984_BPD_EN_US

EHP3 for SAP ERP 6.0

June 2009

English

Time Processing - Cross Application Timesheet (CATS) with Funds or Grants Management (984)

SAP AGDietmar-Hopp-Allee 1669190 WalldorfGermany

Business Process Documentation

SAP Best Practices Time Processing – Cross Application Timesheet (CATS) with Funds or Grants

Management: (984) BPD

Copyright

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Icons

Icon Meaning

Caution

Example

Note

Recommendation

Syntax

External Process

Business Process Alternative/Decision Choice

Typographic Conventions

Type Style Description

Example text Words or characters that appear on the screen. These include field names, screen titles, pushbuttons as well as menu names, paths, and options.

Cross-references to other documentation.

Example text

Emphasized words or phrases in body text, titles of graphics and tables.

EXAMPLE TEXT

Names of elements in the system. These include report names, program names, transaction codes, table names, and individual key words of a programming language, when surrounded by body text, for example, SELECT and INCLUDE.

Example text

Screen output. This includes file and directory names and their paths, messages, source code, names of variables and parameters as well as names of installation, upgrade, and database tools.

EXAMPLE TEXTKeys on the keyboard, for example, function keys (such as F2) or the ENTER key.

Example text

Exact user entry. These are words or characters that you enter in the system exactly as they appear in the documentation.

<Example text>

Variable user entry. Pointed brackets indicate that you replace these words and characters with appropriate entries.




Contents

Time Processing - Cross Application Timesheet (CATS) with Funds or Grants Management (984)...5

1 Purpose........................................................................................................................................ 5

2 Prerequisites................................................................................................................................ 5

2.1 Master Data and Organizational Data...................................................................................5

2.2 Business Conditions..............................................................................................................6

2.3 Roles..................................................................................................................................... 6

3 Process Flow and Overview.........................................................................................................8

4 Process Steps.............................................................................................................................. 9

4.1 Approval of Working Times...................................................................................................9

4.2 Time Sheet: Transfer to Target Components.....................................................................10

5 Follow-up Processes.................................................................................................................. 13

5.1 Workforce Time Evaluation Processing (573).....................................................................13

6 Appendix.................................................................................................................................... 14

6.1 Reversal of Process Steps..................................................................................................14

6.2 SAP ERP Reports...............................................................................................................14

6.3 Frequently Asked Questions...............................................................................................15




Time Processing - Cross Application Timesheet (CATS) with Funds or Grants Management (984)

1 Purpose This scenario describes additional processing steps necessary for time recorded using the Cross Application Time Sheet (CATS). It includes the following steps:

Allow the supervisor or time administrator to review and approve the employee’s time. This step may not be necessary depending upon the settings configured in the CATS data entry profile that was used to record the time.

Transfer the time to the various SAP modules depending on the data recorded.

2 Prerequisites

2.1 Master Data and Organizational DataSAP Best Practices Standard Values

Essential master and organizational data was created in your ERP system in the implementation phase, such as the data that reflects the organizational structure of your company and master data that suits its operational focus, for example, master data for materials, vendors, and customers.

This master data consists of standardized SAP Best Practices default values, and enables you to go through the process steps of this scenario.

Additional Master Data (Default Values)

You can test the scenario with other SAP Best Practices default values that have the same characteristics.

Check your SAP ECC system to find out which other material master data exists.

Using Your Own Master Data

You can also use customized values for any material or organizational data for which you have created master data. For more information on how to create master data, see the Master Data Procedures documentation.

Use the following master data in the process steps described in this document:

Time ProcessingCATS




Master / org. data Value Master / org. data details Comments

Personnel Number 91000080

91000083

91000082

Personnel Number 91000061

91000078

91000088

91000064

91000072

91000080

91000076

91000081

91000082

91000084

2.2 Business ConditionsThe business process described in this Business Process Procedure is part of a bigger chain of integrated business processes or scenarios. As a result, you must have completed the following processes and fulfilled the following business conditions before you can start any activities in this scenario:

Business condition Scenario

You have completed all steps described in the Business Process Procedure Workforce Time Entry – Cross Application Timesheet (CATS) (264).

