SAP Time Management Overview

Processes in SAP Time Management

At a high level, there are three main processes in SAP HCM Time Management:

1. Time Planning

In SAP, work schedules are elements used to indicate an employee’s planned

working time, daily working hours, weekly work pattern and weekly offs. You can
refer to the work schedule in Figure 1 as an illustrative example. In the next few
tutorials, we will explain in detail how work schedules are created, generated and
assigned to an employee.

Figure 1: PT63 – An Example of a Personal Work Schedule

Every Work schedule is also assigned a Public holiday calendar. This calendar
contains the list of public holidays that are applicable to the organization as a whole,
or to individual personnel subareas of the organization.

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2. Time Recording

Employee time data can be recorded by employees themselves or by time

administrators, supervisors or secretaries. The type of time data that must be
recorded depends on the policy of the Organization. There are two types of Time
Management:

 Positive Time Management where all actual working times must be recorded. This implies
that, for any day, an employee will be considered absent unless a Clock-in and Clock-out
or Attendance is recorded for that day.
 Negative Time Management where only deviations from the Work schedule must be
recorded. Here, for any day, an employee will be considered present unless an
absence(leave) is explicitly recorded for that day.

3. Time Evaluation

Time Evaluation is an optional sub-component which can be used to valuate

employees’ working times and absence times. This is required, for example, for the
management of time accounts and for the generation of leave quota in accordance
with the organizational policy.

Example

Let us proceed to further understand the above concepts with the help of two
practical organizational scenarios.

SCENARIO 1

Consider a single-location IT company wherein the employees must work from 9 am

– 6 pm from Monday to Friday. Saturday and Sunday are designated weekly offs. In
addition, there are ten public holidays every year. Employees do not need to swipe in
and out to capture their daily attendance. Every employee has a leave entitlement of
22 days per calendar year. If an employee needs to take time off, he/she must apply
for leave, which gets recorded in SAP after the manager’s approval.

Let us see how the above can be mapped in SAP:

Work Schedule

A single work schedule will suffice as all employees have the same working time.
This work schedule will specify the daily working time from 9am to 6pm, with
Saturday and Sunday as weekly offs.

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Holiday Calendar

A single holiday calendar will be created with ten holidays per year.

Leave Quota Generation

A Quota generation rule will be designed so that employees get a leave quota of 22
days per year.

Type of Time Management

Since actual clock-in and clock-out times do not need to be recorded, this
organization uses Negative Time Management. Only deviations from the Work
schedule are captured by recording leave availed by employees.

SCENARIO 2

Consider a manufacturing company with one corporate office and one manufacturing
plant. In the corporate office, the employees must work from 9am – 6pm from
Monday to Friday. Saturday and Sunday are weekly offs. Whereas, in the
manufacturing plant, there are three different shifts:

First shift from 6am – 2pm

Second Shift from 2pm – 10pm

Third Shift from 10pm – 6am.

There are two Work schedules, each with a work pattern that spans over two weeks
as illustrated in Figure 2:

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Figure 2: Work Schedules at Manufacturing Plant

If you look at Figure 2, note that the first day need not necessarily be a Monday as
the shifts are rotational. Consequently, the weekly offs (highlighted in yellow) are
also rotational.

In addition, the following rules apply to the corporate office as well as the
manufacturing plant:

 There are ten public holidays every year.

 Employees should mandatorily swipe in and out to capture their daily attendance. If they
do not, they will be considered absent.
 Every employee has a leave entitlement of 22 days per calendar year. If an employee
needs to take time off, he/she must apply for leave, which gets recorded in SAP after the
manager’s approval.

Let us see how the above requirements can be mapped in SAP.

Work Schedule

There will be three different Work schedules:

Corporate – This work schedule will specify the daily working time from 9 am to 6
pm, with Saturday and Sunday as weekly offs.

Plant Schedule 1 – This Work schedule will be built in accordance with Schedule 1 in
Figure 2. It will comprise two different daily work schedules, that is, the First shift
from 6am – 2pm and the Second shift from 2pm to 10pm. In addition, there are Off
days, which are rotational and as per Figure 2.

Plant Schedule 2 – This Work schedule will be built in accordance with Schedule 2 in
Figure 2. It will comprise two different daily work schedules, that is, the Second shift
from 2pm – 10 pm and the Third shift from 10pm to 6am. The weekly offs are
rotational and as per Figure 2.

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Holiday Calendar

A single holiday calendar will be created with ten holidays per year.

Leave Quota Generation

A Quota generation rule will be designed so that employees get a leave quota of 22
days per year.

Type of Time Management

Since actual clock-in and clock-out times should be recorded, this organization uses
Positive Time Management.

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SAP Planned Working Time Infotype
We access this infotype using the transaction code PA30 (Maintain HR Master data)
or PA20 (Display HR Master data).To begin with, let’s look at the screenshot of SAP
Planned Working Time infotype depicted in Figure 1. In this tutorial, we will explain
each field.

Figure 1: The Planned Working Time Infotype

Work Schedule Rule

The Work Schedule rule, in simple terms, is the shift schedule that has been planned
for the employee. It describes the both, duration and composition of working time. An
organization may have one or several different work schedules depending on its HR
policies. Before you can assign a Work schedule to an employee, it must be created
and generated in SAP Customizing. We will cover this configuration in a separate
tutorial.

In this infotype, if you click the “Work Schedule” button that has been highlighted in
Figure 1, you will see the Work schedule for a month. We have depicted this in
Figure 2. You can also check the work schedule for other months by clicking on the
“Previous month” or “Next month” button.

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Figure 2: Work Schedule

In the above image, you can see the Daily work schedule specified for every day.
We have highlighted two examples in the above screenshot. The Daily work
schedule represents the working time for an employee on a given day. For example,
it specifies the daily start time, end time and the break time.

