1. Time Entry

2. Logistics and Expectations
Welcome, Logistics, & Objectives
Training facility information (breaks, lunch, washrooms,etc.)
Cell phones and Blackberrys’on silent mode
No s during training
We welcome participation
Respect time frames
The facilitator should go through the logistics to ensure all participants are aware.

3. Agenda Objective of the Time Entry Course Time Entry Overview
Work Schedules
Time Entry Process
Printing/Reports

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

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

6. Time Entry Course Objectives
Define the purpose and components of a work schedule rule
Identify different types of work schedules
Describe the link between the work schedule rule and basic pay
Define the rules and concepts of CATS time entry
Evaluate time entries and correct time entry errors

7. Overview Time Entry Overview Work Schedules Time Entry Process
Printing/Reports

8. Overview Objectives New terms and concepts of time entry CATS
Infotypes
Time Management
Time Entry
Time Evaluation
Web GUI
Work Schedule
CATS
Cross Application Time Sheet (CATS) is a tool used to perform the entry of time attendance and absence data.
Infotypes
An Infotype is a collection of logically related data on the employee master record. Infotypes are identified with a four digit number. For example, IT0006 is the Addresses infotype containing all of the address information such as street, city, province, etc. Each infotype is represented by a screen in SAP.
Time Management
Time Management includes the collection of actual working times and absences. It automatically calculates leave accruals, overtime and shift premiums. Data specifying actual time worked is transferred to payroll to calculate the employee’s gross pay.
Time Entry
Time Entry is a component of the Human Resource Module Time Management for the recording of absence and attendance codes.
Time Evaluation
The main objective of time evaluation is to check and classify the recorded personnel times and to evaluate them automatically. It focuses on the checking of working time provisions, the administration of time accounts and the formation of wage types for determining gross wages in Payroll. It also generates messages concerning any special situations that may have occurred, such as missing attendance times, entitlement to absence and attendance types. Time Evaluation will be scheduled to run automatically each night as a batch job.
Work Schedule
The Work Schedule is a pattern of days worked and days off that repeat over a defined period of time. It defines what days of the week and what hours in the day an employee is required to be at work.
Time Management includes the collection of actual working times and absences. It automatically calculates leave accruals, overtime and shift premiums. Data specifying actual time worked is transferred to payroll to calculate the employee’s gross pay.

9. What is SAP Time Management?
Time Management in SAP HR will be used to record data entry of daily hours worked (i.e. casual employees and substitute teachers) and as well to record attendance and absence data such as professional development, vacation, etc., for negative paid employees.
The time attendance and absence data will update entitlements for employees effectively drawing against their sick leave and vacation entitlements.

10. Employee Life-Cycle Life changes Hiring Separation Benefits
When discussing SAP HR and the functions the School Board will use, it is important to think in terms of an employee life-cycle approach
In the life-cycle, it is the time reporting function that captures and evaluates all employee time information required for running payroll.
This life-cycle is not just SAP-centric but is a good representation of a general HR life-cycle, from the initial hiring of an employee all the way through to some type of separation (i.e. resignation, termination, retirement, etc.).
Additionally, the life-cycle depicts everything in between the hiring and eventual separation.
Org. Management
Compensation / Cost Planning
Payroll
Payroll form
Time Reporting N S E W
Travel

11. Web Site Web GUI Web Site – Save it in your favorites

13. SAP – Web GUI

14. Time Sheet Data
Payroll needs the following time data information to process pay:
Hours worked
Overtime
Shift Premiums
Absence to be paid/unpaid
Time Data also used for:
Internal reporting
External reporting
The time data that is entered in SAP is used in many ways:
Payroll Processing – gathers information from hours worked, overtime, shift premiums
Internal reporting - could be used by managers for evaluation and for project costs
External reporting – would be for employment insurance and union leaves
Time data is used to produce payroll, internal and external reports.
Payroll needs time data to process: Hours worked
Overtime
Shift premiums
Absence to be paid/unpaid
Time data is also used for:
External reporting – Employment Insurance, Union Leaves, Days Taught and Claimed, etc.
Time data is stored in numerous infotypes. This data is evaluated according to various rules during time evaluation and the processed data is transferred to the HR system and eventually produces the processed payroll results.

15. Module Review
1. When is time data used?
2. What does CATS mean?

16. Answers to Module Review
1. When is time data used? Time data is used to process payroll, internal and external reports.
2. What does CATS mean? Cross Application Time Sheet (CATS) is a tool used to perform the entry of time attendance and absence data.

17. Web GUI Login Screen

18. SAP Easy Access

19. CAT2 Transaction
CAT2 Transaction

20. CAT2 – Initial Time Sheet Screen

21. Log Off – Web GUI

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

23. Work Schedule Objectives
Describe work schedule concepts
Differentiate different work schedules and the components of a work schedule rule
Validate the link between work schedule rule and basic pay

24. Terms and Concepts Negative Paid Employee Positive Paid Employee
Public Holiday Calendar
Work Schedule Rule
Negative Paid Employee
Negative paid employees will only be recording exception time (i.e. Leaves, overtime, on call, etc).
Positive Paid Employee
Positive paid employees will need to record all of their time in order to get paid.
Public Holiday Calendar
Identifies the statutory holidays an employee is eligible to receive compensation as per their collective agreement, non-union agreement and Labour Standards. Every work schedule is based on a valid public holiday calendar that includes all relevant regional public holidays.
Work Schedule Rule
The work schedule rule combines daily work schedule and period work schedule information. Along with the holiday calendar this produces an employee’s schedule with the number of hours or days calculated for each day of the month. For teachers the work schedule is based on the school calendar. Work schedules can take more than one week to complete, such as job shares who may work a week on and a week off.

25. Work Schedules
The work schedule is the centre of Time Management. It contains the planned working times and is based on a relevant public holiday calendar.
A work schedule’s base is the Public Holiday Calendar and the Daily Work Schedule. These two create the Work Schedule Rule.
Daily Work Schedules
Planned Working Type
0007

26. Negative Paid Employee
Negative paid employee work schedule is for an employee who’s time is entered only for the exception.
There are different types of work schedules.
-A work schedule where each day has the same number of hours
-A work schedule has daily work schedules arranged into a specific pattern for your job share or part time employees.
Project JEM has gathered all relevant work schedules from each School Board and entered them into the SAP system. Your HR division has assigned the appropriate work schedule for each employee. If there is need to create a new work schedule (i.e. new collective agreements) your HR division will have to contact the Customer Competency Centre (CCC) to have one created and made available in the drop down menu.

27. Positive Paid Employee
Positive paid (casual) employee work schedule. All casuals have a work schedule of 24 hours per day.

28. Link between Work Schedule and Basic Pay
Having the correct work schedule for your employee is critical. The work schedule is the driving force behind an employee’s basic pay, biweekly and hourly rates, quotas and the calculation of overtime. Choosing an incorrect work schedule could cause an employee’s pay to be wrong. Example; if you give an employee an 8 hour per day work schedule, and they should only have a 6.5 hour per day schedule, the result is an overpayment to the employee and incorrect quota entitlements.

29. Module Review 1. What is a work schedule rule?
2. The work schedule rule is based on the daily work schedule and what?

30. Answers to Module Review
1. What is a work schedule rule?
The work schedule rule contains a detailed overview of all working times.
2. The work schedule rule is based on the daily work schedule and what?
The Public Holiday Calendar