ept64a40

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Title:Organization/Area:EUP Category:

BUSINESS PROCESS PROCEDURE Review Attendance/Absences

All departments doing time entry via R/3 input

File Name: Ept64a40.DOC Release: R/3 4.0B

Responsibility: Status:

OverviewTrigger:When there is a need to review attendance and absences.

Business Process Procedure Overview

This document describes the process for reviewing attendance and absence data. Theemployee or a timekeeper enters attendance and absences via subsystems or R/3 inputscreens daily or weekly. This data is stored on the R/3 database and is available for reporting.When someone (manager, supervisor, auditor etc) needs to review attendance and absencesfor an employee or group(s) of employees, he/she enters the time period, the employee’s

personnel number or the appropriate employee group and the desired data fields, and, thesystem displays the result as a report. The reviewer can modify the report format on the screento suit his/her needs if necessary.

The reviewer can also request an absence-only report for an employee or group of employeesby specifying the employee’s personnel number or the employee group and the absencetype(s) along with the time period.

Input – Required Fields Field Value/Comments

Time period Several options to choose from.One of these fields is required:

• Personnel number

• Employment status

• Personnel area

• Personnel subarea

• Absence/attendance type

Output – Results CommentsThe output report may contain

these data fields:• Date or date range

• Personnel Number

• Employment Status

• Personnel Area

• Personnel subarea

• Attendance type

Last changed on: Last changed by: Version: Page:SAP 1 of 6

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• Absence type

• Attendance hours

• Absence hours

Tips and Tricks(Shortcuts and methods for accelerating the transaction.)


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Procedural Steps1.1. Access transaction by:

Via Menus Human Resources>Time Management > Administration >Info System>Absences

Via Transaction Code PT64

1.2. On screen “Overview of Absence and Attendance Data”, enter informationin the fields as specified in the table below:

<<< Screen-print goes here >>>

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

Period: O

Today Today’s date O

Up to today All past dates includingtoday

O

Currentmonth

All days in currentmonth

O

From today All future datesincluding today

O

Current year All days in currentyear

O

Other period Specify either a dataselection or a personselection range of dates.

O For a range of dates, enter thelowest and highest dates inthe first and second entryfields respectively.

Data selectionFrom date

10 char date field informat mm/dd/yyyy,any date < To-date

O

Data selectionTo date 10 char date field informat mm/dd/yyyy,any date < To-date

O

Personselectionperiod - Fromdate

10 char date field informat mm/dd/yyyy,any date < To-date

O

Personselection

10 char date field informat mm/dd/yyyy,

O


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period -Todate

any date > From-date

Selection:

PersonnelNumber

8 char field uniquelyidentifyingemployees.

O - For a single personnelnumber, enter thepersonnel number inthe first entry field.

- For a range of personnelnumbers, enter thelowest and highestnumber in the first andsecond entry fieldsrespectively.

- For all personnel numbersup to a highestnumber, enter thehighest number in thesecond entry field.

- For all personnel numbersdo not make anyentries.

- For a value set of personnel numbers,click the arrow toaccess the subsequent

screen and list thepersonnel numbers or ranges on this screen.

Employmentstatus

1 char codeidentifying theemployee’s or groupof employees’employment status

O Blank – all employmentstatuses0 – Employee(s) not withcompany1 – Employee with companybut inactive2 – Employee with companybut retiree

3 – Employee active incompany

For a single employmentstatus, a range of employmentstatuses, all employmentstatuses up to a highestnumber or a value set of employment statuses follow


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same procedure as for personnel number.

Personnelarea

2 char alphanumericfield used to identifyan organizationalentity representingan area within anenterprise defined byspecific aspects of personneladministration, timemanagement and

payroll.

O For a single personnel area, arange of personnel areas, allpersonnel areas up to ahighest number or a value setof personnel areas followsame procedure as for personnel number.

Personnelsubarea

2 char alphanumericfield used to identifyan organizationalentity that representsa part of a personnelarea which isdistinguished fromothers by uniquefeatures of personneladministration, time

management andpayroll accounting.

O For a single personnelsubarea, a range of personnelsubareas, all personnelsubareas up to a highestnumber or a value set of personnel subareas followsame procedure as for personnel number.

Absence/attendance typesfor eval:

O

Absence/ Attendancetype

4 char fieldidentifying the type of absence or attendance

O For a singleabsence/attendance type, arange of absence/attendancetypes, all absence/attendancetypes up to a highest number or a value set of

absence/attendance typesfollow same procedure as for personnel number.


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1.3. On screen “Overview of Absence and Attendance Data”, after command button ‘’Payroll Period”, enter information in the fields as specified in tablein 1.2 above except for fields in table below:

<<< Screen-print goes here >>>

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

Period: O

Payroll area 2 char codeidentifying a group of employees for whomthe payroll is to berun on the same date

regardless of their classification(salaried, non-salaried) etc.

O

Currentperiod

Current payroll period O

Other period 2 char period number and 4 char year –combined = payrollperiod

O


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