1. 17 Personnel Time Recording
A Tutorial for Advisers/Key Users

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3. Requirements for this Tutorial
What you should successfully master
The basics of SAP
The basics of be.as

4. Learning Targets
After working through the lesson, you will be able to:
Define work hours and shifts
Monitor attendance
Create time evaluations

5. Agenda Personnel Time Recording 1: General
2: Work with personnel time recording (PTR)

6. Human Resources Attendance – Master data :
Absence types
Hour rule
Shift definition
Day template
Time evaluation
Reports

7. Agenda Personnel Time Recording 1: General
2: Work with Personnel Time Recording (PTR)

8. Work with PTR Factory Calendar
In the factory calendar holidays and day templates are defined, which are necessary for resource planning (capacity planning, porposal list – net requirement liste) and for target time calculation in attendance recording.
As basis for any capacity calculation, the factory calendar needs to be regenerated every year.
In case of deviaton each day can be edited, for example: a half-day office party, where only 20% of capacity is available.

9. Work with PTR Create new factory calendar
Day template: Example standard Mo-Th, Fr, Sa-Su
These are taken as template for the whole year.
Control: Attendance-master data-day templates The created day templates are displed there

10. Work with PTR Shift definition
Start of work
Flextime
Fix idle times
End of work
Start of work Core time End of work
Tolerance Flextime Break Break Break Flextime Tolerance

11. Work with PTR define shifts
Shift definition: Define there the work time for a selected shift. In this case shown the early shift.
For different days, day templates with different work and idle times can be created.
In the last column the planned work time can be entered, which is later appearing in monthly quota.

12. Work with PTR Entry for automatical shift recognition
Entry for automatic shift recognition
Example
Late shift: 3 pm - 8 pm, recognition 10 am - 6 pm …
Early shift: am - 3 pm, recognition 4 am -10 am a logon between 4 and 10 am is registered for early shift
Night shift: 8 pm - 7 am, recognition 6 pm - 4 am accordingly
For automatic shift recognition 24 hours have to be covered completely. If a person registers at 10:15 am, late shift is recognized. At logon and logoff for breaks, automatic recognition relates to the first clock in.
Date of evaluation: here is adjustable, whether the early shift is counted as part of preceding day or the night shift as part of next day. This is important for the calculation of Sunday premium.

13. Work with PTR Hour rules
Rounding rules and account settings are deposited in the hour rules.
These can be assigned to employees.
A: Rounding rules: 5 minutes means in the 5-minute intervals is rounded to the disadvantage of the employee - 6:56 registration, counted from 7:00.
For leaving in reverse mode: 16:04 check out, counted from 16:00. In between is the core time. During this time there is no rounding up, but a rounding down is adjustable.
B:  Hours surcharge: For certain shifts and overtime charges can be defined. Hours are reported separately.

14. Work with PTR Shift schedule
To each employee a weekly schedule with different shifts and hour rules is allocated. Red box for automatic shift recognition at logon. Example: 1-3 shifts , for each week the corresponding shift is entered. (1 early, 2 standard, 3 night) If there is only one shift, an entry for the first week is sufficient. The rotation is calculated from the date entered. Green field: all available shift are entered there and can be selected later manually

15. Work with PTR Special shift extra rule
Example: deviant from plan, the 26th of may is early shift.
Set up special shift: This has higher priority than the hour rule and this a higher priority than the master data entry.

16. Work with PTR Automatical shift recognition
Special shift for this day ?
(Human resources – special shift)
Yes: use it If not :
Shift schedule ?
(Human resources – standard work hours) ?
Yes: use the defined rules If not :
Is there a shift definition ?
(Human resources)
Yes: use it
If not : Error message
When the employee is registering, the program recognizes the shift based on the actual time.
The check is conducted following the displayed order.
Sa + So

17. Work with PTR Calculation of work time
Only times within the defined shift time and beyond the defined idle time are counted
           
Shift time including tolerance
Pause 1
Pause 2
Mind the difference between registered time and calculated time:
Shift time:        7 am - 3 pm, break from 9:00 to 9:30
Registered:       6 am - 2 pm = 8 hours
               Calculated from 7:00 - 9:00 and 9:30 bis 2:00 pm
               Calculated time: 6:30 hours
Registered Time
Calculated Time

18. Work with PTR Attendance
Symbols in der report „currently present“
Present Vacation Sick Absent without permission
Per day only one absence is possible. New types of absence can be defined: for example ½ day sick + ½ day vacation In the list “currently present” the presence of any person can be controlled at any times.

19. Work with PTR Monthly quota
Monthly quota displays in an overview:
Vacation, Sick days, Work types, Overtime account, Absence.
Monthly figures of the previous month serve as basis for calculating the time evaluation in the current month. Starting the evaluation, enable “write monthly values”. The initial entry is done manually: for each person the remaining leave and account balances must be recorded.
All data of each month can be corrected manually.

20. Work with PTR Time evaluation.
Monthly quota
Is transferred
Write monthly
values
Vacation, Sick days, Work types, Overtime account, Absence.
Everything is listed in the report.
Tickbox: Write monthly values: monthly quota is transferred to the next months

21. Work with PTR Configuration wizard
All necessary settings for the correct operation of the PTR can be found bundled in the configuration wizard: Account overflow (overtime) on daily basis or until the end of the month? Count public holiday as working day? Minus hours are transferred to the next month? Quick Access to all relevant settings: day templates, company calendar, absences, hour rules, layer definitions, report settings

22. Work with PTR Reports Free definable reports on:
Time evaluation, hourly timesheet, time per project / work station
Other Lists: Monthly working hours, absences, birthdays, holidays
Output in various formats for further processing: Crystal, Word, pdf

23. Work with PTR Reports
In Time evaluation – Report definition you can adjust the report design and change the surcharge descriptions

24. Work with PTR Reports
In the personal master you can define, which report definition to be used for evaluation.
Alternatively this can be edited in time evaluation – report definition.

25. Work with PTR Reports
In this way you can display fixed surcharges directly in the evaluation.

26. Summary You can now: Define work hours and shifts Monitor attendance
Create time evaluations

27. Thank you for your cooperation!