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Overtime pcr

An Overview of Standard Time Evaluation and Payroll Integration

Consider a scenario in which a weekly wage worker’s work times are to be evaluated
and passed on to the payroll system for payment. This evaluation is to be done based
on the following business rules:

 Daily hours up to 8 are paid as regular hours


 Daily hours over 8 and up to 12 are paid as time-and-a-half
 Daily hours over 12 are paid as double-time
 Hours worked on a holiday or off day are paid at a time-and-a-half rate

Figure 1 shows some work shifts for common work schedules for employees.

Figure 1

Sample shifts and their timings

In this example, the employee is on a weekly payroll and works 65 hours a week
(Figure 2). In the scenario, when the above business rules (which are to be
implemented using PCRs, discussed in detail later in this article) are applied, the
results are 32 regular hours, 32 time-and-a-half hours, and one double-time hour, for a
total of 65 hours worked.

Figure 2

Weekly work hours for the employee (scenario sheet)


Based on the work times in Figure 2, the time-evaluation program in SAP ERP HCM
generates 32 hours of regular work time, 32 hours of time-and-a-half, and one hour of
double-time for this employee (Figure 3).

Figure 3

Output from the time-evaluation program to the payroll system

The time-evaluation system sorts the hours and passes the results to payroll. Payroll
then applies the relevant rates to arrive at the amount to be paid to the employee
(Figure 4).

Figure 4

Processing of time results in payroll for pay amounts

Time Evaluation: Schemas, Functions, and PCRs

Now that you understand the integration between the time-evaluation program and the
payroll system, let’s look at schemas, functions, and PCRs, and how the standard
schemas and PCRs are customized to implement company-specific business rules and
requirements.

All of an employee’s working and non-working hours, including attendance (and time
swipes recorded through card swipes or biometric authentication machines) and
absences are processed using a standard SAP ERP HCM time-evaluation program.
Enter transaction code PT60 on the home screen (Figure 5) and press Enter (or click
the green checkmark icon) to open the time-evaluation program (Figure 6).
Figure 5

Enter the transaction code for time evaluation

Figure 6

The SAP ERP HCM time evaluation selection screen

The screens in Figures 6 and 8 are shown to give you an idea of the initial screens for
time evaluation and schema. The time-evaluation program uses a schema (TM04) to
evaluate an employee’s worked time. A schema is a set of functions (mostly standard
and pre-delivered in the system) that processes an employee’s time in a predefined
sequence, resulting in a final set of hours, as shown in Figure 3. The different fields
on this screen (Figure 6) need to have values for the result of employee(s) to be
processed (explained later).

To access a schema, on the home screen of SAP ECC enter transaction code PE01 in
the field to the right of the green checkmark icon and press Enter (Figure 7). This
action opens the schema (Figure 8).
Figure 7

Enter transaction code PE01 to create a new schema

Figure 8

Open the schema in edit mode

Enter the schema name you want to edit—in this case, TM04—and select the Source
text radio button. Use transaction code PE01 to edit schemas. TM04 is the standard
schema (in transaction code PE01). You need to copy the TM04 schema to a custom
schema and then edit it. Click the Change button and the screen in Figure 9 opens. It
shows schema TM04 in edit mode.
Figure 9

Schema TM04 in edit mode, with its set of functions with parameters

There are a few standard schemas such as TM00, TM01, and TM04. TM00 can be
used only when clock times and full day records are recorded and evaluated in the
system (called positive time recording in SAP ERP Central Component [ECC]).
TM01 can be used only where exceptions to the planned working time are recorded
and evaluated in the system (called negative time recording in ECC). TM04 can be
used to process both exceptions to planned working time as well as clocked timings
(both negative and positive times).

Since in my example I can have both clock times as well as exception recordings, I
use schema TM04. Later I copy this schema to a custom schema ZM04 to make
changes in the processing as per business rules.
Each line of the schema has a line number, a function, four parameters, a deactivation
flag, and text. The schema is processed in the sequence of the line numbers and the
related functions are processed using these parameters. For example:

 Line: 000070
 Function: MOD
 Parameter 1: TMON
 Parameter 2: GEN
 Parameters 3 and 4: Blank
 Deactivation flag: Blank
 Text: Define groupings

The MOD function dynamically assigns the employee being processed to various
groupings for different time processing. Some of the groupings are for Time Wage
Type and Absence valuation.

