EC Trainings Session 13 Time Management

Employee Central Training
Time Management
INTERNAL
Agenda
What is SF Time & Attendance?
Time Off Journey
Time Sheet Journey
Q&A
Appendix
Deloitte 2019 2
2019 Deloitte
Introduction to SF Time & Attendance
Vacation / Annual Leave

Time Off module offers a single platform for all types of paid
Sick Leave and unpaid absence recording, including long and short term
illness, PTO, maternity/paternity leave etc. It is a flexible
Time Off Maternity Leave
framework where you can configure absence management
Parental Leave according to local laws, regulations and customers’ collective
labor agreements and other types of policies.
Paternity Leave
Scheduled Working Time
Overtime Night 1
Payroll Time Sheet enables employees to record their time in a
Time Sheet Overtime Weekends weekly time sheet. When time recording is completed for a week,
2
employees can submit the time sheet for approval.
On-Call Duty
3
Stand By
Deloitte 2019 4
SF Time & Attendance Framework
Holiday Calendar Holiday
Work Schedule Work Schedule Day Model

Time Off
Time Profile Time Type Time Account Type
Accrual Rule
EC Job Info Time Off in Lieu Period End Processing Rule
Hire/Termination Rule
Time Recording
Time Valuations Time Type Group
Profile
Time Valuation Period

Time Recording
Admissibility
Time Sheet
Time Recording Variant
Default Overtime
Compensation Validation Rules
Variant
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Time Off Journey
2019 Deloitte
Holiday & Holiday Calendar Holiday Calendar in North-Rhein Westphalia 2019
Date Day Holiday

1 Jan Tue New Year's Day
19 Apr Fri Good Friday
Holiday 22 Apr Mon Easter Monday
1 May Wed Labour Day
Object Holiday will be used to define 30 May Thu Ascension Day
the individual public holidays for target 10 Jun Mon Whit Monday
20 Jun Thu Corpus Christi
country
3 Oct Thu Day of German Unity
1 Nov Fri All Saints' Day
25 Dec Wed Christmas Day
26 Dec Thu 2nd Day of Christmas
Holiday Calendar
Object Holiday Calendar is to
aggregate all holidays into one bucket
and applicable for a specific group of
employees based on possible factors
as below:
1. Country
2. Federal State
3. Cities
4. Regions
5. Religions
……
Deloitte 2019 7
Work Schedule
Work Schedule
defi nes the employee’s

working pattern, shows
for example, how many
working days per week,
and how many working
hours of each working
day, that an employee is
to work
Work Schedule Models

Simple Model
Simple Model defines the working pattern that always starts on the same day of the week, for example: a schedule starting on each Monday and
consisting of 5 working days of 8 hours, plus 2 non-working days.
Period Model
Through Period Model we will be able to define the work schedules for fixed-shift workers, such as the early shift or late shift, from week to week and
the schedule is repeated. In the period model, we enter a start date and a list of day models, along with the number of days.
Schedule Model
Through Schedule Model we are able to create working pattern out of the same period model with different start dates for varied groups of
employees. For example: Employee A starts with early shift and employee B starts the same day, but on the late shift.
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Time Type
Time Types can be classifi ed as “Absence” or “Attendance”. Only “Absence” time types are available in Time Off and the time unit
for them is either hours or days
Day-To-Day Absences with quotas

Ex: Vacations / Sickness Leave
Day-To-Day Absences
Day-To-Day Absences without
quotas
Time Off Absences Ex: Paternity Leave / Marriage Leave
Leave of Absence 1. Event Reasons for LOA

2. Event Reasons for Return to Work
1. Scheduled Working Time

Attendance 2. Overtime Nights / Overtime on Saturdays / Overtime on Sundays / Overtime on Public
Holidays etc.
1. On Call in Working Days

Time Sheet On-Call 2. On Call in Weekends
3. On Call in Public Holidays etc.
Break 1. Break Morning