Time Management Status

This is one of the most significant fields in HCM. It is used to indicate whether or not
the employee participates in time evaluation. As explained in the Overview of Time
Management, Time Evaluation can be used to valuate employees’ working times and
absence times. This is required, for example, for the management of time accounts
and for the generation of leave quota in accordance with the organizational policy.

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Figure 3: Time Management Status

The Time Management status field can have any of the following values:

0 – No Time Evaluation

The employee does not participate in Time evaluation. His/her actual working times
are not recorded.

1 – Time Evaluation of actual times

The employee participates in Time evaluation. His/her actual working times are
recorded, for example, at a time recording terminal. The clock-in and clock-out
information from the time recording system can be transferred to SAP via an
interface.

2 – PDC Time evaluation

The employee participates in Time evaluation. His/her actual working times are
recorded and he/she takes part in Plant Data Collection.

7 – Time evaluation without payroll integration

The employee participates in Time evaluation, however the time evaluations results
are not read by the Payroll program.

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8 – External services

This indicator is used for external employees. The employee participates in Time
evaluation. The employee’s actual times are not recorded, attendances are recorded
in the Attendances infotype (Infotype 2002). We will explain this infotype in a
separate tutorial.

9 – Time evaluation of planned times

This status is used for employees who participate in Time evaluation, but for whom
only deviations from the work schedule are recorded. In this case, the employees’
actual times are not recorded.

Part-Time Employee indicator

This is self-explanatory. If checked, it indicates that the employee works part-time.

Employment percentage

This field indicates the employment percentage based on the work schedule. Any
change in the employment percentage in this field will result in an automatic
adjustment in the daily, weekly, monthly and annual working hours. This means that
if the employment percentage is specified as 100%, the employee works in
accordance with the work schedule rule. On the other hand, if the employment
percentage is reduced to, say, 50%, the hours fields are correspondingly reduced to
half their original value. This has been demonstrated in Figure 4 (Employment
percentage 100%) and Figure 5 (Employment percentage reduced to 50%).

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Figure 4: Working Hours When Employment Percentage is 100%

Figure 5: Working Hours Auto-Adjusted When Employment Percentage is Reduced to 50%

Daily Working Hours

As the name suggests, this field indicates how many hours the employee must work
per day. This value is determined from the Work Schedule Rule.

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Also note that if an employee does not work exactly according to the planned
specifications in his or her work schedule, you must adjust the value in this field
accordingly. The employment percentage, weekly working hours, monthly working
hours, and annual working hours fields will then be automatically adjusted.

Weekly Working Hours

As the name suggests, this field indicates how many hours the employee must work
per week. This value is determined from the Work Schedule Rule. As we saw above,
if the value in the Employment percentage field or the Daily Working Hours field has
been adjusted, the system automatically adjusts the value specified in this field as
well.

Monthly Working hours

As the name suggests, this field indicates how many hours the employee must work
per month. This value is determined from the Work Schedule Rule. Again, if the
value in the Employment percentage field or the Daily Working Hours field has been
adjusted, the system automatically adjusts the value in this field.

Annual working hours

This field indicates the Average annual working time in hours. This value is
determined from the Work Schedule Rule. Again, if the value in the Employment
percentage field or the Daily Working Hours field has been adjusted, the system
automatically adjusts the value in this field.

Weekly Workdays

This field indicates the number of days the employee should work per week. This
value is determined from the Work Schedule Rule. You can manually overwrite this
value if required. Doing this will not result in any change in the Employment
percentage, Daily working hours, Weekly working hours, Monthly working hours or
Annual working hours.

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SAP Holiday Calendar
Every company publishes its list(s) of public holidays at the start of a new calendar
year or at the end of the previous calendar year. In SAP, a holiday calendar is simply
this list of applicable public holidays. In the most basic scenario, a company will have
a common holiday calendar that applies to all its offices. In other cases, the holidays
will vary from location to location within the same organization. In this tutorial, we will
explain how to create public holidays and how to assign these holidays to SAP
holiday calendar.

To execute both these activities, execute transaction code SPRO and follow the
below customizing path:

Time Management – Work Schedules – Define Public Holiday Classes

This path has been shown in Figure 1.

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Figure 1: SAP Holiday Calendar Customizing Path

Executing the highlighted activity in Figure 1 will take you to the SAP Calendar:
Main Menu screen shown in Figure 2. Alternatively, you can enter the transaction
code SCAL to get to the same screen.

Figure 2: SAP Calendar: Main Menu

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Creation of Public Holidays in SAP Holiday Calendar

To work with public holidays, select the radio button “Public holidays” in Figure 2 and
click on the Change icon. This takes you to the screen in Figure 3.

Figure 3: Change Public holidays

To create a new public holiday, click on the Create icon that has been highlighted.
This takes you to the pop-up screen depicted in Figure 4.

Figure 4: Select the Public Holiday Type

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Here you should select the public holiday type applicable to the holiday. There are
five possible public holiday types, as you can see in the image. These are:

With Fixed Date

Select this radio button if the public holiday falls on the same date every year. This
takes you to the screen in Figure 5, where you can enter the necessary details.

Figure 5: Fixed Dates

For example, Christmas is a fixed holiday that falls on 25th December every year. To
create a new holiday for Christmas, enter suitable values for Day, Month, Short
Holiday Name and Long Holiday Name. You can refer to the values captured in
Figure 6. Enter the Public Holiday Class value ‘1’ as this indicates a full-day public
holiday. Enter any sort criterion as there may several holidays with the same name.
The sort criterion will help you to sort and retrieve the holiday subsequently. We
have entered “TES” (short for “Test”) as an example.

You may notice that we have left the field ‘Religious Denomination’ blank. The
purpose of this field is not to specify that the holiday pertains to a certain Religion.
Rather, this field must be filled only if you want to make the holiday applicable to
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employees of a certain Religious Denomination only. If you enter a Religious
Denomination here, the system compares this value with the employee’s religion in
the Personal Data infotype (Infotype 0002). If the values are identical, then the public
holiday applies to the employee, otherwise it does not.

