© 2005 Nova Scotia Government All rights reserved. Quotas & Reporting

© 2005 Nova Scotia Government All rights reserved. Agenda u Welcome u Introduction of trainers u Objectives and overview of the course u Logistics and ground rules

© 2005 Nova Scotia Government All rights reserved. Introducing the players u Lead trainer u Supporting trainers

© 2005 Nova Scotia Government All rights reserved. Logistics and Ground Rules u Training facility information (breaks, lunch, etc.) u Cell phones and blackberries on silent mode u No s during training u Participate in group activities u Respect time frames

© 2005 Nova Scotia Government All rights reserved. Quotas & Reporting Map Quotas & Reporting Quotas & Reporting Overview Quota Generation Quota Correction Reportsand Auditing Quota Reduction

© 2005 Nova Scotia Government All rights reserved. Quotas & Reporting Objectives At the end of this course, you will be able to: u Explain quotas and associated absence codes u Explain and execute how and when to automatically and/or manually generate quotas u Explain and execute quota adjustment/correction u Explain and execute and quota recovery u Explain priority listing for deduction from quota banks

© 2005 Nova Scotia Government All rights reserved. Quotas & Reporting Map Quotas & Reporting Quotas & Reporting Overview Quota Generation Quota Correction Reportsand Auditing Quota Reduction

© 2005 Nova Scotia Government All rights reserved. Overview At the end of this module, you will be able to: u Explain quota as it relates to specific Union or No Agreement guidelines

© 2005 Nova Scotia Government All rights reserved. Quota Drawn from using absences codes Yearly entitlements (as per Collective Agreement) Generated automatically at beginning of entitlement year, time of hire, manual creation, and through lieu time that may be entered in CAT2 Fixed number of hours/days per year

© 2005 Nova Scotia Government All rights reserved. What is a quota? The purpose of quota banks are to manage employee entitlements defined by their collective agreements.

© 2005 Nova Scotia Government All rights reserved. Time Management

© 2005 Nova Scotia Government All rights reserved. Module Review 1. What are entitlements? 2. What are some examples of quotas?

© 2005 Nova Scotia Government All rights reserved. Answers to Module Review 1. What are entitlements? Entitlements are specified lengths of time whereby an employee can be absent from work with pay, as defined in their collective agreement or terms and conditions of employment. 2. What are some examples of quotas? Vacation, Sick, Family Illness Serious, Personal, Carryover Vacation, Accumulated Sick, etc.

© 2005 Nova Scotia Government All rights reserved. Quotas & Reporting Map Quotas & Reporting Quotas & Reporting Overview Quota Generation Quota Correction Reportsand Auditing Quota Reduction

© 2005 Nova Scotia Government All rights reserved. At the end of this module, you will be able to: u Explain and how quotas are automatically generated u Verify quota generation through transaction Quota Overview (PT50) or Display Absence Quota (PT_QTA10) Quota Generation

© 2005 Nova Scotia Government All rights reserved. Automatically Generated Quotas u Vacation u Sick u Accumulated Sick u Personal Leave u Family Illness Serious u Special Leave

© 2005 Nova Scotia Government All rights reserved. Quotas Automatically Generated from Time Entry u Overtime is the only quota generated for HRSB through CAT2 entry

© 2005 Nova Scotia Government All rights reserved. Infotypes used for Generation of Quotas u Organizational Assignment (IT0001) –All quotas driven by Personnel Subarea and Employee Subgroup u Planned Working Time (IT0007) –Quota based on Average Daily Hours and Employment Percentage u Date Specifications (IT0041) –01 – Technical Date of Entry (date of hire) –D2 – Vacation Service u Time Transfer Specifications (IT2012) –Red Circled Employees (i.e – HRSB NSUPE grandfathered employees entitled to 6 weeks vacation) –NSTU Senior Management (1120) –Borrowed Vacation (1122) –Borrowed Sick Leave (1123) –Manual Vacation Quotas (1124) –Carryover Vacation (1126)

© 2005 Nova Scotia Government All rights reserved.  Demonstration create a quota bank, correction to bank, and carry over to following year  [Exercise]  Demonstration create a quota bank, correction to bank, and carry over to following year  [Exercise] Demonstration and Practice

© 2005 Nova Scotia Government All rights reserved. Module Review 1. When are quotas automatically generated? 2. What infotypes are used for quota generation? 3. What types of quotas are generated from CATS?

© 2005 Nova Scotia Government All rights reserved. Answers to Module Review 1. When are quotas automatically generated? Quotas are automatically generated on an accrual basis, at the beginning of an entitlement year or on the technical date of entry. 2. What infotypes are used for quota generation? Infotypes used for quota generation are: Organizational Assignment (IT0001), Planned Working Time (IT0007), Date Specifications (IT0041) and Time Transfer Specifications (IT2012). 3. What types of quotas are generated from CATS? Quotas generated from CATS would include Overtime and Flextime (AVRSB).