2. Break Afternoon etc.
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Time Account Type
Scenario 1:
Account Creation Type: Recurring
Account Creation Start Date: Account Valid from Day / Month
Accrual Frequency: Annually
Hire Date: 01.07.2018 01.01.2019 31.12.2019 Termination Date: 01.09.2020
Accruable Period Accruable Period

2018 2019
Scenario 2: Account Creation Start Date: Employee Flexible Date

Account Creation Start Date: Employee Flexible Date
28.02.2019 29.02.2020

2018 2019
Deloitte 2019 10
Time Account Type
Scenario 3:
Account Creation Type: Permanent

2018 2019
Scenario 4:
Accrual Frequency: Monthly
Hire Date: 10.12.2018 01.01.2019 01.02.2019 01.03.2019 Termination Date: 20.04.2019
Accruable Period Accruable Period Accruable Period

2018 Dec 2019 Jan 2019 Feb
Deloitte 2019 11
Accrual Rule / New Hire Rule / Termination Rule
Accrual Rule will be deployed to decide how accrual will be posted in correspondent time account in new year

2018 2019 2020
Accrual Rule
Scenario 3
Scenario 1
If
Posting Date: Accruable Start Date Employee Type = Expat
Posting Amount: 28 Then
Posting Unit: Days Posting Date: Accruable Start Date
Posting Amount: 30
Posting Unit: Days
Scenario 2
Else
Posting Date: Accruable Start Date
Posting Date: Accruable Start Date
Posting Amount: 24
Posting Amount: According to the “Years of Service” in target
Posting Unit: Days
company
Ex:
0 – 5 years: 24 days Scenario 4
5 – 10 years: 25 days
10 – 15 years: 26 days Variable 1 = Calculate Average Value of Field “FTE”
15 – 20 years: 27 days Posting Date: Accruable Start Date
20 – 99 years: 28 days
Posting Amount: 30 * Variable 1
Posting Unit: Days
Posting Unit: Days
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New Hire Rule will be deployed to decide how accrual will be posted in correspondent time account once employee has been
hired

2018 2019 2020
New Hire Rule
Scenario 2 Monthly Proration

Scenario 1 Daily Proration
Posting Date: Accruable Start Date (Hire Date)
Posting Date: Accruable Start Date (Hire Date) Posting Amount: 28 * (Number of Months from Hire Date until last day
Posting Amount: 28 * (Number of Calendar Days between Hire of current year with threshold value as of 15 / Number of Months of
Date until the end of current year / Total number of Calendar current year)
Days of current year)
Ex:
Ex: Hire Date: 23rd of Jul. 2018
Hire Date: 21st of Jul. 2018 Number of Months from Hire Date until last day of current year with threshold value
Annual Leave for 2018 will be = 28 * (163 / 365) = 12.50 days as of 15 = 5 (July will be excluded due to the threshold value)
Annual Leave for 2018 = 28 * (5 / 12) = 11.67 days
Posting Unit: Days
Posting Unit: Days
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Termination Rule will be deployed to decide how accrual will be posted in correspondent time account when employee is to be
terminated

2018 2019 2020
Termination Rule
Scenario 2 Monthly Proration

Scenario 1 Daily Proration
Posting Amount: 28 * (Number of Months from Accruable Start Date
Posting Amount: 28 * (Number of Calendar Days between
until Termination Date with threshold value as of 15 / Number of
Accruable Start Date until Termination Date / Total number of
Months of current year)
Calendar Days of current year)
Ex:
Ex:
Hire Date: 1st of Sept. 2020
Termination Date: 01st of Sept. 2020
Number of Months from Hire Date until last day of current year with threshold value
Number of Calendar Days between Accruable Start Date until Termination Date =
as of 15 = 8 (September will be excluded due to the threshold value)
Annual Leave for 2018 will be = 28 * (245 / 365) = 18.79 days
Annual Leave for 2018 = 28 * (8 / 12) = 18.67 days
Posting Unit: Days
Posting Unit: Days
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Period-End Processing Rule / Interim Account Update Rule
Period-End Processing Rule will be deployed to carry forward remaining balance from old time account to new time account