In this function call, on line 000070, parameter 1 has PCR TMON and parameter 2
has the value GEN. This means that the PCR TMON is used for the assignment of
grouping. Parameter GEN indicates that the PCR is triggered for each item (wage type)
in the input table (discussed in detail in my follow-up article, “Implementing FLSA
using Time Evaluation”). For absence evaluation, the employee might need to be
grouped one way (e.g., everyone on a 12-hour shift or work schedule is grouped
together). For wage generation the employee might need to be grouped a different
way (all temporary workers together) and for absence quotas the employee might
need to be grouped another way (with all employees located in the same country or
location).

The dynamic group assignment in the MOD function is enabled by PCR TMON. This
PCR can be opened by double-clicking TMON on line 000070 of the schema (Figure
9).

PCRs can also be accessed from the home screen using transaction code PE02
(Figure 10).

Figure 10

Enter transaction code PE02 to access PCRs from the home screen
Enter PE02 in the field and click the green checkmark icon on the left and the screen
in Figure 11 opens.

Figure 11

Open PCR TMON in view mode

Enter TMON as the Rule name, select the Source text radio button, and click the
Display button. This action opens the screen in Figure 12 with the details for PCR
TMON.
Figure 12

The details for PCR TMON for grouping employees for time processing

PCRs use operations (usually standard and pre-delivered in the system) to do some
processing on the employee record being managed. The details for PCR TMON are as
follows (Note: MODIF—modifier—is an operation within PCR TMON):

Set ESG for PCR: These values are determined by the configuration values in table
V_503_B (Figure 13). This table groups employees based on their employee (EE)
group (i.e., A or B) and employee subgroup (i.e., W1 or 01). (How to access this table
is explained later in this article, in the section “An Overview of the Configuration
Tables Used in Time Evaluation.”)
Figure 13

The employee sub-grouping (ESG) for the PCR grouping in table V_503_B

MODIF: This is the operation that sets the value of the various variables associated
with this operation. These variables are used during processing (e.g., wage type
generation) in time evaluation.

W=03: The time wage type selection group is assigned the value of 03 for the
employee’s record that is being processed. This parameter W sets or groups the
employee to group 03 for wage type processing. When wage types are generated, all
the employees with the same wage type selection group are processed in the same
way.

Creating Custom Schemas

To process recorded attendances of the employee to meet the custom needs of your
company (e.g., all hours over 40 in a week to be paid as overtime), standard schema
TM04 needs to be copied and then modified. To copy it, go to the initial screen of the
schema (TM04) and click the copy icon (boxed in blue in Figure 11). This action
opens the pop-up screen in Figure 14.

Figure 14

Name the custom schema ZM04

The From schema field shows TM04. Specify the name of your custom schema in the
To schema field (ZM04 in this example) and press Enter. This takes you back to the
previous screen where you now see ZM04 as the schema name (Figure 15).
Figure 15

Schema name ZM04

Click the Change button and the screen in which you can edit the custom schema
ZM04 opens (Figure 16).

Figure 16

The new, customizable schema ZM04 copied from standard schema TM04

There are various blocks within the schema, shown in Figures 17, 18, and 19. Each
block has multiple functions used to perform various processing in sequential steps.
The first block (Figure 17) performs the initialization step using function MOD and
PCR TMON (Figure 11).

Figure 17

The Initialization block of the new time schema

The next block, Provide time data (Figure 18), reads the recorded time data, such as
attendance or time swipe, absence, substitution, and planned working time or schedule
of the employee.

Figure 18

The Provide time data block of the time schema

The blocks in Figure 19 determine overtime and generate the time wage type to be
passed on to payroll.
Figure 19

The Determine overtime and Select time wage types blocks of the new schema

The overtime calculation and related wage type generation are done in the Determine
overtime and Select time wage types blocks, respectively, as shown in Figure 19.

The Determine overtime block of the schema has two sub-schemas, TW15 and TW30
(Overtime after x hours/day and Overtime after 40 hours/working week, respectively).
Sub-schemas are schemas that are called within another schema (using the copy
function). Sub-schema TW15 has two PCRs (TO01 and TO02) to generate daily
overtime (Figure 20).

