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Topic 29: Work Schedules

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  • Topic 29: Work Schedules

    Purpose
    You store working and break times for groups of employees in this component. This then allows to you to structure working times for your enterprise. You can define work schedules with flextime models or rotating shifts for particular organizational units. You can also set up the legislative regulations, collective agreements and internal company policies that stipulate employee working time in your system.


    Implementation Considerations
    The Work Schedule is an essential element of Human Resources. Human Resources data is an extension of information entered in a work schedule. The Work Schedule component optimizes SAP Human Resources and saves the user valuable time when defining the working time model for your enterprise.
    The work schedule is the information medium for all employees who work on time-based schedules. It also contains a detailed overview of all working times. In addition to setting up working times and break times, you can use the work schedule for scheduling and monitoring the organization and coordination of all divisions in your enterprise.


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  • #2
    Integration







    Possible Integration with Other Human Resources Components
    Desired Function
    Required Component
    Determining attendance/absence times of an employee for whole-day attendance/absence.
    Time Data Recording (PT-RC)
    Evaluating employee working times
    Time Evaluation (PT-EV)
    Running the Payroll for an Employee
    Payroll (PY)
    Planning and recording working times
    Shift Planning (PT-SP)




    Possible Integration with Other SAP Components
    Desired Function
    Required Component
    Determining employee availability for capacity planning and distribution of requirements
    Logistics
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    • #3
      Features
      Work schedules are based on a number of elements that can be used separately, or be combined to define working times and break times for the employees in your enterprise. Thus, you can define these elements in a variety of ways, depending on individual business requirements. This "pool" of elements enables you to set up new versions of work schedules by combining the elements in a variety of ways. You can then react to new working time provisions and other such regulations without wasting valuable time and costs.


      In a work schedule, you can:
      • Determine working and break times

      • Assign different public holiday calendars to different organizational units in your enterprise
      • Create work situations for your enterprise

      such as different shift models for different places of work, or different public holiday calendars for subsidiaries of your enterprise that are based in another area.
      • Define public holidays

      In this way, for example, you can distinguish between public holidays when payment demands occur. You can define, for example, that if employees work on a Christmas public holiday, the remuneration should be greater than if they work on any other public holiday. Similarly, you can also define that only employees of a specific religious denomination should be granted the relevant religious public holidays.
      You do not have to define working times and break times for each employee individually; you can simply assign the separate elements of the work schedule to employee subgroup groupings and personnel subarea groupings. Work schedules become personal work schedules only when the employee is actually assigned to an employee subgroup or personnel subarea.


      In this way, you get the most flexibility when designing your working time models and simultaneously save valuable time that would have been spent on data entry, as well as reducing related processing costs.



      A break schedule can be assigned to several different daily work schedules, and thus only needs to be defined once. By assigning a break schedule to several daily work schedules, you are actually creating a number of different work schedules.
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      • #4
        Work Schedule Elements

        Definition


        A work schedule consists of several different elements that can be combined much like building blocks in a variety of ways to form a complete work schedule. These elements can still be processed individually, offering flexibility and precision when you define and set up the time data relevant for your business requirements. Furthermore, you can react to changes in internal and external working time provisions, such as new collective agreements, payscale changes and legislative regulations with minimal expenditure of time and costs. You only have to modify the applicable element to reflect the new time provisions, and changes are automatically made to working time in the work schedule.

        Use: The following elements are available and allow you to do the following:


        1. Daily Work Schedules are the smallest units of the work schedule. Daily work schedules contain the authorized working times and break times for a particular day. These times include fixed working times, flextime, as well as daily work schedules for days off.
          See also
          Break Schedules.
        2. Each working time model contains a combination of both working days and days off (for example, Monday to Friday = work; Saturday and Sunday = days off). This pattern of working and non-working days repeats itself within a certain period of time (one week, for example), or repeats as rotating shifts within a particular number of weeks.
          This sequence of daily work schedules for particular working days and daily work schedules for days off is determined in the Period Work Schedules.
        3. A period work schedule is assigned to employee in a Work Schedule Rule. It is also assigned to a public holiday calendar so that it can be applied to a specific calendar month.
        4. Work Schedules are generated from the system by applying the work schedule rule to a calendar. The working times defined for employee groupings and individual employees are based on these work schedules.
        5. Personal Work Schedules are created for each employee when you include individual time data in a work schedule meant for several employees in the time infotypes Absences (2001), Attendances (2002), Substitutions (2003) and so on.