2018 2019 2020
Period-End Processing Rule
Scenario 1 No remaining balance is eligible to be carried

forward into next period Scenario 3 Maximal 5 days of remaining balance is eligible to
be carried forward into next period
Step 1: Opposite Sign the remaining balance in current time
account on the last day of account validity If
Step 2: Close the old time Remaining balance <= 5 days
Then
Scenario 2 All remaining balance is eligible to be carried
Post the amount of remaining balance as of in old time account into
forward into next period
new time account
Opposite Sign the remaining balance in old time account
Step 1: Post the amount of remaining balance as of in old time
Set old time account as closed
account into new time account
Step 2: Opposite Sign the remaining balance in old time account
Else
Step 3: Set old time account as closed
Post 5 days into new time account
Opposite Sign the remaining balance in old time account
Ex:
10 days from 2018 will be carried forward into Annual Leave Time Account 2019 Time Account
10 days remaining balance will be zeroed out from Annual Leave Time Account 2018 Set old time account as closed
Time Account 2018 will be closed
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Period-End Processing Rule / Interim Account Update Rule
Interim Account Update Rule will be deployed to carry forward the remaining balance within one time account

2018 2019 2020
Interim Account Update Rule
Scenario 1 Maximal 5 days of Time Account Remaining Balance as of period end is eligible to be carried forward and valid until
the end of Sept of next year in the same time account
IF
Time Account Remaining Balance as of period end <= 5 days
Then
Posting 0 as Interim Account Update
Else
Posting (5 – Time Account Remaining Balance as of period end) as Interim Account Update
Ex:
Period End Date: 31.12.2019
Time Account Remaining Balance as of Period End = 8 days
Posting (5-8) = -3 days in current time account as of 31.12.2019 as Interim Account Update
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Time Profi le
Through Time Profi le, we specify which time types the employee population is allowed to take. Time Profi le is one of the fi eld in
Time Off Info under Job Info to be populated.
Job Info
Time Profile 1 Employee Population: Permanent
Time Type Employee
Absence 2
Absence 1 Time Profile: Time Profile 2
Absence 3 Holiday Calendar: xxx
Absence 2
LOA 1 Work Schedule: xxx
Absence 3
LOA 3
LOA 1
Attendance 2
LOA 2
On-Call 1
LOA 3 Job Info
Break 2
Attendance 1 Employee Population: Fixed Term
Contractor
Attendance 2 Time Profile: Time Profile 1
Attendance 3 Holiday Calendar: xxx
Time Profile 2 Work Schedule: xxx
On-Call 1
Absence 1
On-Call 2
Absence 3
Break 1
LOA 2
Break 2
LOA 3 Job Info
.
Attendance 1 Employee Population: Intern
. Time Profile: Time Profile 3
Attendance 2
. Holiday Calendar: xxx
Break 1 Work Schedule: xxx
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Time Sheet Journey
2019 Deloitte
Time Type Group
Time Type Groups provide the input and enable the creation of time valuation runs. Through time categories, we could either
assign sets of time types as the source of time data, or derive time data from the employee’s work schedule or holiday calendar.
Time Type Groups are containers for intermediate and fi nal time pay types which form the basis of time valuation results for
employee.
Scenario 1
Time Category: Scheduled Working Time

Scheduled working time is derived from the
employee's work schedule.
Scenario 2
Time Category: Recorded Overtime

This is overtime explicitly recorded as such in the
Time Sheet, as derived from the time types listed
below. The sum of explicitly recorded and
calculated overtime will be aggregated and split
into overtime paid at 1.5 and 2.0 x the hourly rate,
respectively
Deloitte 2019 19
Time Type Group
Time Type Groups provide the input and enable the creation of time valuation runs. Through time categories, we could either
assign sets of time types as the source of time data, or derive time data from the employee’s work schedule or holiday calendar.
Time Type Groups are containers for intermediate and fi nal time pay types which form the basis of time valuation results for
employee.
Scenario 3
Time Category: Calculated Time

