DOPET BPD HR03A Leave Management Rev

Business Blue Print Document
Document Name HR03A_Leave Management

Document Location DOHA - QATAR
Project Name
Project ID
Client Name DOPET
Prepared By Ragini Dsouza
Prepared On 28.09.2019
Document Version History

Reviewed
Version Document Name Date Author Change Control
By
V 1.0 HR03A_Leave Management 28.09.2019 Ragini
Dsouza
V 1.1 HR03A_Leave Management Ragini
Dsouza
Document Approvals
Name Responsibility Signature Date
Highbar Technocrat
Consultant Ms. Ragini Dsouza
Project Manager Mr. Kedar M Waghodkar
DOPET
Mr. K.V. Shankaran

Core Team Member
Mr. Stanley
Core Team Member
Mr. Sagar Jadhav

Core Team Member
Business Process Owner Mr. C.V. Joseph
Mr. Biju Thomas

Project Manager
Company Ver. 1.0 Pg 1 of 20

Confidential HR03A_Leave Management
Table of Contents
1. Executive Summary ................................................................................................ 4
1.1. Background ........................................................................................................ 4
1.2. Business Blueprint Overview......................................................................... 4
1.3. AS-IS Reference ................................................................................................ 4
2. ORGANIZATION STRUCTURE ................................................................................. 4
3. Master Data .............................................................................................................. 5
4. BUSINESS PROCESS.................................................................................................. 5
4.1. Attendance Process ......................................................................................... 5
4.2. Works Hour Planning ....................................................................................... 6
4.3. Public Holiday Calendar ................................................................................. 6
4.4. Break Schedule ................................................................................................. 7
4.5. Daily Work Schedule ........................................................................................ 8
4.6. Period Work Schedule ..................................................................................... 8
4.7. Work Schedule Rule......................................................................................... 9
4.8. Absence Type .................................................................................................... 9
4.8.1. Annual Leave ............................................................................................... 10
4.8.2. Sick Leave .................................................................................................... 11
4.8.3 Accident Leave ............................................................................................... 12
4.8.4 Emergency Leave ........................................................................................... 12
4.8.3. Maternity Leave .......................................................................................... 12
4.8.4. Short Leave .................................................................................................. 13
4.8.5. Visa Leave Change...................................................................................... 13
4.8.6. Loss of Pay.................................................................................................... 13
4.9. Leave Application Process ........................................................................... 14
4.10. Annual Leave Settlement process ............................................................. 15
4.11. Travel and Ticketing Process ...................................................................... 16
4.12. Leave Encashment ......................................................................................... 16
5. MODULE INTEGRATION......................................................................................... 17
6. STANDARD INFORMATION SYSTEM .................................................................... 17

7. DESCRIPTION OF FUNCTIONAL DEFICIT ........................................................... 18

8. DEVELOPMENT CONSIDERATIONS ...................................................................... 18
8.1. Data Conversion Considerations ................................................................. 18
8.2. Interface Considerations .............................................................................. 19
8.3. Reporting Considerations ............................................................................. 19
8.4. Form Considerations ..................................................................................... 19
8.5. Enhancement Considerations...................................................................... 20
9. CHANGE MANAGEMENT ........................................................................................ 20
10. ANNEXURE............................................................................................................ 20
11. CHECKS & VALIDATIONS ................................................................................... 20

1. Executive Summary
The Personnel Time Management component offers HR support in performing all

human resources processes involving the planning, recording, and valuation of
internal and external employees’ work performed and absence times.
1.1. Background
 Attendance
 Timesheet
 Absences
 HR Leave Policy
1.2. Business Blueprint Overview
Time Management has user-oriented interfaces that support centralized and

decentralized entry and administration of time and labor data. Administrators in
the human resources department at sites also can administer time subject to giving
access by HO Administrator or else in individual departments by time
administrators such as supervisors, secretaries, and employees themselves can
process data centrally.
The SAP system allows us to represent the time structures in accordance with
actual conditions and using the calendar as a basis. These include: Working time
models- flextime, fixed working time; Planned working times, break schedules etc.
for the different working time models; Day-offs and Holidays; Recording of and
regulations for the payment of attendance's and absences, breaks, and work on
Week-off days and holidays etc.
1.3. AS-IS Reference
HR03A_Leave Management & settlement
2. ORGANIZATION STRUCTURE
 Company Code
 Personnel Area
 Personnel Sub Area

