epa30lb40

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Title:Organization/Area:EUP Category:

BUSINESS PROCESS PROCEDURE Maintain Employee Attendance Infotype IT2002Human Resources / Personnel Administration

File Name: Epa30lb40.doc Release: R/3 4.0B

Responsibility: Human ResourceDepartment

Status:

Overview

Trigger:

Companies usually have annual reviews for employees and one of the bases for evaluation is anemployee’s attendance record. Attendance records for employees can be stored in InfotypeIT2002.

Business Process Procedure Overview

This document describes the business process procedure on how to maintain an employee’s master data attendance records InfotypeIT2002. Infotype IT2002 can be used to store special attendances for employees. In Personnel Administration, employee attendanceentered in IT2002, define or supplement an employee’s work schedule. A business trip is a typical attendance type; the employee is not atthe workplace but still works for the company. Attendances can be broken down by attendance types; these are considered subtypes of

IT2002. There are delivered subtypes with R/3 but these entries can be customized according to the needs of the company. A specialfeature of IT2002 is the various entry screens for the different groups of attendance subtype namely General attendances (e.g., businesstrip and Attendances with quota deduction (wherein the system checks the existing quotas for the attendance subtype and would limit theentries based on quotas allowed). You can also use this infotype to transfer cost and work data to Financial Accounting and Logistics.

Input – Required Fields Field Value/CommentsEmployee Personnel Number

Effective Date/s of Attendance

Attendance Type

Employee number of person whose residence tax area has to be maintained.

This field marks the date/s of Attendance/s.

As delivered, SAP R/3 has provided for the standard entries listed on the Displayentry possibilities window that pops up when you are maintaining IT2002 like

Business Trip, Education and Training, Attendance Hours, Meeting, and others.

Output - Results CommentsEmployee Attendance records Infotype IT2002have been created, changed, or deleted as

required/requested.

There may not be any collisions of absence types for the same date. The system willactually reject colliding entries.

Last changed on: Last changed by: Version: Page:SAP 1 of 4

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Status:

Procedural Steps

1.1. Access transaction by:

Via Menus Human Resources → Personnel Management→ Administration → Maintain

Master Data

Via Transaction Code PA30

1.2. On screen “Personnel Administration”, click on the Maintain Master Data Button. Screen

“Maintain HR Master Data” will appear.<<< Screen print goes here >>>

Field Name Description R/O/C User Action and Values Comments

PersonnelNumber

In personnel number is the only featurewithin a client which is unique to anemployee. You are required to enter apersonnel number before you candisplay or maintain an employee’smaster data and time data.

R Enter employee’s personnel number.

Infotype Personnel Master data, timemanagement, and applicant data fieldsare grouped to infotypes according tological aspects. This field shows theinfotype, which you can select, from theview.

R Enter 2002 or type in Attendances

Subtype Subtypes are subdivisions of infotypes. KThe various subtypes of an infotypecan be assigned different timeconstraints and a separate data historycan be maintained for each.

R Enter the attendance type you are creating the Attendance for.

Date of attehdance/s

By entering the dates here, you can limitthe records the system is selecting for maintenance except for Create; when arecord is created, the dates aretransferred to the corresponding datefields on the next screen.

R Enter the date/s for the special attendancesbeing entered.

(Note: On above table, in column “R/O/C” ; “R” = Required, “O” = Optional, “C” = Conditional)


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1.3. When an employee takes goes for a business trip or attends a training class off-site, thesespecial attendance types can be recorded in Infotype IT2002. To create Attendance records,stay at the Maintain HR Master Data screen. Enter the required fields as shown on the prior

page. Click on the ‘Create’ Button. The “Maintain HR Master Data will remain but on theforeground the ‘Display entry possibilities window will pop-up. This prompts you to select the type of special attendance you are entering. Click on the type. The Create (Infotype 2002)screen will appear. The fields on the Create screen will already be populated by the entriesyou made on the prior screen. Review the entries to validate the accuracy on the dates and the hours that have been calculated by the system based on the employee’s planned working time. If the information is correct, click on the Save Button. The Maintain HR Master Datascreen will appear and the message line will say ‘Record created’. You have now created theemployee’s attendance record.

<<< Screen print goes here >>>

1.4. If you are changing an incorrectly entered Attendance record, click on the Change Button and the “Change (Infotype 2002)” screen will appear. The only field you can change on anattendance record for the same absence type is the date field. The absence hours and dayswill be recalculated by the system based the employee’s planned working time. If the absencetype has to be changed, the current attendance record has to be deleted. A new attendancerecord has to be created for the new attendance type. Enter the new dates to be changed.Click on the Save Button. The message line at the bottom will show ‘Record changed’. You

have now changed the employee’s attendance Infotype IT2002.


1.5. When an Attendance Infotype IT2002 has been entered in error for an employee and cannot becorrected by a change function, it has to be deleted. To do this, click on the List/overview button to review the absence records that the employee has. The “List Infotype (2002) screenwill appear showing the various records of the employee. Click on the check box on the left of the record that has to be deleted and click on the delete button (trashcan). The “Delete(Infotype 2002)” screen will appear showing the record to be deleted. Click on the Deletebutton (trashcan) again to confirm the delete; the List (Infotype 2002) screen will appear againshowing the record has been deleted from the chart and the message line below will say “Record deleted”. The extra record is now deleted.



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