This is overtime on SUN for which a 75%
premium is paid on top of the standard hourly rate.
Scenario 4
Time Category: Calculated Time

This is the overtime below the given weekly
threshold value.
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Time Valuation
Time valuations process input time data, calculate an employee's time, and generate time valuation results. Time valuation results provide the
basis upon which employees are paid for the time they record.
We define time valuations by assigning time type groups as the input of time data and output of calculated times (hours), and by processing
instructions on how to calculate these times from the time data coming from the input time type groups.
In SF Time Sheet there are 6 different Valuation Types available to execute different tasks which have been enclosed as appendix
Picture in the right side illustrates an example of

Valuation Type: Aggregate Input Group and Split
Three input time type groups and a threshold group

as the input of the valuation. The output of the
valuation is split with reference to the value from
the threshold group, into:
• A time type group up to that value
• A time type group above that value
Deloitte 2019 21
Time Valuation – Aggregate Input Groups and Split
Scenario 1: All overtime recorded will be compensated into TOIL quotas with 200% premium
Time Category: Valuation Type: Time Category:

Recorded Overtime Aggregate Input Groups and Split Calculated Time
Time Valuation:
Overtime in Lieu of Premium 200%
Time Type: Input Time Type Group: Time Type Group Above:
(Valuation Method: Valuate Per Day)
Overtime for Time Off in Lieu Input Overtime Overtime Premium 200%
(Threshold Type: Fixed Value)
(Threshold Value: 0)
Note:
1. Time Type Group Below will specify a time type group to collect the time valuation results up to the given threshold value.
2. Time Type Group Above will specify a time type group to collect the time valuation results above the given threshold value.
3. At least one of the time type group below or above must be specified
Deloitte 2019 22
Time Valuation – Filter Input Groups
Scenario 2: All overtime recorded on Sunday and Public Holiday will compensated with 200% TOIL quotas; All overtime recorded
on work days and Saturday will be compensated with 150% TOIL quotas
Time Category: Valuation Type: Time Category:

Recorded Overtime Filter Input Groups Calculated Time
Time Valuation 1:
Time Type Group Below:
OT BASE WORK DAY
OT BASE WORK DAY
(Time Records Filter: Work Days)
Time Valuation 2:
OT BASE SATURDAY
OT BASE SATURDAY
(Time Records Filter: SATURDAY)
Time Type: Input Time Type Group:
Overtime for Time Off in Lieu OT Recorded
Time Valuation 3:
OT BASE SUNDAY
OT BASE SUNDAY
(Time Records Filter: SUNDAY)
Time Valuation 4:
OT BASE PUBLIC HOLIDAY
OT BASE PUBLIC HOLIDAY
(Time Records Filter: PUBLIC HOLIDAY)
Note:
1. Time Type Group Below will contain input time data that fits ALL specified filter criteria.
2. Time Type Group Above will collect all input time data that does NOT pass through the filter criteria defined for this time valuation.
Deloitte 2019 23
Time Valuation – Deduct Group from Input Groups
Scenario 3: Deduction of unpaid breaks from employee’s scheduled working time
Time Category: Time Category: Time Category:

Valuation Category:
Recorded Overtime Scheduled Working Time Calculated Time
Deduct Group from Input Groups
(Input Time Type Group) (Deduction Group) (Time Type Group Below)
08:00
Time Valuation:
Attendances Not Overlay With Working
Time
(Deduction Group: Scheduled Working
Time)
17:00 18:00 17:00 – 18:00
19:00
Error Flag: Raise error message on time type group below

Error Message: Attendances must not overlay with working time
Note:
1. Time Type Group Below will collect all input time data that overlaps with clock-based time records contained in the deduction group
2. Time Type Group Above will collect all input time data that does not overlap with the clock-based time records contained in the deduction group.
4. This valuation type is only applicable for time recording variant: clock-times
Deloitte 2019 24
Time Off in Lieu
Standard approach of TOIL provided by SF Time & Attendance is employee registers overtime and submitted through Time Sheet
UI, once the time sheet has been approved by LMs, correspondent TOIL quotas will be credited back to the time accounts
immediately.
Time Accounts for TOIL