Since most companies do not create separate holiday lists based on Religion, we
have left this field blank.

Figure 6: Create a Holiday for Christmas

To save the holiday, click on the Create icon at the bottom of the screen.

With a Fixed Day from Date

Select this radio button if the public holiday falls on a fixed weekday from a particular
date. This takes you to the screen in Figure 7.

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Figure 7: Fixed Day from Date

Assume, for example, that your company would like to declare the first Monday in
April as a Public holiday. To create this holiday, enter the Day as ‘01’, Month as ‘04’,
and select the radio button “Monday”. This means that the holiday will be created as
the first Monday on or after 1st April of that year. You can refer to the values we have
entered in Figure 8. Click on the Create icon to save the holiday.

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Figure 8: Create a Holiday for the First Monday of April

Distance to Easter

Select this option if the public holiday has a fixed distance to Easter. This will take
you to the screen in Figure 9.

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Figure 9: Distance from Easter

Assume we want to create the public holiday “Good Friday”. This day is always two
days before Easter. Enter the values shown in Figure 10 to create this holiday. Click
on the Create icon to save the holiday.

Figure 10: Create a Holiday for Good Friday

Easter Sunday

Select this option if the public holiday is Easter Sunday. This takes you to the screen
in Figure 11.
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Figure 11: Easter Sunday

Enter the required values as in Figure 12. Click on the Create icon to save the
holiday.

Figure 12: Create a holiday for Easter

Floating Public Holiday

Select this option if the holiday is a movable public holiday, for which the date must
be explicitly specified every year. This takes you to the screen in Figure 13.

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Figure 13: Floating Holiday

Assume we want to create a holiday for Diwali. This is a holiday in India, which can
fall on a different day every year. Assume that in 2017, it falls on 19th October. To
create this holiday, enter the values as shown in Figure 14. Then click on the Insert
date button that has been highlighted in the screenshot.

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 Figure 14:
Create a Holiday for Diwali

This takes you to the screen in Figure 15. In this screen, click on the Create icon to
save the holiday.

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Figure 15: Insert Date

Let us now check the five holidays we just created. In the Public Holidays Overview
screen, select the Sort Key column and then click on the Set filter icon highlighted in
Figure 16.

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Figure 16: Set Filter on Sort Key

In the screen that follows, enter the Sort key ‘TES’ as depicted in Figure 17. Then
hit Enter.

Figure 17: Enter Sort Key ‘TES’

This takes you to the screen in Figure 18, where you can see the newly created
holidays.

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Figure 18: Holidays with Sort Key ‘TES’

Creation of SAP Holiday Calendar

After the public holidays have been created, the next step is to create SAP Holiday
Calendar. The public holidays will subsequently be assigned to this holiday calendar.

To create a new SAP Holiday Calendar, select the “Holiday Calendar” radio button in
the SAP Calendar: Main Menu screen, as depicted in Figure 19. Then click on the
Change icon.

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Figure 19: SAP Calendar: Main Menu – Holiday Calendar

This takes you to the screen in Figure 20. Click on the Create icon, that has been
highlighted in the screenshot, to create a new SAP Holiday Calendar.

Figure 20: Holiday Calendar – Create

This takes you to the screen in Figure 21. Enter a two-character ID and a description
for the SAP Holiday Calendar. Also enter the validity period in terms of start year and
end year.

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Figure 21: Create a New Holiday Calendar

You can refer to the values we have entered in Figure 22 as an example.

Figure 22: Create Holiday Calendar Z1

Next, assume that we want to add the five holidays to this SAP Holiday Calendar. To
do this, click on the Assign Holiday button that has been highlighted in Figure 22.
The screen depicted in Figure 23 will pop up.

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 Figure 23:
Insert Public Holidays

This is the entire list of public holidays in the system. We can restrict this list to
display just the ones created by us (with sort key ‘TES’). To do this, select the Key
column and then click on the Filter icon that we have highlighted in Figure 23. In the
next screen displayed in Figure 24, enter the Sort Key ‘TES’. Then hit Enter.

Figure 24: Filtering on Sort Key

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We then see the filtered list of holidays as depicted in Figure 25.

Figure 25: Filtered List of Holidays

Select the ones that need to be inserted in the Holiday Calendar. Since we want to
insert all, select all the entries and then click on the Assign publ. holiday button.

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Figure 26: Assign Holidays

You can then see the message “5 public holidays were assigned”, as shown in
Figure 27.

Figure 27: Public Holidays Assigned

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Click on the Save icon to save the changes. You will then see the message “Public
holiday calendar Z1 was saved” as depicted in Figure 28.

Figure 28: SAP Holiday Calendar Saved

To view the SAP holiday calendar, select the Holiday Calendar Z1 and then click on
the icon that has been highlighted in Figure 29.

Figure 29: Display SAP Holiday Calendar

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You will then get a year-wise overview of the Calendar, as depicted in Figure 30.

Figure 30: Year Overview

You may notice that there are 5 holidays in 2017, whereas for all other years there
are just 4. This is because we defined the movable holiday “Diwali” for 2017 only.
You can display the holidays for each year, by selecting the row corresponding to
that year and clicking on the icon highlighted in Figure 31.

Figure 31: Display Holidays for Year 2016

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In this manner, we have displayed the holidays for 2016 and 2017 in Figures 32 and
33 respectively.

Figure 32: Holidays List 2016

Figure 33: Holidays List 2017

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Transporting Holidays and Holiday Calendars

To transport any changes to holidays or holiday calendars, go to the Calendar menu

in the SAP Calendar: Main menu screen. Then click on Transport, as shown in
Figure 34.

Figure 34: Transporting Calendars

The system will then display the message captured in Figure 35.