3. Master Data
The below listed master data should be considered while creating Employee
Master.
1. Holiday Calendar
2. Daily Work Schedule
3. Break Schedules
4. Period Work Schedule
5. Absence Type
6. Attendance Type
7. Timesheet
4. BUSINESS PROCESS
DOPET Group wants to set up the Time Management module in SAP to help reduce
administrative tasks for time management. Attendance, Holidays, group of Holiday
Calendar, Break Schedules, Work Schedule, Absences and Absence Quota process to be
captured in the system. For Corporate office i.e. HO-Mumbai Attendance will be
captured and accordingly absences and late marks will be posted through the system.
Capturing of deviations is required, hence only “Negative Time Management” needs to
be implemented for all sites:
4.1. Attendance Process
 In day to day activity, employee Fills the timesheet where he will mention the
Job under he is working with hours worked.
 In DOPET Main office, Biometric machines are available and employee’s
reporting here will be punching here for attendance as well they fill the
timesheet also.
 For First Punch will be considered as IN TIME and last punch will be considered
as OUT TIME. Attendance with Normal hours, OT and incentive hours will be
stored in Infotype. (Yet to be decided)

 For Workshops Projects and Sites, timekeeper or technical clerk fills the
timesheet on behalf of the workers and sent it their PM/HOD for approval and
then to the payroll team on mail.
 Every 10 days timesheets are sent to a payroll team by the employees and
Timekeepers. Payroll team consolidates all the timesheet received for all office
& Projects at the month end Upload in the system for further processing.
 For HO, every day attendance will be transferred from Biometric to SAP and
based on the attendance hours will be transferred to Timesheet in which job
wise details will be uploaded as per the received timesheets.
 For days whom hours and timesheet are missing then leaves will be posted for
those hours and reduction hours will be posted in Infotype 0015. Deviation in
attendance hours and timesheet hours (Yet to be discussed)
4.2. Works Hour Planning
At DOPET Group, all employees working at DOPET Main office, Workshops, Project
sites & offices have different timing.
HO Timings – 7.00 am to 3.30 pm
Sales & Technologies Timings – 7.00 am to 5.00 pm
Workers shift Timings -
4.3. Public Holiday Calendar
The Public Holiday Calendar comprises a set of public holidays as declared for
the organization in terms of location and employee category. It is pivotal in
influencing employees’ work schedules and absences.
Public Holidays will be defined in terms of employee category as well as the

location based on the business process requirement of DOPET Group. The
Public holidays can be defined as fixed day or as a movable day as per the
holiday. User can change the dates of movable public holidays every year.
The list of holidays in each holiday calendar would be changed every year once
the holidays are declared for the calendar of the respective year. Whenever a

public holiday calendar is changed, the user should re-generate the work
schedule.
Any changes required in the holiday calendar should be informed to the
concerned authority.
Holiday Calendar Code Definition
 It consists of a short text and long text.
 The short text for the calendar’s ID is of 2 alphanumeric characters.
 The first character is mostly the first alphabet of the organization.
 The second character represents the location.
 The long text of the calendar’s ID has a limitation of 60 characters.
List of Holidays Head Office DOPET 2019

SN Occasion Date Day
1 Independence Day December 18
Qatar National Sports Second
2 Day February Tuesday
3 EID 3 days
4 EID 3 days
5 Christmas Holiday December 25
6 New Year January 1
Note: Sr # 5 & 6 Holidays are declared by Company and not by Government (If any
employee works during this day that working hours will be paid @ of 100% OT in
addition to 8 in NH).
Eid Holiday actual dates will be updated in the holiday calendar in the SAP system
before salary processing and work schedule rule will be generated.
4.4. Break Schedule
Break Schedules define actual break time that is, time-off for lunch or refreshment
provided during working period. Breaks are defined as time intervals unpaid and
are incorporated within the daily work schedule times. As per DOPET half an hour
paid break is given to all employees in office and sites.
DOPET Group Day - Lunch OUT - Lunch IN
HO 30 min (Unpaid)
Sales & Technology 30 min (Unpaid)