Time Type Groups for TOIL
Register overtime through Time

Sheet UI and submit
Time Valuations for TOIL
Time Sheet is approved by LMs
Time Account Type for TOIL
TOIL quotas will be credited back to

the time accounts immediately
Time Type for TOIL Time Sheet UI
Deloitte 2019 25
Time Recording Profi le
Time recording profiles bundle time sheet configuration settings for employees. Each employee's time recording profile contains the time
recording variant, time recording method, and time valuations necessary for valuation of their recorded time.
Time Recording Profile

Time Recording Variant
Time Recording Method
Time Valuation 1
Time Type Group 1

Time Type Group 2
Time Valuation 2
Time Type Group 1

Time Type Group 2
.
.
.
Deloitte 2019 26
System Demonstration
2019 Deloitte 27
27
Any questions?
2019 Deloitte 28
Terminology
Time Category
○ Working Time, Recorded Overtime:
Time data is derived from times entered on the Payroll Time Sheet UI, taking into account only those time entries that correspond to the set of Attendance time types
assigned to the time type group.
○ Paid Absences, Unpaid Absences, Unpaid Overtime Relevant Absences:

Time data is derived from absences entered in Time Off, taking into account only those absences that correspond to the set of Absence time types assigned to the time
type group.
○Paid Holidays:
Time data is derived from the employee’s holiday calendar.
○Scheduled Working Time:

Time data is derived from the employee’s work schedule.
○On-Call Time:
Time data is derived from times entered on the Payroll Time Sheet UI, taking into account only those time entries that correspond to the set of On-Call time types
assigned to the time type group.
○Unpaid Break:
Time data is derived from break times entered on the Payroll Time Sheet UI, taking into account only those time entries that correspond to the set of Unpaid Break
time types assigned to the time type group.
○Scheduled Unpaid Break:

Time data is derived from the clock times of scheduled unpaid breaks within an employee's scheduled working time, taken from the work schedule.
○Calculated Time:
Time data is derived from the output of a time valuation. You would select this type of Time Category, for example, when you want to create 'time type groups above'
and 'time type groups below', as part of a time valuation.
○Counted Events:
As with calculated time, time data is derived from the output of a time valuation. You would select this type of Time Category, for example, when you want to create
'time type groups above' and 'time type groups below', as part of a time valuation.
2019 Deloitte 29
Terminology
Time Type Group Below / Time Type Group Above
1. Aggregate Input Groups and Split
o Time Type Group Below: specify a time type group to collect the time valuation results up to the given threshold value.
o Time Type Group Above: specify a time type group to collect the time valuation results above the given threshold value.
2. Filter Input Groups
o Time Type Group Below: specify a time type group to collect the input time data that fits ALL filter criteria defined in the time records filter.
o Time Type Group Above: specify a time type group to collect the input time data that does NOT fit all filter criteria defined in the time records filter.
3. Filter Segments from Input Groups
o Time Type Group Below: specify a time type group to collect the input time data that overlaps with the time period(s) defined in the time segment filter.
o Time Type Group Above: specify a time type group to collect the input time data that does NOT overlap with the time period(s) defined in the time segment
filter.
4. Deduct Group from Input Groups
o Time Type Group Below: specify a time type group to collect the input time data that overlaps with the clock-based time records contained in the deduction
group.
o Time Type Group Above: specify a time type group to collect the input time data that does NOT overlap with the clock-based time records contained in the
deduction group.
5. Difference Between Threshold and Input
o Time Type Group Below: specify a time type group to collect the input time data that shows a negative difference if the input is more than the threshold and
a positive difference if the input is less than the threshold.
o Time Type Group Above: specify a time type group to collect the input time data that shows a negative difference if the input is less than the threshold and a
positive difference if the input is more than the threshold.
6. Compare Threshold with Input Groups and Count Events
o Time Type Group Below: specify a time type group to count how often the input data are below the given threshold value.
o Time Type Group Above: specify a time type group to count how often the input data exceeds the given threshold value.
7. Compare Threshold with Comparison Group to Route Input
o Time Type Group Below: specify a time type group to collect all input data if the given comparison group is below the given threshold value.
o Time Type Group Above: specify a time type group to collect all input data if the given comparison group is above the given threshold value.
2019 Deloitte 30
Terminology
Valuation Method
1. Valuate Per Day: Select Valuate Per Day if you want time valuation to be carried out on a daily basis.
2. Valuate Whole Sheet: Select Valuate Whole Sheet if you want time valuation done for the whole time sheet, which
means on a weekly basis.
3. Valuate Up To Today: Select Valuate Up To Today if you want time valuation to be carried out on a daily basis, but want
it to stop as of today.
Valuation Result Category
1. Overtime Base: Choose Overtime Base when you want this time type group to hold time valuation results for the base
pay component of any calculated overtime.
2. Overtime Premium: Choose Overtime Premium when you want this time type group to hold time valuation results for a
premium pay component of any calculated overtime.
3. Difference in Working Time: Choose Difference in Working Time when you want this time type group to hold the
variation between the employee's planned working time and the time actually worked. The variation is posted to a
working time account.
Note:
1. If this field is set, the Time Pay Type field must be set to Yes.
2. This field must be set only if you want to convert time valuation results for calculated overtime to time off in lieu.
2019 Deloitte 31
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Employee Central Training