Figure 35: Informational Message

This means that, if you make any change to a holiday or a holiday calendar, the
entire directory of holidays, holiday calendars and factory calendars will be
transported. This implies that all pre-existing holidays, holiday calendars and factory
calendars in the Target system (for example, Quality or Production) will be
overwritten by the holidays, holiday calendars and factory calendars in the source
system in which the transport request is generated.
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SAP Work Schedules and Their
Elements

Elements of SAP Work Schedules

Daily Work Schedule

The Daily Work Schedule indicates the planned working time for each day. Among
other details, it contains specifications for the daily planned working hours, the
planned start time of work and the planned end time of work. In addition, it also
indicates which Break Schedule is applicable for that day.

A Daily Work Schedule for a weekly off will specify “No planned working hours”, to
indicate that there are zero planned hours for that day. Such a Daily Work Schedule
need not contain any other specifications.

Break Schedule

A break schedule indicates when employees can take breaks, and how long the
breaks may last. It also specifies if the break is a paid break, or an unpaid break.
There are three types of breaks.

FIXED BREAKS

These breaks have a fixed start time and end time. For example, a lunch break from
1 pm to 1:45 pm.

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VARIABLE BREAKS

Here, a time interval is set within which an employee can take a break of a fixed
duration. These breaks do not have a fixed start time and end time. For example, an
employee is entitled to a 45-minute lunch break anytime between 12 pm and 2 pm.

DYNAMIC BREAKS

These breaks can be taken after the employee works for a certain number of hours
in a day. For example, an employee can take a 15-minute break after working for 3
hours.

Period Work Schedule

The period work schedule consists of a predefined sequence of daily work

schedules. The length of the Period Work Schedule can vary between organizations,
and within an organization, between work schedules. To arrive at the appropriate
length of any Period Work schedule, you should determine the shortest period after
which the shift pattern repeats itself. So, for a straightforward work schedule where
an employee works from Monday to Friday, with the weekend off, the Period Work
Schedule will only include one week. This is because the same work pattern will
repeat after a week. On the other hand, when rotational shifts are involved, as is
often the case in manufacturing plants, a more complex work pattern may be
involved.

Work Schedule Rule

A work schedule rule is basically a description of the work schedule. A work

schedule rule is assigned a period work schedule, which in turn is made up of daily
work schedules.

The Work Schedule rule definition also includes specifications for the Daily working
hours, Weekly working hours, Monthly working hours, Annual working hours and
Weekly workdays. In the SAP Planned Working Time infotype tutorial, we had seen
that these values get defaulted at the employee level in the Planned Working time
Infotype (Infotype 0007).

Work Schedules must be generated for a specific period, by specifying a Work

Schedule Rule and Holiday Calendar. The specification of the Holiday Calendar
allows the public holidays to be incorporated into the work schedule.

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Practical Scenarios

Case 1

Consider a company wherein the employees must work from 9 am to 6 pm, with a
paid lunch break from 1 pm – 2 pm, from Monday to Friday. Saturday and Sunday
are weekly offs.

Let us now design the Work Schedule elements for this scenario:

BREAK SCHEDULE

One Break Schedule, say BRK1, will be created, as a fixed break with the below
specifications:

Start of Break: 13:00

End of Break: 14:00

No. of paid break hours: 1

DAILY WORK SCHEDULES

There will be two Daily Work Schedules created, with the below specifications:

Daily Work Schedule 1, say, NORM:

Planned Start time: 09:00

Planned End time: 18:00

Planned Daily Working hours: 9

Break Schedule: BRK1

Daily Work Schedule 2, say, OFF:

With the specification “No planned working hours”.

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PERIOD WORK SCHEDULE

The Period Work Schedule will span over one week and will be as below:

Figure 1: Case 1 – Period Work Schedule

Figure 1: Case 1 – Period Work Schedule

Case 2

Consider a manufacturing plant wherein there are three different shifts:

First shift from 6 am to 2 pm, where the employee can take a 30-minute break after
four hours of work.

Second Shift from 2 pm to 10 pm, where the employee can take a 30-minute break
after four hours of work.

Third Shift from 10 pm to 6am, where the employee can take a 30-minute break after
four hours of work.

Let us consider a work schedule where an employee has to work for five days in the
first shift, followed by two days off, followed by five days in the second shift, followed
by two days off, followed by five days in the third shift, followed by two days off.

Let us now design the work schedule elements for the above scenario:

BREAK SCHEDULE

One break schedule, say DYN1, will be created, as a dynamic break with the below
specifications:

Number of work hours after which employee can take the break: 4

No. of paid break hours: 0.5

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DAILY WORK SCHEDULES

There will be four Daily Work Schedules created, with the below specifications:

Daily Work Schedule for the First Shift, say, FRST:

Planned Start time: 06:00

Planned End time: 14:00

Planned Daily Working hours: 8

Break Schedule: DYN1

Daily Work Schedule for the Second Shift, say, SEC:

Planned Start time: 14:00

Planned End time: 22:00

Planned Daily Working hours: 8

Break Schedule: DYN1

Daily Work Schedule for the Third Shift, say, THR:

Planned Start time: 22:00

Planned End time: 06:00

Planned Daily Working hours: 8

Break Schedule: DYN1

Daily Work Schedule for the day off, say, OFF:

With the specification “No planned working hours”.

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PERIOD WORK SCHEDULE

In this case, the shortest period after which the shift pattern repeats itself is three
weeks. Hence the Period Work Schedule will span over three weeks and will be as
below:

Figure 2: Case 2 – Period Work Schedule

SAP Break Schedules Configuration

If you have gone through the previous tutorial on SAP Work Schedules and their
Elements, then you are familiar with SAP Break Schedules and the various types of
breaks that can be defined. In this tutorial, we will demonstrate how to configure SAP
Break Schedules. We will also explain the prerequisite assignment of Personnel
Subarea groupings.