Workers 30 min (Unpaid)
4.5. Daily Work Schedule
Daily work Schedule (DWS) determines structure of working times of

employees in an enterprise for a day. DWS shows the duration in hours for
employees to work for the day. It represents planned working time for an
employee on any given day. By entering planned working time, system
calculates planned hours for one day, considering break schedule, begin & end
tolerances and eligibility to work extra hours such as overtime.
In DOPET, the working days at head office is from Saturday to Thursday. Friday
is weekly-Off. A separate DWS is created in accordance with planned working
time to meet business requirements. At project sites, six days working from
Monday to Saturday. Sunday are weekly-Off.
DWS Code Definition:
 Consists of short text (ID) and long text (Description)
 Short text is of 4 alphanumeric characters where first 2 characters define
the type of working pattern.
 Long text defines the duty and the timings of the DWS.
Sales &
DWS HO Technologies Flexi Time Workers
Saturday to
Working Days Thursday Sunday to Thursday Saturday to Thursday
Weekly Off Friday Friday & Saturday Friday
4.6. Period Work Schedule
A period work schedule (PWS) is made up of a sequence of daily work

schedules over a defined period. Period work schedules represent employees’
work schedule during a week. PWS is the basis for setting up of Work Schedule
Rules.
PWS Code Definition:


 Short text is of 4 alphanumeric characters where first 3 characters define
the location where this working pattern is practiced
 Long text defines the number of working days in a week.
4.7. Work Schedule Rule
Work Schedule Rule provides information of employee work times scheduled for
a period along with their rest days and set of holidays available in a year. It is
a vital element of time management, which provides a definite shape and
structure and governs the employees’ planned work time.
Work Schedule Rule is a combination of various time components like:
 Personnel area and sub area grouping for work schedules (Locations or units
which have similar work patterns are grouped together)
 Employee sub group groupings (Grouping of employees who work in similar
schedules)
 Period Work Schedules (which in turn is a combination of DWS and Break
Schedules)
 Holiday calendars as defined as per the respective personal sub areas
 Working hours are defined in terms of days, weeks, months, and years.
 The reference date and the starting point field option are entered to
indicate the start of the PWS for a particular employee group.
WSR Code Definition:

 Short text is of 4 characters, which defines the shift where this working
pattern is practiced.
 Long text defines the general shift with number of working days in a week
4.8. Absence Type
 Different absence types i.e. leave will be configured for DOPET to store
all information required for defining and recording absences. Absences
are paid or unpaid planned working times during which an employee has
not worked. Following is the Absence Types (Leaves) will be configured

for DOPET:
Leave Type/Att Type Description Type

SICK Sick Leave Paid
SIKU Sick Leave Unpaid Unpaid
EMGP Emergency Leave Paid
EMGU Emergency Leave Unpaid Unpaid
ANNL Annual Leave Unpaid
SHRT Short Leave Unpaid
VISP Visa Leave Change Paid
Visa Leave Change
VISU Unpaid Unpaid
MATY Maternity Leave Paid
ACCT Accident Leave Paid
LOP Loss of Pay Unpaid
4.8.1. Annual Leave
 Annual leave is classified based on Workers, Junior Staff, Senior Staff.