        Daily Work Schedule
        Start and End of Working Time
        Break Times
        Planned Hours

        8:00 a.m. to 5:00 p.m.
        Breaks: 9:45 a.m. to 10:00 a.m. and 12:00 to 1:00 p.m.
        7.5 hours per day
        Daily Work Schedule (for days off)
        Planned Hours
        Day Off
        0.0 hours per day
        Period Work Schedules

        Flextime, Saturday and Sunday Off
        Daily work schedules for one week
        MO TU WE TH FR SA SU
        FLEX FLEX FLEX FLEX FLEX OFF OFF
        Work Schedule
        Period work schedule based on the public holiday calendar
        Personal Work Schedules
        Work schedules for individual employees include data from Absences (2001), Attendances (2002) and Substitutions (2003).

        For more information, see the Work Schedules section of the Implementation Guide (IMG) for Personnel Time Management.
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        • #5
          Personnel Subarea Groupings
          Use
          : Scheduling working times for each area of your enterprise is a time-intensive process. You can reduce time and cost expenditure when scheduling working times by grouping together organizational units that require the same work schedules.

          You set up your desired work schedules in the Customizing steps in the Work Schedules section of the Implementation Guide (IMG) for Personnel Time Management. To create work schedules, set up the following groupings:

          • Organizational units where employees have the same working times. Here you create personnel groups and personnel subgroups. This enables you to group together divisions or plans that work according to the same regional or local working time provisions. Any type of legal change, such as a new working time provision stipulating that only 4 hours may be worked on Sundays, can be carried out in one step at one time for all elements of this group.
          • Employee subgroups — members of group work according to the same working times. Here you create employee subgroup groupings such as hourly wage earners, salaried employees, trainees, and so on. This enables you to group together employees who work according to the same work schedule rules, such as flextime, 3-shift operations, and so on. Even working time provisions in collective agreements, such as employees having a shift off after a night shift, can be carried out at one time for all elements of this group.


          Your enterprise consists of several organizational units, which are located in different cities. The personnel area Pharmacy is divided into the following personnel subareas:
          City A (0001)
          City B (0002)
          City C (0003)
          The personnel subareas A and C have the same work schedule; personnel subarea B has its own work schedule. In addition, the personnel subareas A and C work 40 hours per week; personnel subarea B works only 35 hours per week. Create the following groupings:
          Personnel Subarea Groupings (PSG) for Work Schedules (WS)
          0001 City A Grpg PSG for DWS 02
          0002 City B Grpg PSG for DWS 01
          0003 City C Grpg PSG for DWS 02

          You define two work schedules as flextime models, one for 40 hours per week, the other for 35 hours per week. Assign flextime with 40 hours per week to the personnel subarea grouping for daily work schedule 02 (Grpg PSG for DWS) and the flextime with 35 hours a weeks to the personnel subarea grouping for daily work schedule 01 (Gprg PSG for DWS).

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          • #6
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            • #7




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              • #8
                Personnel Subarea Grouping for Daily Work Schedules
                Use
                By grouping personnel subareas together, you can define the same Daily Work Schedules for separate groupings.


                You can combine one or more personnel subarea groupings for work schedules to form a personnel subarea grouping for daily work schedules.

                Personnel Subarea Grouping for Daily Work Schedules 01
                • Personnel subarea groupings for work schedules 01
                • Personnel subarea groupings for work schedules 02
                • Personnel subarea groupings for work schedules 03

                Personnel Subarea Grouping for Daily Work Schedules 02
                • Personnel subarea groupings for work schedules 04
                • Personnel subarea groupings for work schedules 05
                • Personnel subarea groupings for work schedules 06


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                • #9
                  Personnel Subarea Grouping for Work Schedules
                  Use
                  By grouping personnel subareas together, you can define the same Work Schedule Rules for separate groupings.
                  You can combine one or more personnel subarea groupings for work schedules to form a personnel subarea grouping for daily work schedules.