Personnel Subarea Groupings

In SAP HCM, you will come across the concept of Personnel Subarea Groupings (or
Employee Subgroup groupings) across the Implementation Guide. It basically means
that Personnel subareas (or Employee Subgroups) with similar characteristics
should be grouped together. Further configuration steps are then carried out for the
groupings, rather than for each individual Personnel Subarea (or Employee
Subgroup).

There are various kinds of Personnel Subarea (or Employee Subgroup) groupings.
In this tutorial, we will explain two groupings that are a prerequisite for the
configuration of SAP Work Schedules.

Personnel Subarea Groupings for Work Schedules

You must first group Personnel subareas for SAP Work Schedules. This means that
all personnel subareas that work according to a common set of work schedule rules
must be assigned the same grouping.

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For example, assume that an organization has three personnel subareas – Location
1, Location 2 and Location 3. Location 1 and Location 2 follow the same work
schedule rule, whereas Location 3 follows a different work schedule rule. In this
case, you can assign grouping 01 to Location 1 and Location 2, and grouping 02 to
Location 3.

To assign this grouping, use transaction code SPRO to access the Implementation
Guide. Then follow the path mentioned below:

Time Management – Work Schedules – Personnel Subarea Groupings – Group

Personnel Subareas for the Work Schedule

This path has also been depicted in Figure 1.

Figure 1: Group Personnel Subareas for the Work Schedule

This takes you to the screen in Figure 2, where you can assign a two-digit grouping
to each Personnel Subarea.

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Figure 2: Assign Grouping for Work Schedules

Personnel Subarea Groupings for Daily Work Schedules

In this step, you do not directly assign groupings to Personnel Subareas. Instead,
you assign a Personnel Subarea Grouping for Daily Work Schedules to a Personnel
Subarea Grouping for SAP Work Schedules.

Taking the previous example forward, although Location 1 and Location 2 follow a
different Work Schedule rule from Location 3, it is possible that both Work Schedule
rules use the same Daily Work Schedule.

For example, let’s assume that Location 1 and Location 2 follow a 5-day work week,
with Saturday and Sunday off. Let’s call this Work Schedule 1. And let’s assume
Location 3 follows a 6-day work week with Sunday off. Let’s call this Work Schedule
2.

However, all 3 locations have a 9 am to 5 pm work day. This means that the same
Daily Work Schedule can be utilized for both Work Schedule 1 and Work Schedule
2. Consequently, the Personnel Subarea Groupings for Work Schedules 01 and 02
(assigned in the previous step) will both be assigned the same Personnel Subarea
Groupings for Daily Work Schedules, say 01.

To assign this grouping, use transaction code SPRO to access the Implementation
Guide. Then follow the path mentioned below:

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Time Management – Work Schedules – Personnel Subarea Groupings – Group
Personnel Subareas for the Daily Work Schedule

This path has also been depicted in Figure 3.

Figure 3: Group Personnel Subareas for the Daily Work Schedule

This takes you to the screen in Figure 4, where you can assign a two-digit grouping.

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Figure 4: Assign Grouping for Daily Work Schedules

SAP Break Schedules

SAP Break Schedule Configuration

In this section, we will explain how to create a new break schedule based on your
organization’s work break policy. To configure a break schedule, follow the path
mentioned below:

Time Management – Work Schedules – Daily Work Schedules – Define Break

Schedules

This path has been depicted in Figure 5.

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Figure 5: IMG Path to Configure SAP Break Schedules

Executing this activity will take you to the activity list captured in Figure 6.

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Figure 6: SAP Break Schedules Activity List

Double click on the first activity, ‘Determine Break Schedules’ to get to the screen in
Figure 7. You can see the list of existing break schedules.

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Figure 7: Define Break Schedule

To create a new break schedule, click on the button ‘New Entries’, which has been
highlighted in the screenshot above. You will see the blank screen as shown in
Figure 8.

Figure 8: New Entries

We will explain the most useful columns:

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Grpg – Enter the 2-digit Personnel Subarea Grouping for Daily Work Schedules (not
the Personnel Subarea Grouping for Work Schedules) for which the Break Schedule
must be applicable.

Break – Enter a 4-character Break Schedule key.

No. – Enter a Sequence number. This is useful if you want to define two or more
breaks in a single Break Schedule.

Start – Indicates the break start time. This field will be blank in the case of Dynamic
breaks.

End– Indicates the break end time. This field will be blank in the case of Dynamic
breaks.

Unpaid – Enter the break period that is not remunerated. Enter this in hours, as a
decimal value.

Paid – Enter the break period that is remunerated. Enter this in hours, as a decimal
value.

Please note that if you do not enter either the Unpaid break period or the Paid break
period, the system considers the interval between the Start of break and End of
break fields as the unpaid break period.

After – Here you enter the number of work hours after which an employee can take
a break. This field is mandatory when defining Dynamic breaks.

Practical Examples

We will now apply the learnings from the previous section to some practical
organizational scenarios.

FIXED BREAK

Consider a paid lunch break from 1:00 pm to 1:45 pm. To configure this, enter the
values as illustrated in Figure 9 and save the record. Note that we have explicitly
entered the paid period, otherwise the system will consider the interval between the
Start of break and the End of break as unpaid hours.

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Figure 9: Fixed Break Configuration

VARIABLE BREAK

Consider that an employee is entitled to a 45 minute paid lunch break anytime

between 12 pm and 2 pm. To configure this, enter the values as highlighted in Figure
10 and save the record. Note that since the paid break hours must be indicated as a
decimal value, 45 minutes has been denoted as 0.75 hours.

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Figure 10: Variable Break Configuration

DYNAMIC BREAK

Assume that an employee can take an unpaid 15 minute break after working for 3
hours. To configure this, enter the values as illustrated in Figure 11 and save the
record.

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Figure 11: Dynamic Break Configuration

SAP Daily Work Schedule Configuration

SAP Daily Work Schedule Configuration

In this section, we will explain how to create a new Daily Work Schedule
(abbreviated as DWS) based on your organization’s daily working time policy. To
configure a Daily Work Schedule, access the Implementation Guide using the
transaction code SPRO. Then follow the path mentioned below:

Time Management – Work Schedules – Daily Work Schedules – Define Daily Work
Schedules

This path has been depicted in Figure 1.