© 2005 Nova Scotia Government All rights reserved. Quotas & Reporting Map Quotas & Reporting Quotas & Reporting Overview Quota Generation Quota Correction Reportsand Auditing Quota Reduction

© 2005 Nova Scotia Government All rights reserved. u Explain and execute how do manually generate quota u Explain and execute quota adjustments/correction u Explain and execute how to manually carry over quota u Explain and execute a quota correction as a result of an organizational change At the end of this module, you will be able to: Quota Correction

© 2005 Nova Scotia Government All rights reserved. Manual Quota Creation This process is used to create the quota bank or “bucket” for the employee. PA30 – Absence Quotas (IT2006)

© 2005 Nova Scotia Government All rights reserved. Create the Entitlement for: u Contract Employees – whose entitlements are not automatically generated u Employees with an Org Change

© 2005 Nova Scotia Government All rights reserved. Quota Correction will be performed for the following: u To create quotas for employees whose entitlements are not generated automatically (i.e. Non Union – No Agreement employees) u To correct an already generated quota u Due to an Organization Change (moving an employee from one Collective Agreement to another).

© 2005 Nova Scotia Government All rights reserved. Manual Quota Correction Reasons: –Long-Term absences – quota not reduced automatically –Adjust last month of a Termination action –Grandfathered extra week of vacation in year of retirement –Organizational Change –Substitute granted Long-Term Sub status (2 days in first month only) –WCB top-up from sick leave quota.

© 2005 Nova Scotia Government All rights reserved. When to make changes to Vacation Service Date

© 2005 Nova Scotia Government All rights reserved. Time Transfer Specifications

© 2005 Nova Scotia Government All rights reserved. Quota Correction Cheat Sheet Quotas Actions Manually Create a Quota PA30 IT2006 Create Absence Quota IT2013 Quota Correction Quota Correction PA30 IT2013 Quota Correction Carryover, borrow, etc PA30 IT2012 Time Transfer Specification View Quotas PT50/PT_QTA10 ZPT_BAL00 PT60

© 2005 Nova Scotia Government All rights reserved.  Demonstration creating and filling a bank and applying carryover, and quota correction due to an org change  [Exercise]  Demonstration creating and filling a bank and applying carryover, and quota correction due to an org change  [Exercise] Demonstration and Practice

© 2005 Nova Scotia Government All rights reserved. Module Review 1. Why would you change the vacation service date in the Date Specifications (IT0041)? 2. Why would you need to manually perform a Quota Correction? 3. Name three quotas that you would flag in Time Transfer Specifications (IT2012).

© 2005 Nova Scotia Government All rights reserved. Answers to Module Review 1. Why would you change the vacation service date in the Date Specifications (IT0041)? A change to the vacation service date may be the result of: an employee’s loss of services due to an unpaid leave or previous service 2. Why would you need to manually perform a Quota Correction? To manually generate a quota for a contract employee or to manually correct an already generated quota. 3. Name three quotas that you would flag in Time Transfer Specifications (IT2012). Carryover Vacation, Borrowed Vacation, Borrowed Sick Leave, NSTU Senior Management (for vacation entitlement), and Red circled entitlements.

© 2005 Nova Scotia Government All rights reserved. Quotas & Reporting Map Quotas & Reporting Quotas & Reporting Overview Quota Generation Quota Correction Reportsand Auditing Quota Reduction

© 2005 Nova Scotia Government All rights reserved. u Explain a quota reduction u Explain and execute how absence codes entered through CAT2 reduce employee quota banks u Explain priority listing for quota reduction u Explain and execute quota recovery process At the end of this module, you will be able to: Quota Reduction

© 2005 Nova Scotia Government All rights reserved. Quota Reduction 1)Time entry in CATS 2)Calculation method for working a partial month based on your business (i.e. 10 day rule) 3)Quota Corrections (IT2013)

© 2005 Nova Scotia Government All rights reserved. Priority Listing for Quota Reduction u 0100 Vacation –Carryover Vacation –Vacation u 0200 Sick –Sick –Accumulated Sick –Grandfathered Illness (board specific)

© 2005 Nova Scotia Government All rights reserved. Quota Recovery u Need to recover a quota when employee has taken more than they are entitled to as a result: –Termination –Leave of Absence u Error message (Negative Quota – Recovery Required). Note: This is an information message only and will be generated on each day that the employees quota is negative. If the employee is Terminated and still has a negative quota balance this becomes a hard-stop error and must be dealt with through quota recovery.

© 2005 Nova Scotia Government All rights reserved.  Demonstration quota reduction, quota recovery in CAT2  [Exercise]  Demonstration quota reduction, quota recovery in CAT2  [Exercise] Demonstration and Practice

© 2005 Nova Scotia Government All rights reserved. Module Review 1. What two absence types have a priority listing for Quota Reduction? 2. What would cause a quota to be reduced automatically? 3. Why would an employee have a negative quota?