 Annual leave is generated based on working days. Leave due date is
generated. Inactive period and leaves will impact the leave due date.
Leaves impacting Annual leave are as follows:

Leave Annual
Type/Att leave
Type Description Type eligibility
ANNL Annual Leave Unpaid

Worker
 Workers after joining will be eligible for 42 days leave after 2 year of
completion of service. Then again after 2 years he will be eligible for 42 days
leave plus one Air Ticket.
 Once employees completed the 2 years cycle twice i.e. after 4 years of service
then from the 5th year onwards employee will get 30 days leave plus one Air
Ticket on completion of 365 days (12 months). Then yearly cycle will be
continued.
 Then after every 12 months 30 days leave will be generated.
Junior Staff
 For all staff employees as per contract they are entitle for 30 days leave
against 12 months service and Two-Way Air ticket. If employee takes LOP, then
leave due date will be extended during the leave generation period. So leaves
should be calculated on actual working days (Including week-off and paid
leaves and holidays).
 For some staff as per client contract (180/30), employees are entitled for 30
days leave against 6 months service and Two Way Air ticket. (Continuous
Offshore Working for 06 months).
Senior Staff
 Employees under this category will be eligible for 30 days leave on

completion of 11 months of service. They will also get Air ticket for
himself and family as per the contract. The leave cycle is on yearly
basis.
4.8.2. Sick Leave
 As per the labor law, once person joins, first 3 months he is not
eligible for Sick leave. After 3 months leave will be approved with
valid certificate issued by govt clinic or hospital in Qatar will be

accepted.
 Sick leave first 2 weeks continuous full payment.
 After 2 weeks, next 4 weeks half payment if continuous with the 2
weeks.
 After 6 weeks no payment, LOP will considered.
4.8.3 Accident Leave
 In case of accident, based on govt certificate full payment will be given till he
recovers as per the management decision.
 This leave can be availed by the employee only if he is QATAR.
4.8.4 Emergency Leave
 Emergency leave is unpaid leave and considered on immediate

departure. Leave application to be filled by the employees and
approval is taken as per the approval process. Air ticket not provided
by the company.
 Sometimes, based on approval, on Emergency leave, full salary will be
paid if ND is ticket in the system. But Leaves taken will be deducted
from the annual leave. But in calculation and airfare no difference.
4.8.3. Maternity Leave
 Once completion of 1 year of service, she is eligible for maternity leave

of 50 paid days including after and before the delivery period. Medical
certificate to be issue by clinic or hospital in Qatar will be accepted.

4.8.4. Short Leave
 Short leave is unpaid leave and pre informed to the manager or

approved authority. Leave application to be filled by the employees and
approval is taken as per the approval process.
4.8.5. Visa Leave Change
 Visa change leave will be only for 3 days. And will be paid, so Visa Leaev
change paid will be updated in the system.
 Company sending employees for Visa change will be paid leave. Days
may vary as per the management decision.
 If days extended then Visa Leave change unpaid absence to updated in
the system.
4.8.6. Loss of Pay
 Loss of Pay will be updated in system through timesheet, when no

leaves are found against zero working hours in the timesheet for the
day.
 LOP will be unpaid.

4.9. Leave Application Process
Personnel Actions – Leave Process

Leave Process
START
HR
HOD/ PM HR User HR user
Employee
HR downloads the Leave
Employee request for application from the system HOD/ PM will approve the Intimation to payroll for
YES HR dept will forward
Leave Application form to with pre-defined leave leave request and sent it to Annual Leave Settlement
details and employee it to ticketing Clerk
HR HR process
HR & Admin
submits to HOD/PM
Ticketing Clerk Ticketing Clerk Ticketing Clerk Ticketing Clerk Ticketing Clerk Ticketing Clerk Admin/ HR
Admin will enter actual
Final offer with
Request will be sent to Ticketing clerk will raise Personnel Head will He will sent Transport list leave details like Leave
Enter the reservation acceptance mail to be
Agency and finalize the LPO with Emp details and approve the LPO and sent to Transport dept for Type, Destination, travel
details in the system sent to Admin (Mr
suitable offer Ticket details invoice to FI Pickup and Drop date, Leave date, Actual
shankaran)
Ticket fare
Payroll Team
FI Payroll Team FI Payroll Team Ticketing Clerk
Payroll team will cross Payroll team will Settle