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Figure 1: Daily Work Schedule Configuration Path

When you execute the highlighted activity, the screen shown in Figure 2 will follow.

Figure 2: Daily Work Schedule Change View

This view is simply an overview of SAP Daily Work Schedules that have already
been configured in the system. Each row corresponds to one SAP Daily Work
Schedule. To view the detailed configuration of any of the Daily Work Schedules,
select the corresponding row and click on the Details icon. This icon has been
highlighted in Figure 3.
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Figure 3: Select SAP Daily Work Schedule and Click on the Details Icon

This will take you to the screen in Figure 4. In this screenshot, you can see the
information that must be specified for a Daily Work Schedule.

Figure 4: SAP Daily Work Schedule

Below, we will explain the significance of the main fields:

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DWS grouping – You can see this field highlighted in Figure 4. This is the Personnel
Subarea grouping for Daily Work Schedules. This concept has already been
explained in the tutorial SAP Break Schedule Configuration, hence we will not get
into it again.

Daily work schedule key and text – These fields have also been highlighted in
Figure 4. Here you specify a unique key to identify the Daily Work Schedule. The
length can be of maximum 4 characters. There is also a field where you should enter
a meaningful Daily Work Schedule text, which cannot exceed 15 characters.

Planned working hours – You can see this field in Figure 4. It is located within the
Planned Working Hours section, which has been highlighted. This field basically
specifies the duration of an employee’s daily working time. The system calculates
this by first computing the interval between the planned start time and the planned
end time, then reducing this value by the unpaid break time. If the breaks are paid
breaks, the planned working hours will be equal to the difference between the
planned start time and the planned end time.

For example, if the planned start time is 9 am and the planned end time is 6 pm, and
there is a paid lunch break from 1 pm to 2 pm, then the Planned Working hours will
be 9 hours. However, if the lunch break from 1 pm to 2 pm is unpaid, then the
Planned Working hours will be 8 hours.

No planned working hrs. – You can see this field within the Planned Working
Hours section in Figure 4. This field should be checked to indicate zero working
hours, which basically implies a day off.

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Figure 5: DWS – Working Times Section

Planned working time – You can see this interval highlighted in the Working Times
section in Figure 5. These two fields specify the planned start time of work and the
planned end time of work.

Work break schedule – Assign the required Break schedule in this field. We have
explained how to configure a Break Schedule in the tutorial SAP Break Schedule
Configuration. Once a suitable break schedule has been configured according to the
organization’s Time management policies, it must be assigned in this field so that the
break can be incorporated into the DWS.

Begin tolerance (interval) and End tolerance (interval) – You can see these two
sets of fields highlighted in Figure 5. Tolerance times define the period within which a
clock-in or clock-out should be rounded up or down. Hence clock-in or clock-out
times which are shortly before/after the start or end of planned working time will not
be treated as a working time violation or as overtime.

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Figure 6: Daily Work Schedule – DWS Class

Daily WS class – You can see this field highlighted in Figure 6. The daily work
schedule class is a one- digit feature used to further define a daily work schedule.
The daily work schedule class allows an additional evaluation of a daily work
schedule. Its significance will become clearer in subsequent tutorials of SAP Time
Management.

Example

Let us create a new SAP Daily Work Schedule with the below specifications:

Planned Start time: 09:00

Planned End time: 18:00

Planned Daily Working hours: 9

Break Schedule: Paid lunch break from 1 pm to 1:45 pm.

To create a new Daily Work Schedule, click on the New Entries button that has been
highlighted in Figure 7.

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Figure 7: New Entries

This will take you to the screen in Figure 8.

Figure 8: Blank Screen to Enter DWS Details

Enter the details as shown in Figure 9.

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Figure 9: Enter DWS Details

We can assign the break schedule ZFIX that we had created in the tutorial on SAP
Break Schedule Configuration. To search for this break schedule, click on the icon
that has been highlighted in Figure 10.

Figure 10: Select Break Schedule

The system will then display the entire list of break schedules. To search for ZFIX,
click on the icon that has been highlighted in Figure 11.

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Figure 11: List of Break Schedules

You will then see the Find window in which you can enter the value to be searched
for. This has been illustrated in Figure 12. Then hit on Enter button.

Figure 12: Find Window

You will then see the search results with the ZFIX break schedule, as can be seen in
Figure 13.

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Figure 13: Search Results

Select this break schedule so that it gets assigned, as you can see in Figure 14.
Then, save the Daily Work Schedule by clicking on the Save icon.

Figure 14: ZFIX Break Schedule Selected

You will then see the message “Data was saved” as shown in Figure 15.

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SAP Daily Work Schedule has been Successfully Created

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SAP Period Work Schedule and Day Types
SAP Period Work Schedule

SAP Period Work Schedule Configuration

Prior to configuring SAP Period Work Schedule, you must ensure that the
required Daily Work Schedules have been created. Once this has been done, you
can proceed with configuring SAP Period Work Schedule.

To do this, access the Implementation Guide using the transaction code SPRO.
Then follow the path mentioned below:

Time Management – Work Schedules – Period Work Schedules – Define Period

Work Schedules

This path has been depicted in Figure 1.

Figure 1: IMG Path to Configure SAP Period Work Schedule

When you execute the highlighted activity, you will see the screen depicted in Figure
2.

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Figure 2: Overview of SAP Period Work Schedules

This screen depicts an overview of the Period Work Schedules that have been
configured in the system. You can see that some Period Work Schedules occupy
just one row of the table, while others occupy multiple rows. The rationale for this is
that each row basically corresponds to a week. So, as a rule, a Period Work
Schedule that spans ‘n’ weeks will be represented by ‘n’ rows in this table. For your
reference, we have highlighted two examples in Figure 3. The Period Work
Schedule NORM (Normal shift) spans a single week, while the Period Work
Schedule 3-WK (3week rotating shift) extends across three weeks.