                  Personnel Subarea Grouping for Daily Work Schedules 01
                  • Personnel subarea groupings for work schedules 01
                  • Personnel subarea groupings for work schedules 02
                  • Personnel subarea groupings for work schedules 03

                  Personnel Subarea Grouping for Daily Work Schedules
                  • Personnel subarea groupings for work schedules 04
                  • Personnel subarea groupings for work schedules 05
                  • Personnel subarea groupings for work schedules 06


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                  • #10
                    Daily Work Schedule
                    Definition
                    The daily work schedule determines the structure of working times in your enterprise at the daily level. You can also define actual normal working conditions and those that differ from externally or internally determined daily working times. In this way, you set up working times defined for specific employees.
                    The planned working time specified in a daily work schedule is the basis for payment calculation of actual working times that are relevant for payroll, as well as the valuation of attendances and absences.


                    The daily work schedule, along with Break Schedules, comprise the working times for a particular day. You can base the daily work schedule on such working time models as flextime by defining the following:
                    • Core times
                    • Tolerances
                    • Compensation times

                    Use
                    You can create various working time models and assign them to many employees using just one daily work schedule, thus reducing unnecessary time and cost. Here are several ways of using just one daily work schedule:
                    • You can also use one daily work schedule to represent working time provisions for different personnel subarea groupings. This is useful if different public holiday calendars are assigned to the individual personnel subareas, but start/end times and breaks are the same.

                    • You can specify additional data that differs from working time models in a daily work schedule variant. In this way, you can define working time provisions for public holidays, for example, in the daily work schedule. Depending on the assigned public holiday class, you can define working time provisions for days that precede Christmas and New Years Day. You can also use the rule group for quota deductionto specify how the system should evaluate leave taken on days with reduced working hours (that is, if working 4 hours on these days equals a half day or full day).

                    You can create several variants of the same daily work schedule. Thus, you can define daily work schedules to apply only on Fridays, when employees work fewer hours than on other weekdays.
                    You can assign a break schedule to the daily work schedule that was either specifically defined in a previous step or was copied from a break schedule already defined.







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                    • #11
                      Break Schedules
                      Definition
                      You define the break rules in the work schedule for any particular working day and assign them to a personnel subarea grouping for work schedules. This grouping enables you to assign a break schedule to as many of the grouping’s daily work schedules as you want, achieving maximum flexibility in combining all elements of the daily work schedule.
                      The following three types of break schedules are available:
                      • Fixed Breaks

                      Breaks are defined for a certain time period and can only be used by employees during this period of time.

                      Breakfast break — 9:00 a.m. to 9:15 a.m.
                      Lunch break — 12:00 noon to 1:00 p.m.
                      Coffee break — 15:30 to 15:45
                      • Variable Breaks

                      Breaks are taken during a specific time interval. Employees themselves determine the start and end of the break taken within this time interval.

                      Employees are entitled to a 45-minute break any time between 12:00 noon to 2:00 p.m.
                      • Dynamic Breaks

                      Breaks taken after working a certain number of hours.

                      Employees are entitled to the following breaks:
                      Half-hour break after working 3 hours
                      One-hour break after working 5 hours
                      Use
                      You can define different rules for payment for each break individually, for example, whether or not employees are paid for breaks, and the rate of payment.
                      There are three possible variations of paid or unpaid breaks:
                      1. Paid break
                      2. Unpaid break
                      3. Only part of the break is paid


                      For example, only ten minutes of a half-hour break are paid.




                      IMG Path & Table: Define Break Schedules

                      >>



                      Path: Time Management -> Work Schedules -> Daily Work Schedules -> Define Break Schedules>>
                      > >
                      Table: V_T550P >>
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                      • #12
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                        • #13
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                          • #14
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                            • #15
                              PS Grouping for Daily Work Schedule


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