Workforce Time Entry – Cross Application Timesheet (CATS) (264)

2.3 RolesRoles to be enhanced during public sector specification phase

UseThe following roles must have already been installed to test this scenario in the SAP NetWeaver Business Client (NWBC). The roles in this Business Process Procedure must be assigned to the user or users testing this scenario. You only need these roles if you are using the NWBC interface. You do not need these roles if you are using the standard SAP GUI.

PrerequisitesThe business roles have been assigned to the user who is testing this scenario.




Business role Technical name Process step

Manager (HCM) SAP_BPR_MANAGER_HCM-E CATS Approval

Time Processor (HCM) SAP_BPR_TMPROCESSOR_HCM-E CATS Transfer




3 Process Flow and OverviewProcess step External

process reference

Business condition

Business role

Trans-action code

Expected results

Approval of Working Times

Working times are recorded using CATS

CATS profile used requires approval

Manager (HCM)

CATS_APPR_LITE Status of CATS record is changed to ‘Approved’ or ‘Rejected’

Time Sheet: Transfer to Target Components

Working times are set to ‘Approved’ status

Time Processor (HCM)

CATA Working times are transferred to target components




4 Process Steps

4.1 Approval of Working Times

UseThe Cross Application Time Sheet (CATS) allows for an approval process. The approval step can be disabled by configuring the data entry profile. All data entry profiles delivered with this SAP Best Practices package require approval.

PrerequisitesTime records have been entered, released, and saved using a data entry profile requiring approval in the Cross Application Time Sheet (CATS).

Procedure1. Access the transaction choosing one of the following navigation options:

Option 1: SAP Graphical User Interface (SAP GUI)

SAP system menu

Human Resources Time Management Time Sheet Approval Approve Working Times

Transaction code

CATS_APPR_LITE

Option 2: SAP NetWeaver Business Client (SAP NWBC) via business role

Business role Manager (HCM) (SAP_BPR_MANAGER_HCM-E)

Business role menu Manager Approve Working Times

2. On the Approve Working Times screen, make the following entries:

Field name Description User action and values

Comment

Reporting Period

Enter the reporting period you wish to approve

The reporting period refers to the date worked, not the date entered.

Selection Criteria

Enter the employee’s personnel number.

You can enter additional data here to narrow down the selection based on the employee’s master data record

Selection of the Time Sheet

Check that the Processing status is set to 20, which





Comment

displays records that are ready for approval.

Send notification of rejection

If a record is rejected, a notification is sent to the employee via the SAP inbox

Leave this box checked

Immediate transfer to HR

Records can be transferred to HR as soon as they are approved.

Leave this box unchecked.

The transfer is processed as a separate step.

Bundle Messages

Issues identical messages only once

Leave this box checked.

Automatic Approval

Records can be approved automatically using a customer user exit

Leave this box unchecked.

The SAP Best Practices for HCM US does not have any user exits for time processing.

3. Select Execute.

4. A list of all recorded working times meeting the criteria entered above is displayed.

5. Select the entries that you would like to approve, or reject. Use SHIFT+click or CTRL+click to select multiple entries.

6. Select Approve or Reject. If you reject a record, a rejection reason must be selected from the Reason for rejection dialog box.

7. The message Work times/key figures were approved (or rejected) appears at the bottom of the screen, and the Status field changes to reflect the approval or rejection.

ResultTime data records have been approved or rejected.

The approved records are ready for transfer to the target components.

An e-mail notification of rejected records is sent to the employee’s SAP inbox. The rejected records are highlighted in the time sheet, and rejection information can be viewed by double-clicking. The rejected data should be corrected and released in the time sheet (CATS). The records are resubmitted for approval.

4.2 Time Sheet: Transfer to Target Components

UseThis activity transfers records from the Time Sheet to the target components including Human Resources (HR), Controlling (CO), Project Systems (PS), and Plant Maintenance (PM). The transferred data is then available for further processing.