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Figure 3: Examples of a Single-Week and a Three-Weeks Period Work Schedules

As explained in the tutorial SAP Work Schedules and Their Elements, you can arrive
at the appropriate length of SAP Period Work Schedule by determining the shortest
period after which the shift pattern repeats itself.

We will explain the meaning of the columns of this table below:

Grouping – This is the Personnel Subarea grouping for Daily Work Schedules. This
concept has already been explained in the tutorial on SAP Break Schedule
Configuration.

PWS – This is the Period Work Schedule Key. It can have a maximum length of four
characters.

Period Work Schedule Text – This is the Period Work Schedule text, which should
be meaningfully assigned. It can have a maximum length of twenty characters.

Week no.- This is the week number for which the sequence of Daily Work Schedules
is entered in the next seven columns.

01– In this column, enter the Daily Work Schedule applicable to Day 01 (Monday) of
that week.

02– In this column, enter the Daily Work Schedule applicable to Day 02 (Tuesday) of
that week.

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03– In this column, enter the Daily Work Schedule applicable to Day 03
(Wednesday) of that week.

04– In this column, enter the Daily Work Schedule applicable to Day 04(Thursday) of
that week.

05– In this column, enter the Daily Work Schedule applicable to Day 05(Friday) of
that week.

06– In this column, enter the Daily Work Schedule applicable to Day 06 (Saturday) of
that week.

07– In this column, enter the Daily Work Schedule applicable to Day 07(Sunday) of
that week.

Example

Consider a company where the employees have to work from 9 am to 6 pm, Monday
to Friday. Saturday and Sunday are weekly offs. Let us configure SAP Period Work
Schedule to meet this requirement.

We can use the Daily Work Schedule ZTES which we had created in the tutorial SAP
Daily Work Schedule Configuration.

To create a new Period Work Schedule, click on the ‘New entries’ button that we
have highlighted in Figure 4.

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Figure 4: New Entries

This will take you to the blank screen shown in Figure 5.

Figure 5: Blank Screen

Enter the details shown in Figure 6. You can see that we have assigned the Daily
Work Schedule ZTES from Monday to Friday. The Daily Work Schedule OFF (with
zero working hours) has been assigned to Saturday and Sunday, as per the
requirement. Note that you can enter a suitable Period Work Schedule key in
accordance with your organization’s naming convention.
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Figure 6: Enter Details

Then save the Period Work Schedule by clicking on the “Save” icon. With this, the
Period Work Schedule has been successfully configured.

SAP Day Types

Definition

A Day type is basically used to indicate the following for each day:

1. Whether an employee should work on that day.

2. Whether an employee should be paid for that day.

The following day types are pre-defined by SAP:

 0 (blank) – Work /Paid

 1 – Off / Paid
 2 – Off / Not paid
 3 – Off /Special Day

You can see these day types via the below IMG path:

Time Management – Work Schedules – Day types – Define Day Types

This path has been depicted in Figure 7.

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Figure 7: IMG Path to Define Day Types

Execute this activity and the screen depicted in Figure 8 will follow.

Figure 8: SAP Day Types

Here you can see the standard SAP day types. It is recommended that you do not
edit these, as they are used by various personnel calculation rules for time
evaluation and payroll in the standard system. You can create new entries if
required, for your company-specific policies. Usually, though, the above day types
suffice.
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SAP Day Type Selection Rules

These rules are used to specify which day types should be assigned to public
holidays on weekdays and public holidays on weekends. For each public holiday
class, you must specify which day type should be assigned to public holidays on
weekdays, Saturdays and Sundays.

To check the pre-configured selection rules or to define new ones, follow the IMG
path below:

Time Management – Work Schedules – Day types – Define Selection Rules

This path has been depicted in Figure 9.

Figure 9: IMG Path to Define Selection Rules

Executing this activity takes you to the screen in Figure 10. You can see three
columns for each rule. The first contains the set of Day types that should be
respectively assigned to Holiday Class 0, 1, 2, 3, 4, 5, 6, 7, 8, 9, if the day is a
weekday. The second contains the set of Day types that should be respectively
assigned to Holiday Class 0, 1, 2, 3, 4, 5, 6, 7, 8, 9, if the day is a Saturday. The third
contains the set of Day types that should be respectively assigned to Holiday Class
0, 1, 2, 3, 4, 5, 6, 7, 8, 9, if the day is a Sunday.

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Figure 10: SAP Day Type Selection Rules

Prima facie, this screen appears rather confusing. We’ve tried to simplify it with the
representation shown in Figure 11. Here you can see that for each Holiday Class
from 0-9, the required Day type has been assigned. So the highlighted part of Figure
10 can be simply interpreted as the highlighted part of Figure 11.

Figure 11: Interpreting a Selection Rule

Using this, let’s analyse Rule 01. We can interpret that Rule 01 specifies that on
Weekdays, Saturdays and Sundays, for Holiday Classes 1, 2 and 3, the Day type will
be 1 (Off/Paid). Otherwise, the Day type will be blank (Work/Paid).

Example of SAP Day Type Selection Rules

Assume that an organization uses two Holiday classes as below:

 Holiday Class 0 (blank) – Not a public holiday

 Holiday Class 1 – Public holiday

Assume that there are two Employee Subgroups, say, workmen and managers. The
policy is that workmen should work on public holidays (holiday class 1) on weekdays,
while managers get the day off. Both workmen and managers are paid for the public
holiday.

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Whereas, if the holiday falls on a Saturday or Sunday, workmen and managers both
get a paid off.

To meet this requirement, we can create two Selection rules as illustrated in Figures
12 and 13.