Payment and Ticket
check the leave the Annual Leave salary
handover to Employee
application with leave due with base air fare and will
and employee travels
date pay to the employee
Employee
Employee
Employee
End
If employee request Employee travels back
Employee will Intimate to for change in date of
Admin for new travel travel
request

4.10. Annual Leave Settlement process
Annual Leave settlement

Annual Leave settlement process
START
HR
Employee PM/HOD
Employee
Generation of leave If employee
HOD/PM will approve
application form with values Employee fills the forms and Books his YES
Request for Leave leave and signs on the
like Leave due date, leave submit to HOD/PM for own ticket
application form leave form and forward
days etc from the system and approval
to HR
given to the employee
NO
HR & Admin & Payroll
Ticketing Clerk HR Head

HR User Employee
Forward it to agency and If feasible HR HOD will
with the suitable offer approve and forward to HR will enter travel start
forward to HR head for HR user for data entry and Employee will book tickets
and end date and will get
approval further calculation and inform to HR
the annual leave days
HR User HR User HR-Payroll Team HR-Payroll Team HR-Payroll Team HR-Payroll Team
Payslip and Leave
HR will enter travel start Checking of leave Process leave settlement Processing of Salary settlement form
Time sheet processing and generated from the
and end date and will get eligibility and ticket fare and ticket Air Fare before travel date along
absence updation system and mailed to
the annual leave days eligibilty calcualtion. with leave settlement
employee.
ENd

4.11. Travel and Ticketing Process
Ticketing process
Ticketing process
START
Ticketing Clerk Ticketing Clerk Ticketing Clerk Ticketing Clerk Ticketing Clerk
Final offer with

Request will be sent to Ticketing clerk will raise
He will receive Approved Enter the reservation acceptance mail will be
Agency and finalize the LPO with Emp details and
leave application from HR details in the system sent to Admin (Mr
suitable offer Ticket details
HR & Admin
shankaran)
Ticketing Clerk Ticketing Clerk
He will forward the LPO to He will forward the LPO to

Purchase manager for Purchase manager for
approval approval
Ticketing Clerk Admin/ HR

Admin will enter actual
Admin
He will sent Transport list leave details like Leave

to Transport dept for Type, Destination, travel
Pickup and Drop date, Leave date, Actual
Ticket fare
FI Payroll Team FI Payroll Team Ticketing Clerk Employee

Payroll Team
Payroll team will cross Payroll team will Settle

Payment and Ticket
check the leave the Annual Leave salary Employee travels back
handover to Employee
application with leave due with base air fare and will
and employee travels
date pay to the employee
Employee Employee
End
Employee will Intimate to If employee request for
Employee
Employee travels back Admin for new travel change in date of travel
request
4.12. Leave Encashment
 Leave encashment will be calculated on the Monthly gross /30 * number

of leave encashment days.
 Employee who has completed 365 active days are eligible for leave
encashment.
 Leave encashment can be availed only If leave is due and still employee
wish to continue the services and does not go for any vacation or leave,
and still he can encashed the leaves and continue the service with the
approval of HOD.
 So, he will get the Leave salary and Ticket amount.

 Leave Encashment is calculated separately and separate payslip (Leave
Encashment) is generated apart from the regular payslip.
5. MODULE INTEGRATION
SAP Time Management is seamlessly integrated with other HR modules like

Personnel Administration, Organizational Management and Payroll.
6. STANDARD INFORMATION SYSTEM
T code T code – Description Brief description

This transaction is used to
Display Absence Quota
PT_QTA10 list the overview of
Information
employees quota balance
This report displays
Absence Data: Calendar
PT90 attendances and absence
View
for each employee
This report is used to
display the attendances
Absence Data: Multiple and absences for each
PT91
Employee View employee in a monthly
View for multiple
employees.
This report can be used to
summarize and classify
employees' absence and
attendance data from
various different points of
view. The data is displayed
PT64 Absence List as a list. This means that
one can display leave data
for the employees in a
particular personnel area
sorted by personnel
sub-area and employee, for
example.
This report creates an
Personal Work
PT63 overview for multiple
Schedule
Employees for each day in
any given period, which

includes all essential
planned specifications
concerning the working
time of an employee.
7. DESCRIPTION OF FUNCTIONAL DEFICIT
Recommendation to fulfil functional