Figure 20

Schema TW15 with PCRs TO01 and TO02 to determine daily overtime

For scenario of clock-time recordings sub-schema TW30 has two PCRs (TW31 and
TW32) to generate weekly overtime (Figure 21).
Figure 21

Schema TW30 with PCRs TW31 to TW36 to determine weekly overtime

PCR TO01 for Calculating Overtime

PCR TO01 is one of the rules for calculating overtime. (It can be accessed in two
steps explained in the instructions before Figures 10 and 11.) Once opened, the rule
tree is executed by the system from top to bottom (Figure 22).
Figure 22

PCR TO01 to calculate overtime on a day (after 8 regular hours)

In the rule (PCR) TO01, the first operation VARST uses parameter DAYTY (day type)
to get the value of the day type (of the current day being processed in time evaluation)
based on configuration in table T553A (Figure 23). So, on a public holiday, the value
is returned as 1, and on other days, the value of the day type is returned as 0 (blank).

Figure 23

The standard day types defined in table T553A (0 and blank are considered
the same)
Next, operation VARST uses parameter FREE to get a Boolean yes (Y) or no (N)
answer based on whether the current day being processed is a day planned for work
(e.g., a shift assigned) or an off day (no shift hours assigned).

So, standard PCR TO01 sets the hours (HRS) to the value 8 using operation
HRS=8,00 on a day that is not a public holiday (i.e., day type 0, work/paid day) and is
a free day (planned hours are less than 0). PCR TO01 then assigns this value of 8 to
time type 0900 using operation ADDDB0900Z. Thus, this rule considers all hours
worked beyond 8 on a non-working day that is not a public holiday to be overtime
hours.

An Overview of the Configuration Tables Used in Time Evaluation

Time types are used as counters for hours (e.g., hours worked, regular hours, and
overtime, as shown in Figure 2) to keep track of the different types of daily (or
weekly or monthly) hours. These time types are defined in table T555A. Standard
time types are predefined in the system. To define a new custom time type, enter
transaction code SM30 in the SAP Easy Access screen (Figure 3) and press Enter.
This action opens the initial view of the Edit Table View screen (Figure 24).

Figure 24

Access the different configuration tables (V_T555A in this case)

Enter the Table/View name as v_T555A and click the Maintain button. This action
opens the table of time types (Figure 25).
Figure 25

Create a new entry for your custom time type

Click the New Entries button to define new time types to be used as hour counters. In
the screen that opens (Figure 26), enter the PS Grouping, Time type, and Start and
End dates. Set the value for the Save as day balance to 1 and click the save icon to
save your settings.
Figure 26

Create a new custom time type

The values set in the time type can be persisted or saved in the database. This is used
if the value calculated in the previous processing is to be retrieved and used for any
purpose in later time evaluation runs or processing. It can also be used to generate a
report for daily values or for audit purposes. There are two different types of balances
associated with the time type:

 The value of the day balance in the Balances section is set to 1 if the value assigned to it for a
complete day (by the time evaluation program) is to be saved in the results cluster of the
database. For example, time type ZTMH would save the total time-and-a-half hours of a day
in the day balance.

 Similarly, the value of Cumulate in period balance is set to 1 if the value cumulated in the
time type for a period is to be saved in the results cluster. For example, if time type ZTMH
has a value of 8 hours in the day balance for 20 days in a month, the total
time-and-a-half-hours of a period (month) in the period balance would be 160 hours. The
value is reset to 0 at the start of a month.

If cumulated period values are to be continued (and not reset to 0) across months or
years, the Transfer prev. period and Transfer prev. year are set to 1. In such cases the
cumulated values are transferred from the previous month or year to the next. This
cumulation across periods or years would typically be used for those time quota
calculations that do not lapse at the end of the year and hence should be transferred
across periods and years.

An example of transfer of cumulation would be employee’s annual leave quota, which


does not lapse. In such cases the Transfer prev. year option ensures that annual leave
quota from the previous year is carried over (cumulated over) to the next year.

Creating Custom PCRs

In this scenario, you need to generate overtime on all the scheduled days that are not
holidays (for hours worked beyond 8). Go back to the SAP Easy Access screen in
Figure 3 and enter transaction code PE02 (the transaction code for PCRs) and press
Enter.

In the screen that opens (Figure 27), enter the name of the standard PCR that needs to
be copied in the Rule field (in this case, TO01), select the Source text radio button,
and click the copy icon.

Figure 27

Copy standard schema TO01


Reading the comments of the schema provides you with a fair idea of what processing
is done where. For example, the schema TM04 line 510 has the comment Overtime
after x hrs/day (Figure 19). This line calls sub-schema TW15. After the system opens
sub-schema TW15 (Figure 20), line 30 has the comment Initialize overtime limit x.
This indicates that the limits are set in the rule (PCR) TO01 so this is where the
standard initialization needs to be replaced with a custom one.

