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2906872 - Defining a Dummy Work Schedule for PWT Replication

Symptom

In the EC system, the work schedule and the holiday calendar are assigned to an employee in the Job Information. Optionally, a dynamic break configuration may also be assigned to the employee in the Job Information. In addition, the planned working times of an employee may change temporarily, and this information is then stored in the Temporary Time Information of an employee.

For payroll to run in the EC Payroll system, information on the planned working times of an employee must be available in that system. Thereby, the planned working times are the combination of the information stored in the Job Information and the Temporary Time Information. To achieve that, the point-to-point replication of planned working time (PWT) can be used to replicate the planned working times of an employee from the EC system to the EC Payroll system. Via this replication, the planned working times of an employee are stored for each day in infotype 2003 "Substitutions" of EC Payroll. It is thus not necessary to create an actual work schedule in the EC Payroll system, which would also require keeping this work schedule synchronous with the corresponding work schedule in the EC system.

The point-to-point replication of planned working times also replicates the holiday class as derived from the holiday calendar assigned to the employee in the EC system. For each day this information is stored in the field "Holiday class" of infotype 2003 of EC Payroll.  It is thus not even necessary to define an actual holiday calendar in the EC Payroll system, which would also require keeping this holiday calendar synchronous with the corresponding holiday calendar in the EC system.

Nonetheless, infotype 0007 "Planned working time" of EC Payroll requires specifying a work schedule rule. It is therefore necessary to define a dummy work schedule in the EC Payroll system. The work schedule rule of this dummy work schedule is then assigned to employees in infotype 0007 via the master data replication from EC to EC Payroll.

This dummy work schedule may be set up in different ways. One way is to set up a dummy work schedule indicating that employees work 24 hours a day on 7 days a week. The resulting planned working times are then overridden by the planned working times stored in infotype 2003. Thus, when the system determines the planned working times of an employee, for example, via function module HR_PERSONAL_WORK_SCHEDULE, the correct values are returned.

This document describes how to set up such a dummy work schedule indicating that employees work 24 hours a day on 7 days a week. This involves configuring a suitable daily work schedule and a suitable period work schedule. This is then used to configure a work schedule rule with its code being named 'DUMMY247' in this example configuration. With the work schedule rule having been defined, the work schedule itself can be generated. Some additional configuration aspects important for payroll are also described. Finally, the document shows how to configure the automatic filling of field "Work schedule rule" of infotype 0007 with the work schedule rule code 'DUMMY247'.

To understand this configuration, it is important to know that the work schedule rule as defined in table T508A consists of four key fields (plus the time-dependency):

  • A grouping on employee subgroup level (defined in table T503)
  • The holiday calendar ID
  • A grouping on personnel subarea level (defined in table T001P)
  • The work schedule rule code itself

The code being chosen for the work schedule rule can be the same for all the combinations of the groupings on employee subgroup level, the holiday calendar IDs, and the groupings on personnel subarea level. The possible values of the employee subgroup groupings in this example are '1' and '2', while the personnel subarea grouping for work schedules has the value '13' here. (The example configuration focuses on Australia, but it can be defined in similar fashion for other countries as well.) Some special considerations apply with regards to the holiday calendar, which are explained in the following.

In EC, the holiday calendar is independent of the work schedule. However, in EC Payroll the holiday calendar is part of the work schedule, as the holiday calendar ID is part of the key structure of the work schedule rule. Here the approach is taken to link the dummy work schedule rule to a dummy holiday calendar containing no public holidays at all. Its holiday calendar ID has the value 'ZZ'. As the replication of planned working times into infotype 2003 also fills the field "Holiday class" of this infotype, the necessary information is available in EC Payroll to assure the correct handling of such holidays by payroll.

Nonetheless, situations may exist that require some customers to define actual holiday calendars in the EC Payroll system and to keep those synchronous with the ones defined in EC. Some countries may have special requirements with regards to the processing of public holidays in the payroll system. The replication of the holiday class from EC to infotype 2003 in EC Payroll may not be sufficient to cover all requirements for those countries.

As mentioned above, this KBA describes how to define a dummy work schedule in combination with a dummy holiday calendar in the EC Payroll system. Alternatively, the customer may define a dummy work schedule in combination with an actual holiday calendar. In this case, the field "Holiday class" of infotype 2003 does not need to be filled during the replication of planned working times. This alternative approach is described in the KBA 2914265 "Defining a Dummy Work Schedule with an Actual Holiday Calendar for PWT Replication".

Please note that it is possible to do the setup in a country-specific way. Thus, for some countries the dummy work schedule may be used in combination with a dummy holiday calendar. And for other countries the dummy work schedule may be used in combination with an actual holiday calendar as described in KBA 2914265.

Finally, please note that customers may use a dummy work schedule in combination with an actual holiday calendar and still use the PWT replication to replicate also the holiday information. This is possible, as the normal setup of the PWT replication fills the value "0" into the field "Holiday class" of infotype 2003 even for days that are not listed as public holidays in EC. And with a value "0" in infotype 2003, this will always override whatever is derived from the holiday calendar associated with the work schedule assigned to infotype 0007.

This is particularly helpful for customers who use the point-to-point replication of planned working time only for some but not for all employees within one country. Such customers still need to create actual work schedules in the EC Payroll system and assign them to some employees, while for other employees the dummy work schedule is assigned. The actual work schedules in the EC Payroll system have to manually be kept synchronous with the corresponding work schedules in the EC system, and there the EC work schedules have to be listed in the Work Schedule Replication Exclusion List.

In such cases, creating a dummy holiday calendar may not be an option. The reason is that the ID of the dummy holiday calendar also has to be assigned to personnel subareas via table T001P. If employees using point-to-point replication for planned working time and employees using actual work schedules belong to the same personnel subarea, then using a dummy holiday calendar is not an option.

An overview of the different options can be found in the following table:

Requirement

Setup

Country A:

No PWT replication at all

Define actual work schedules in the EC Payroll system and manually keep them synchronous with the corresponding ones in the EC system.

Setup replication configuration in EC such that the PWT replication is not applied for these employees.

Country B:

PWT replication for all employees including replication of holiday class

A dummy work schedule with a dummy holiday calendar has to be set up in EC Payroll.

The setup is described in this KBA.

Country C:

PWT replication for all employees excluding replication of holiday class

A dummy work schedule with an actual holiday calendar has to be set up in EC Payroll.

The setup is described in KBA 2914265.

Country D:

PWT replication for most employees including replication of holiday class

A dummy work schedule with an actual holiday calendar has to be set up in EC Payroll. In addition, define actual work schedules as far as necessary in EC Payroll and manually keep them synchronous with the corresponding ones in the EC system. There the EC work schedules have to be listed in the Work Schedule Replication Exclusion List.

The setup is described in this KBA. However, ignore the chapter on the setup of a dummy holiday calendar and for the rest use an actual holiday calendar, for example, 'AU' instead of 'ZZ'

Country E:

PWT replication for most employees excluding replication of holiday class

A dummy work schedule with an actual holiday calendar has to be set up in EC Payroll. In addition, define actual work schedules as far as necessary in EC Payroll and manually keep them synchronous with the corresponding ones in the EC system. There the EC work schedules have to be listed in the Work Schedule Replication Exclusion List.

The setup is described in KBA 2914265.


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Environment

  • Employee Central Payroll
  • Time management integration scenario

Product

SAP SuccessFactors Employee Central Payroll all versions

Keywords

Planned Working Time Replication, PWT Replication, Infotype 0007 , KBA , LOD-EC-GCP-TIM , Time Data Replication , How To

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