom defined Messages that appears during Time Evaluation run.

The data stored in ZES, SALDO and ZL has unit as Number of Hours. Report RPCLSTB2 (Display TimeEvaluation Results (Cluster B2) Transaction code PT66) can be used to view all the results of timeevaluation, and the basic data and time data for each time evaluation period stored in Cluster B2.

Maintain Results of Time EvaluationTime Evaluation results are achieved in order to free memory space from database PCL2. Central HRarchiving transaction PU22 is used for same.

The archiving is employee-specific. As archived periods cannot be recalculated, only periods that are nolonger relevant to a recalculation are archived. When archiving the data, the transaction uses a buffer of anevaluation period to guarantee that any possible recalculations are taken into account if the previous dayassignment is changed. The archiving transaction limits the earliest recalculation date by changing theEarliest personal recalculation date field in the Payroll Status infotype (0003).

Report RPCLSTB2 (Display Time Evaluation Results (Cluster B2) Transaction code PT66) can used to viewarchived results if necessary access permissions are set up.



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Integration with Payroll

Time Wage Types generated in Time Evaluation run are transferred to SAP Payroll for third party payrollsystem to calculate employee gross pay. Time Wage Type data in tables ZL, ALP and C1 in Cluster B2become the input for Payroll run, which acts as interface between Time Evaluation and Payroll.

In most scenarios Time Evaluation Period (generally monthly) and Payroll Period (Weekly, Bi-weekly or Semimonthly) has different values. Also Time evaluation is generally run till current date while Payroll might runsfor the future days i.e. Running payroll on 5th of the month for the entire month. In this case If the payroll isrun before the end of the time evaluation period, time evaluation passes on only the time wage typesgenerated up to this point. For the rest of the payroll period, Payroll generates time wage types on the basisof the work schedule and any existing Time Management Infotypes for the period that has not beenevaluated.

If time Infotypes such as absences or attendances are recorded for a past payroll period that has alreadybeen accounted, time evaluation can set a retroactive accounting run in the Earliest MD change field in thePayroll Status infotype (0003).

If third party Payroll is used, The Interface Toolbox transaction (PU12) is used as an export program. Theexport program retrieves the data from the internal table ZL in cluster B2 to supply the third-party payrollsystem. The wage types are written to a sequential file, which can then be imported into the third-partysystem.

For SAP PayrollIMG: Time Management > Time Evaluation > Integration with Payroll > Ser up Payroll with HumanResources

For Third party PayrollIMG: Time Management > Time Evaluation > Integration with Payroll > Prepare Payroll using Third-PartySystem



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Appendix

What is a Day Type?The Daily Work Schedule assigned to the employee on the day being evaluated determines whether theemployee has to work on that day.

If it is an Unscheduled day (Planned working hours = 0), it is classified and Day off

If it is Scheduled day (Planned working hours != 0), whether the employee has to work and whether he/shewill be paid will depend on the day type.

Day Type Meaning0 Work & Paid1 Off & Paid2 Off & Unpaid3 Off & Special day* Other

Recalculation based on Retroactive changesRetroactive changes to employee data that affect the payroll must lead to a recalculation of the resultsalready determined. RPTIME00 checks the First Day Evaluated for each employee by reading theinformation in PDC recalculation field in the Payroll Status infotype (0003). The system constantly updatesthis infotype.

If there are no Retroactive changes relevant to a recalculation, Time Evaluation returns to the day next to thelast day evaluated without errors. It uses this day to start Evaluation from. If you want to evaluate a periodbefore the last day to be evaluated without errors, you can use the RPTIME00 parameter Forcedrecalculation as of to reset manually the first day from where you want to start the evaluation.

Time TypeA Time Type is a technical name for duration, and assigns it a concrete meaning. Time types that are relatedin a business administration context can be cumulated during time evaluation to form balances. Time Type iscentral object in Time Evaluation. These are used to group durations, which are to be evaluated equally, andgive them a meaning.



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Time Types can be used for following purposed-

To describe durations, i.e. Regular hours, Breaks, Over times etc

To calculate and compare values i.e. numeric values can be collected in Time Types and Availablefor calculations suck as add, subtract and equate.

Compare values from time types with values from other time types

To form time balances

IMG: Time Management > Time Evaluation > Time Evaluation Settings > Define Time Types

Processing TypeEach Attendance and Absence code is assigned a Processing Type, which is used to group attendances andabsences together which are processed alike. Following are example-

P Type P Type TextA AbsenceI IllnessM Over TimeP Attendance

IMG: Time Management > Time Evaluation > Time Evaluation with clock times > Time Wage Type selectionand Over Time compensation > Define Processing Types



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Related Content

Time Evaluationhttp://help.sap.com/erp2005_ehp_02/helpdata/en/8a/9852ee46c411d189470000e829fbbd/frameset.htm

The Time Management Statushttp://help.sap.com/erp2005_ehp_02/helpdata/en/db/0e8ca876d011d5b3040050da4ce665/frameset.htm

Public Holiday Calendarshttp://help.sap.com/erp2005_ehp_02/helpdata/en/8a/98472a46c411d189470000e829fbbd/frameset.htm

http://help.sap.com/erp2005_ehp_02/helpdata/en/8a/9852ee46c411d189470000e829fbbd/frameset.

http://help.sap.com/erp2005_ehp_02/helpdata/en/db/0e8ca876d011d5b3040050da4ce665/frameset.

http://help.sap.com/erp2005_ehp_02/helpdata/en/8a/98472a46c411d189470000e829fbbd/frameset.



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time evaluation rptime00 report%3a prerequisites%2c process flow and storing results on cluster b2

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