In the pop- up window that opens (Figure 28), enter the name of the custom PCR as
ZO01 and press Enter (or click the green checkmark icon).

Figure 28

Name your custom PCR ZO01

This action takes you back to the initial screen of the PCR (Figure 29). Enter ZO01 in
the Rule field and click the Change button.
Figure 29

Open PCR ZO01 in change mode

Make your required changes to the custom schema in the screen that opens (Figure
30). You can make changes, additions, or deletions to the existing entries using the
icons in the top ribbon. In this example, this PCR defines the rules for segregating
regular, time-and-a-half, and double-time hours.
Figure 30

Rule ZO01 with time types ZTMH and ZDBT (these time types define the daily
limit for overtimes [time-and-a-half and double-time])

Using the same steps detailed in Figures 27 through 30, copy standard PCR TO02
into custom schema ZO02 (Figure 31). This PCR segregates hours into regular and
overtime.
Figure 31

PCR ZO02 with logic to segregate out regular hours and overtime hours

A new PCR ZO03 (Figure 32) is created manually from scratch rather than being
copied from a standard PCR.
Figure 32

PCR ZO03 where overtime hours are segregated into time-and-a-half and
double time

This PCR ZO03 is called from PCR ZO02 using operation GCY (Figure 33). PCR
ZO03 segregates the overtime hours into time-and-a-half and double-time.

Figure 33

Schema ZW15 (copied from TW15) with PCRs ZO01 and ZO02

I assume that PCRs ZO01, ZO02, and ZO03 do the processing that is required.
After the custom PCRs (ZO01, ZO02, and ZO03) are created, for the logic in the PCR
to be triggered the following steps need to be done:

1. Copy schema TW15 to schema ZW15 (follow the instructions before Figures 14 and 15)
2. In sub-schema ZW15, replace PCRs TO01 and TO02 with PCRs ZO01 and ZO02 and click the
save icon (Figure 33).
3. In schema ZM04, replace sub-schema TW15 with sub-schema ZW15 and click the save icon
(Figure 34).

Figure 34

Sub-schema ZW15 placed in schema ZM04

Generating Time Wage Types

Finally, once the hours are segregated, they need to be converted into time wage types.
This step is done in the Select time wage types block (line 000540-0000580 in Figure
19).

Function GWT (generate wage types) uses the configuration in the individual entries
of table T510S to generate the relevant wage types (Figure 35). This table is accessed
by going to the table edit view screen (transaction code SM30 in the home screen) as
shown previously in Figure 24.
Figure 35

Individual entry in table T510S that determines which wage types are
generated

The wage type (e.g., 2100 for regular hours in Figure 35) is generated for all the time
pairs that have processing type S (this processing type is attached to the time pair by
the PCRs ZO02 and Z0O3). I describe PCRs ZO02 and ZO03 in more detail in my
related article, “Implementing FSLA Using Time Evaluation.”) Likewise, wage type
2200 is generated for time-and-a-half and wage type 2300 is generated for
double-time. After making this entry save it by clicking the save icon at the top of the
screen.

Once all the changes to the PCRs and schema detailed above are done, it’s time to
process the recorded time of the employee. It is done by going to the time evaluation
program using transaction code PT60 (Figures 5 and 6).

The attendances detailed in Figure 2 are recorded in infotype 2002 for personnel
number 650000. This is accessed using transaction PA30 from the home screen as
shown in Figure 36.
Figure 36

Recorded clock times for the employee Bob Harris for the week 24th to 30th
April 2017

We therefore run time evaluation for the period 24th Apr 2017 to 30 Apr 2017 so that
all these records are processed by the program (Figure 37).

Figure 37
Execute time evaluation using custom schema ZM04

Enter the Personnel number (650000) of the employee, the Evaluation schema as
ZM04, the Forced recalculation as of date as 24.04.2017, and the Evaluation up to
date as 30.04.2017. Select the Display log check box. Entering these values instructs
the program to process the time for personnel number 650000 from 24th Apr 2017 to
30th Apr 2017 using schema ZM04.

Click the execute icon and you see the time-evaluation results in a log as shown in
Figure 38.

Figure 38

The time-evaluation results log for personnel number 00650000

This log is shown only when the Display log check box is selected in Figure 37.
The time wage types generated can be viewed by double-clicking table ZL (Figure
39).

Figure 39

Double-click table ZL to see the time evaluation results’ log

This action opens the related output (Figure 40).

Figure 40

Time wage types generated by time evaluation