Figure 12: Selection Rule for Workmen

Figure 13: Selection Rule for Managers

In Figure 12 (selection rule for workmen), if the day is Saturday or Sunday, and the
holiday class is 1 (public holiday), the Day type ‘1’ (Off /Paid) is assigned. But if the
day is a weekday, and the holiday class is 1 (public holiday), the Day type ‘0’ or
blank (Work /Paid) is assigned.

In Figure 13 (selection rule for managers), for all days (Saturday, Sunday or any
weekday), if the holiday class is 1 (public holiday), the Day type ‘1’ (Off /Paid) is
assigned.

These rules can be configured in SAP as illustrated in Figure 14. Here, 78 is the
selection rule for workmen and 79 is the selection rule for managers. These rules will
then be assigned to the appropriate Employee Subgroups when we create Work
schedule rules, which we will see in the next tutorial.

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Figure 14: Newly Created Selection Rules

SAP Work Schedule Rules Configuration

We will look at the following configuration steps – Employee Subgroup groupings,
Assign Holiday calendars and Configure Work Schedule Rules.

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Employee Subgroup Grouping for Work Schedule

Before proceeding with the configuration of Work schedules, you must first group
Employee subgroups for Work Schedules. This means that all Employee subgroups
that work according to a common set of work schedule rules must be assigned the
same grouping.

For example, assume that an organization has three employee subgroups –

Managers, Officers and Workmen. Managers and Officers follow the same work
schedule, whereas Workmen work in accordance with a different work schedule. In
this case, you can assign grouping 01 to Managers and Officers, and grouping 02 to
Workmen.

To assign this grouping, use transaction code SPRO to access the Implementation
Guide. Subsequently, access the following path:

Time Management – Work Schedules – Work Schedule Rules and Work Schedules
– Define Employee subgroup groupings

This path has also been depicted in Figure 1.

Figure 1: IMG Path to Define Employee Subgroup Groupings

On executing this step, you will see the list of activities displayed in Figure 2. Double
click on the second activity.

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Figure 2: List of Activities

You will now see the screen in Figure 3, where you can assign a one-digit grouping
to each Employee subgroup.

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Figure 3: Assign Employee Subgroup Groupings

Define Groupings for the Public Holiday Calendar

In the tutorial on SAP Holiday Calendar, we explained how holiday calendars are
created. In this step, you should link each Personnel Subarea with the relevant
Holiday Calendar.

To create this mapping, use transaction code SPRO to access the Implementation
Guide. Then go through the path outlined below:

Time Management – Work Schedules – Work Schedule rules and Work Schedules –
Define groupings for the public holiday calendar

You may refer to Figure 4 which represents this path.

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Figure 4: IMG Path to Define Groupings for the Holiday Calendar

This activity will bring you to the view in Figure 5. Here you can assign the required
Holiday calendar to each Personnel subarea.

Figure 5: Assign Holiday Calendar to Personnel Subarea

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SAP Work Schedule Rules Configuration

In this section, we will explain how to configure a new SAP work schedule rule. Use
this path to create an SAP work schedule rule:

Time Management – Work Schedules – Work Schedule rules and Work Schedules –
Set Work Schedule rules and Work Schedules

This path has been illustrated in Figure 6.

Figure 6: IMG Path to Create SAP Work Schedule Rules

When you execute this step, the overview screen in Figure 7 will follow.

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Figure 7: SAP Work Schedule Rules Overview

This table is essentially an overview of the Work Schedule rules in the system. To
view the detailed configuration of any of the Work Schedule rules, select the
corresponding row and click on the Details icon that has been highlighted in the
above screenshot.

This will take you to the detailed view depicted in Figure 8.

Figure 8: SAP Work Schedule Rule Details

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The most significant fields are laid out below:

ES grouping – This is the Employee Subgroup grouping for Work Schedules. This
concept has been explained in the beginning of this tutorial.

Holiday Calendar ID – This is the Holiday calendar ID that must be applied to the
Work schedule.

PS Grouping – This is the Personnel Subarea grouping for Work Schedules. This
has already been covered in the tutorial SAP Break Schedule Configuration.

Work Schedule rule key and text – The Work Schedule Rule is basically a key
(with a maximum length of 8 characters) that uniquely identifies the Work Schedule
rule. In the adjacent field, you should enter a meaningful Work Schedule rule text,
which cannot exceed 25 characters.

Daily working hours – This field specifies how many hours the employee must work
per day. The value specified here gets defaulted in the corresponding field in the
Planned Working time infotype. We have seen this in the tutorial on SAP Planned
Working Time Infotype.

Weekly working hours – This field specifies how many hours the employee must
work per week. The value specified here gets defaulted in the corresponding field in
the Planned Working time infotype. We have seen this in the tutorial on SAP
Planned Working Time Infotype.

Monthly working hours – This field specifies how many hours the employee must
work per month. The value specified here gets defaulted in the corresponding field in
the Planned Working time infotype. We have seen this in the tutorial on SAP
Planned Working Time Infotype.

Annual working hours – This field specifies the average number of hours the
employee must work per year. The value specified here gets defaulted in the
corresponding field in the Planned Working time infotype. We have seen this in the
tutorial on SAP Planned Working Time Infotype.

Weekly workdays – This field indicates the number of days the employee should
work per week. The value specified here gets defaulted in the corresponding field in
the Planned Working time infotype. We have seen this in the tutorial on SAP
Planned Working Time Infotype.

Period work schedule – This field specifies which Period Work Schedule is used as
the basis for the work schedule generation.

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Reference date for Period Work Schedule – This is the date which is used as the
reference point for generating the period work schedule.

Starting point in Period work schedule – This field determines the position in the
Period work schedule from which the work schedule is generated. To generate a
work schedule, we must specify the position in the calendar as of which the period
work schedule is generated. This field, along with the Reference date, is used to
determine this position.

Rule for day types – This field specifies the relevant Day type selection rule that
must be applied to the Work schedule. We have taken you through this concept in
the tutorial on SAP Period Work Schedules and Day Types.

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