What is SF Time & Attendance?

Time Off Journey

Time Sheet Journey

Vacation / Annual Leave

Scheduled Working Time

Holiday Calendar Holiday

Work Schedule Work Schedule Day Model

Time Profile Time Type Time Account Type

EC Job Info Time Off in Lieu Period End Processing Rule

Time Valuation Period

Date Day Holiday

defi nes the employee’s

Work Schedule Models

Day-To-Day Absences with quotas

Leave of Absence 1. Event Reasons for LOA

1. Scheduled Working Time

1. On Call in Working Days

Break 1. Break Morning

Hire Date: 01.07.2018 01.01.2019 31.12.2019 Termination Date: 01.09.2020

Accruable Period Accruable Period

Scenario 2: Account Creation Start Date: Employee Flexible Date

Account Creation Type: Recurring

Accruable Period Accruable Period

Hire Date: 01.07.2018 01.01.2019 31.12.2019 Termination Date: 01.09.2020

Accruable Period Accruable Period

Hire Date: 10.12.2018 01.01.2019 01.02.2019 01.03.2019 Termination Date: 20.04.2019

Accruable Period Accruable Period Accruable Period

Hire Date: 01.07.2018 01.01.2019 31.12.2019 Termination Date: 01.09.2020

Accruable Period Accruable Period Accruable Period

Accruable Period Accruable Period Accruable Period

New Hire Rule

Scenario 2 Monthly Proration

Accruable Period Accruable Period Accruable Period

Scenario 2 Monthly Proration

Hire Date: 01.07.2018 01.01.2019 31.12.2019 Termination Date: 01.09.2020

Accruable Period Accruable Period Accruable Period

Period-End Processing Rule

Scenario 1 No remaining balance is eligible to be carried

Hire Date: 01.07.2018 01.01.2019 31.12.2019 Termination Date: 01.09.2020

Accruable Period Accruable Period Accruable Period

Interim Account Update Rule

Time Category: Scheduled Working Time

Time Category: Recorded Overtime

Time Category: Calculated Time

Time Category: Calculated Time

Picture in the right side illustrates an example of

Three input time type groups and a threshold group

• A time type group up to that value

• A time type group above that value

Time Category: Valuation Type: Time Category:

Time Category: Valuation Type: Time Category:

Time Category: Time Category: Time Category:

Error Flag: Raise error message on time type group below

Time Accounts for TOIL

Register overtime through Time

Time Valuations for TOIL

Time Sheet is approved by LMs

Time Account Type for TOIL