Ref Description of Functional Deficits
Deficits
1
2
8. DEVELOPMENT CONSIDERATIONS
8.1. Data Conversion Considerations
Description of Objects / Data to be Data Conversion Reference Document

Ref
converted Method Specification Number
NA

8.2. Interface Considerations
Reference Document
Ref Description of Interface
Specification Number
1 Biometric Interface to get working hours
8.3. Reporting Considerations
Reference Document
Ref # Description of Report Required
Attendance Register required for HO and Sites and
1
workshops based on the Attendance and Leaves
2 .
8.4. Form Considerations
Reference Document
Ref # Description of Form Required
NA

8.5. Enhancement Considerations
Reference Document
Ref # Description of Enhancement Required
9. CHANGE MANAGEMENT
NA
10. ANNEXURE
NA
11. CHECKS & VALIDATIONS
 Every year, holiday calendar has to be created and work schedule has to
be generated.
 And Eid days to be updated as received before salary processing in
Holiday calendar.
 Daily attendance to be checked for all employees and in case of any
discrepancy it should be approved by HODs.


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Business Blue Print Document

Document Name HR03A_Leave Management

Document Version History

Name Responsibility Signature Date

Consultant Ms. Ragini Dsouza

Project Manager Mr. Kedar M Waghodkar

Mr. K.V. Shankaran

Mr. Sagar Jadhav

Business Process Owner Mr. C.V. Joseph

Mr. Biju Thomas

Company Ver. 1.0 Pg 1 of 20

Company Ver. 1.0 Pg 2 of 20

7. DESCRIPTION OF FUNCTIONAL DEFICIT ........................................................... 18

Company Ver. 1.0 Pg 3 of 20

The Personnel Time Management component offers HR support in performing all

1.2. Business Blueprint Overview

Time Management has user-oriented interfaces that support centralized and

1.3. AS-IS Reference

HR03A_Leave Management & settlement

Company Ver. 1.0 Pg 4 of 20

4.1. Attendance Process

Company Ver. 1.0 Pg 5 of 20

4.2. Works Hour Planning

4.3. Public Holiday Calendar

Public Holidays will be defined in terms of employee category as well as the

Company Ver. 1.0 Pg 6 of 20

List of Holidays Head Office DOPET 2019

4.4. Break Schedule

Sales & Technology 30 min (Unpaid)

4.5. Daily Work Schedule

Daily work Schedule (DWS) determines structure of working times of

4.6. Period Work Schedule

A period work schedule (PWS) is made up of a sequence of daily work

Company Ver. 1.0 Pg 8 of 20

 Consists of short text (ID) and long text (Description)

4.7. Work Schedule Rule

WSR Code Definition:

4.8. Absence Type

not worked. Following is the Absence Types (Leaves) will be configured

Leave Type/Att Type Description Type

4.8.1. Annual Leave

 Annual leave is classified based on Workers, Junior Staff, Senior Staff.

Company Ver. 1.0 Pg 10 of 20

 Employees under this category will be eligible for 30 days leave on

4.8.2. Sick Leave

valid certificate issued by govt clinic or hospital in Qatar will be

4.8.3 Accident Leave

4.8.4 Emergency Leave

 Emergency leave is unpaid leave and considered on immediate

4.8.3. Maternity Leave

 Once completion of 1 year of service, she is eligible for maternity leave

Company Ver. 1.0 Pg 12 of 20

4.8.4. Short Leave

 Short leave is unpaid leave and pre informed to the manager or

4.8.5. Visa Leave Change

4.8.6. Loss of Pay

 Loss of Pay will be updated in system through timesheet, when no

Company Ver. 1.0 Pg 13 of 20

4.9. Leave Application Process

Personnel Actions – Leave Process

FI Payroll Team FI Payroll Team Ticketing Clerk

Payroll team will cross Payroll team will Settle

Company Ver. 1.0 Pg 14 of 20