Exercises Complete Exercise 8 using profile 7, CAT2 Have class practice SITUATION #3 - Time Entry Clerk CAT2 Exercise

Module Review 1. What are the different Time Entry types? 2. How do you view the attendance/absence drop down? 3. What basic information on the employee is on the Time Sheet: Data Entry View screen?

Answers to Module Review 1. What are the different Time Entry types? Positive and negative. 2. How do you view the attendance/absence drop down? Use the pick list from the A/A field. 3. What basic information on the employee is on the Time Sheet: Data Entry View screen? Employee personnel number, name and cost centre; target hours (planned working time).

Time Entry Overview Time Entry Web Overview Web GUI Work Schedules Time Entry Process Explain modules within Time Entry Printing/Reports

Reporting – Lesson Objectives At the end of this lesson, you will be able to: Print and run reports; Display Time Sheet, Quota Overview and Display Absence Quota Information

Terms and Concepts Layout Selection Criteria Variant Layout The layout is the appearance or the look of the report. The layout can be changed to suit the needs of the report. Selection Criteria Enables you to specify the values which the system then uses to report on the employee database and generate a list of results. Variant A variant is made when you save a collection of specific selection criteria. By doing this you avoid entering the same selection criteria every time you execute a report.

Types of Reports Custom ABAP reports (tailored to meet business requirements) (i.e. Days Taught & Claimed) Standard reports delivered with SAP Where are the reports? Standard report delivered with SAP SAP comes with many reports in HR. These reports can be found in various menus. The reports can be executed from either the report tree or from the command field. Custom ABAP reports There is some reporting that is specific to the School Boards and as a result, many custom reports were developed. Custom reports are only available from the command field.

Advantages of SAP Reporting - Flexible - meets internal and external reporting needs - All reports are based on same underlying data - Reports can be prepared for the whole business or any portion of it - Data can be exported to external applications for reporting purposes (such as to Excel or Word) - Report formats can be manipulated to better meet your needs

Report Selection Criteria Enter as much selection criteria as possible To choose multiple selections for one criteria, click to the right of the field Use “ “ as a wildcard in a search The Report Selection Screen is an input screen for executing a report. It enables you to specify selection criteria which the system then uses to report on the employee database and generate a list of results. Entering selection criteria produces more useful and manageable reports. The selection options differ from one report to the next and from one list display to the next, but the “Look and Feel” of executing the various reports is the same. In this screen you should enter as much selection criteria as possible to narrow down your search *

Time Management Reports Time Sheet Data By Personnel Number (s) – CADO Quota Overview – PT50 Display Absence Quota Information – PT_QTA10 Time Evaluation Errors PT_ERLOO Time Transfer – CAT6

CADO – Display Time Sheet Data Transaction code CADO is used to verify that all data entered into CAT2 are without keying errors. This report can be used for one employee only, a group of employees using multiple selections, or you can build a variant to save time if you are going to run the same group of employees each time. Once this report is run, you will be able to view if the entry is approved or not, whether the entry has been rejected, the employees personnel number and name, the number of hours or days that have been entered, the cost center entered, the user who entered the information as well as the date it was last changed.

PT50 – Quota Overview Transaction code PT50 is used to review entitlements generated by Time Evaluation and to review absences that may have been entered in CAT2 that affects the reduction of a quota bank. (i.e. sick leave, vacation, etc.) This transaction can only be run for one employee at a time. This screen will indicate the name of the quota, the amount of quota in days or hours, the original entitlement of the quota, how much quota has been used, if quota has been paid out and how much quota has been used For Teachers, Quota Overview will show in Days, and for Non-Teachers it will show in hours.

PT_QTA10 – Display Absence Quota Transaction code PT_QTA10 is used to get an overview of one or more employee’s absence quotas. This transaction can give you the same information as PT_50, the difference being is that this can be run for a specific group of employees. You can display an employees remaining entitlement within a specific period of time and whether or not there is a quota payout. The tool bar at the top of the report gives the user additional capabilities. The report can be subtotaled or totaled and sorted by whichever column is chosen.

PT_ERL00 – Time Evaluation Errors Transaction PT_ERL00 is used to review warning messages and errors that have been generated by Time Evaluation. Time Evaluation runs each night, and first thing every morning this report is available to be run. The suggestion is that this should be the first task each morning to ensure that all errors and warnings are reviewed to make the appropriate corrections

Time Evaluation Errors

Demonstration PT50 – Quota Overview In this demonstration SITUATION #1 – Quota Overview – PT50 exercise Do a demonstration with exercise and work instruction.

Demonstration PT_QTA10 – Display Absence Quota Information

Download to Excel or Word Output Reports Displayed List SAP Report Printer The results of the SAP reports can be output in various formats: Displayed as a list on-screen Printed and reviewed as a hardcopy Downloaded to Excel or Word and saved on your PC or a network drive for further manipulation and future reference The criteria used to produce the report results can be saved as a variant and reused to re-execute the report at a future date. Download to Excel or Word Save

Questions to Module Review 1. Why will you produce the CADO report? 2. What information do you see in PT_50?

Answers to Module Review Why will you produce the CADO report? To ensure all time entries are accurate and have been approved 2. What information do you see in PT_50? Quota’s that a specific employee is entitled to, if they have used any quota

Who has the first Question?

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Evaluation Please complete the course evaluation sheets. Your input will help to shape future enhancements in the SAP Training Program.

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