© 2005 Nova Scotia Government All rights reserved. Answers to Module Review 1. What two absence types have a priority listing for Quota Reduction? Two absence types with priority listing for Quota Reduction are vacation and sick leave. 2. What would cause a quota to be reduced automatically? A quota would be reduced automatically due to a calculation method for working a partial month and Time Entry in CATS. 3. Why would an employee have a negative quota? This may happen if an employee is terminated or on an unpaid leave of absence and they have taken more vacation than they were entitled to.

© 2005 Nova Scotia Government All rights reserved. Quotas & Reporting Map Quotas & Reporting Quotas & Reporting Overview Quota Generation Quota Correction Reports and Auditing Quota Reduction

© 2005 Nova Scotia Government All rights reserved. An overview of reports that are Quota related is available in your guide is Reporting – Lesson Objectives

© 2005 Nova Scotia Government All rights reserved. ZPT_ERL00 – Time Evaluation Messages

© 2005 Nova Scotia Government All rights reserved.  ZPT_ERL00 – Time Evaluation Messages Demonstration

© 2005 Nova Scotia Government All rights reserved. Exercises  Complete Exercise 1 Time Evaluation Messages

© 2005 Nova Scotia Government All rights reserved. ZPT_BAL00 – Cumulated Time Evaluation Results

© 2005 Nova Scotia Government All rights reserved.  ZPT_BAL00 – Cumulated Time Evaluation Results Demonstration

© 2005 Nova Scotia Government All rights reserved. Exercises  Complete Exercise 1 Cumulated Time Evaluation Results

© 2005 Nova Scotia Government All rights reserved. PT50 – Quota Overview

© 2005 Nova Scotia Government All rights reserved.

 PT50 – Quota Overview Demonstration

© 2005 Nova Scotia Government All rights reserved. Exercises  Complete Exercise 1 Quota Overview

© 2005 Nova Scotia Government All rights reserved. PT_QTA10 – Absence Quota Information

© 2005 Nova Scotia Government All rights reserved.

 PT_QTA10 – Display Absence Quota Information Demonstration

© 2005 Nova Scotia Government All rights reserved. Exercises  Complete Exercise 1 Display Absence Quota Information

© 2005 Nova Scotia Government All rights reserved. ZRHRTM010 – Consecutive Substitution Days If left blank both A7- Substitute and AA-Long Term Substitute will be reported

© 2005 Nova Scotia Government All rights reserved.  Consecutive Substitution Days Demonstration

© 2005 Nova Scotia Government All rights reserved. Exercises  Complete Exercise 1 Consecutive Substitution Days

© 2005 Nova Scotia Government All rights reserved. Module Review 1. What are the key reports covered in this module? 2. What report do we recommend running first thing every morning and why? 3. What report would you run to view quota activity for multiple employees?

© 2005 Nova Scotia Government All rights reserved. Answers to Module Review 1. What are the key reports covered in this module? The 4 reports covered in this module are: ZPT_BAL00 – Cumulated Time Evaluation Results, PT50 – Quota Overview, PT_QTA10 – Absence Quota Information and ZPT_ERL00 – Time Evaluation Messages Display 2. What report do we recommend running first thing every morning and why? It is recommended to run ZPT_ERL00 first thing every morning to review any errors generated by Time Evaluation and to make corrections prior to the next Time Evaluation run. 3. What report would you run to view quota activity for multiple employees? PT_QTA10 – Absence Quota Information

© 2005 Nova Scotia Government All rights reserved. u Final Review u Review of Course Objectives u Course Evaluation Course Review and Evaluation

© 2005 Nova Scotia Government All rights reserved. Review of Course Objectives At the end of this course, you should be able to: u Describe quota overview u Describe how and when to automatically and/or manually generate quotas u Describe rules surrounding quota generation, quota adjustment/correction, quota reduction and quota recovery u Describe absence codes associated with quota banks u Describe priority listing for deduction from quota banks

© 2005 Nova Scotia Government All rights reserved. Agenda – Day 1 u 8: :00Module 1 - Overview of Accounting for Assets u 10: :15Break u 10: :45Module 2 - Asset Master Data Records Maintenance u 11: :30Lunch u 12:30 - 2:45Module 3 – Acquiring Fixed Assets u 2:45 - 3:00Break u 3:00 - 4:00Module 4 - Assets Under Construction u 4:00 - 5:00Summary

© 2005 Nova Scotia Government All rights reserved. Break BREA K Relax and have a coffee Objective

© 2005 Nova Scotia Government All rights reserved. LUNCH LUNC H Re-energize … Objective

© 2005 Nova Scotia Government All rights reserved. Please complete the course evaluation sheets. u Your input will help to shape future enhancements in the SAP R/3 Training Program. Evaluation