PrerequisitesThe time records have been approved.

Procedure1. Access the transaction using one of the following navigation options:

Option 1: SAP Graphical User Interface (SAP GUI)

SAP system menu

Human Resources Time Management Time Sheet Transfer All Components

Transaction code

CATA

Option 2: SAP NetWeaver Business Client (SAP NWBC) via business role

Business role Time Processor (HCM) (SAP_BPR_TMPROCESSOR_HCM-E)

Business role menu Time Processing Transfer to Target Components

2. On the Time Sheet: Transfer to Target Components screen, make the following entries:


Comment

Period Enter the dates that you would like to transfer

Selection Enter the employee’s personnel number

You can enter additional data here to narrow down the selection based on the employee’s master data record

More Selection Options

Time for specific cost objects can be transferred

Leave blank

Target Components

Select Human Resources,

Data can be transferred to multiple modules. If data is entered for the other modules, they should be selected as well. See the SAP Help for restrictions on transfer combinations

Posting Date Leave blank Defaults to today’s date

Log Check this box

Test run If this box is checked, the log displays, but data is not transferred

Uncheck this box.

Repeat transfer

If the initial transfer was not successful, the repeat transfer is necessary

Check this box The repeat transfer should not be necessary in this scenario, but in your ongoing testing, it is best to catch any errors that might have





Comment

been corrected

3. Select Execute.

4. The log file for time data transferred to HR Time Management is displayed. Check the log for errors, and then select the Back button to view logs for other modules selected. Repeat this process until all logs have been displayed.

ResultAll selected documents are transferred to the target components and are ready for further processing in the target module. For HR, the records are processed in time evaluation, and/or payroll.




5 Follow-up Processes

5.1 Workforce Time Evaluation Processing (573)

External Process

UseYou have finished all activities that are a part of the business process described in this document.

To accomplish subsequent activities of this business process, carry out the process steps described in the referenced scenario, using the master data from this document.

Once entered time has been approved and transferred, the time evaluation process determines the wage types (payment types) to apply to each entry.

Prerequisites The employee must be assigned a time management status in the Planned Working Times infotype (0007) that indicates time evaluation should be processed.

ProcedureComplete all activities described in the Business Process Procedure of the scenario:

Workforce Time Evaluation Processing (573)




6 Appendix

6.1 Reversal of Process StepsIn the following section, you can find the most common reversal steps, which you can take to reverse some of the activities described in this document,

Approval or Rejection of Working Times

Transaction code ( SAP GUI)

CATS_APPR_LITE

Reversal: Reverse Approval or Withdraw Rejection


CATS_APPR_LITE

Business role Manager (HCM)

Business role menu

Manager Approve Working Times

Comment Follow the steps as you would for the approval process. In the Processing status field on the selection screen, select either ’30-Approved’ or ’40-Rejected’. Select the record. Select the dropdown arrow to the right of the Approve or Reject button. Select Reverse Approval, or Withdraw Rejection.

Time Sheet: Transfer to Target Components


CATA

Reversal: Time Sheet: Transfer to Target Components


CATA

Business role Time Processor (HCM)

Business role menu

Time Processing Transfer to Target Components

Comment There is no reversal step for the transfer process. If recorded and approved times are transferred, then the data must be corrected or deleted using CATS, and the updated records must then be released, approved, and transferred.

6.2 SAP ERP Reports

Use




The table below lists the most frequently used reports that help you to obtain additional information on this business process.

ReportsReport title Transaction code Comment

Display Working Times (CATS) CATS_DA List report of time entered in CATS

6.3 Frequently Asked QuestionsQuestions Answers

How is the employee notified if an entry is rejected?

Standard functionality returns a notification to the users SAP inbox if the system user name is identified in Communications infotype (0105). If the user does not have regular access to the SAP inbox, then a notification process should be established during the implementation. It is also possible to connect the SAP inbox to an Outlook e-mail system, but that functionality has not been configured as part of the SAP Best Practices for HCM U.S.


Documents

984_BPD_EN_US