HCM - ESS&MSS-Time Management

Workshop Presentation - Time Recording and
Maintenance, CATS, Time Entry Overview, Labor

Cost Allocations
January 24, 2012
Department of Finance and Administration

Office of the Mississippi Management and Reporting System
1/25/2012
AGENDA
1.
2.
3.
4.
5.
6.
7.
Workshop Ground Rules

Workshop Guiding Principles
Workshop Objectives
Workshop Agenda in Detail
Workshop Roles
Workshop Content
Workshop Wrap-up
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Workshop Ground Rules

All participants should be familiar with the requirements and the
topics to be covered;
The workshop scribe is responsible for documenting the parking lot
issues and follow up questions;
The workshop facilitators are responsible for keeping the discussion
centered on the topic being discussed. If an issue is determined

that cannot be resolved during the workshop, the facilitator will
note the issue for future resolution and enter it into the workshop
output document; and
Parking of discussion item if the required knowledge is not in the
room.
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Workshop Guiding Principles

Workshop
Demonstrate how requirements are met
using Standard SAP functionality
Utilize standard SAP functionality (80/20

rule)
Avoid the what wont work mindset
Essential to dos:
Review Business Process Model

Update/Create process Flow
Diagrams
WS Output Documents
Identify RICEFW Objects
Solution Manager:
Create Business Blueprint
documents
Identify Issues and Risks
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Participant
Be attentive and open minded
Explore questions and answers
Encourage input from other participants
Refrain from absolutes and mandates
Focus on current issue being discussed
Avoid war stories
Manage cell phone, pagers &

interruptions
Keep the conversations to one at a time
Workshop Objectives
Gain understanding of the SAP Time
Management business processes
Get familiar with Cross Application Time Sheet (CATS)
Understand SAP interface with external time
collection systems
Finalize SoMS Time Management process flow
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Workshop Agenda
Team
HCM Time Management
Date
Dec 12, 2011
Topics
SAP Basics a system overview

Time Management overview
Business process External Time Collection
Business process Recording Time and Labor Data
Business process Manage Time and Attendance
Deliverables
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Blueprint Workshop - Roles

SAP Facilitator
Brahma Sharma / John Macy
Customer Facilitator
Susan Wadsworth
Scribe
Christian Thomas
Time Keeper
Leisa Wood
Subject Matter
Experts
Other Attendants
A successful workshop is the result of interaction and participation!

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Workshop Agenda
Team
HCM Time Management
Date
Dec 12, 2011

Topics

Deliverables
1/25/2012
SAP System Overview (1)

Master-data
employees
name, address,
bank etc
Data Tables
Attendance &
absence types,
wage types etc
FI/CO Programs
HCM Programs
Etc.
On-line
reports
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Paychecks & other

hard copy
documents/reports
9
SAP System Overview (2)

Data
Tables
Interface
file
On-line
reports
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Masterdata
FI/CO Programs
HCM Programs
Etc.
Interface
file
Paychecks & other

hard copy
documents/reports
10
Workshop Agenda
Team
HCM Time Management
Date
Dec 12, 2011

Topics

Deliverables
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Time Management Components

Employee Master
Data
Configuration
Tables
Work Schedule
Actual Times
from CATS or
Kronos etc.
Time Evaluation
Time Accounts
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Time Wage
Types
Payroll
Messages
12
Time Management Business Processes

Business process - set of interrelated steps that are
executed by the business to accomplish a task
Time management business processes
External Time Collection
Recording Time and Labor Data
Managing Employee Time and Attendance
Managing Leave and Accruals
Managing Leave Donation
Managing FMLA
(Note: This workshop will focus on business processes External Time Collection, Recording Time
and Labor Data, and, Managing Employee Time and Attendance)
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13
Workshop Agenda
Team
HCM Time Management
Date
Dec 12, 2011
Topics

Business process External Time

Collection

Business process Manage Time and AttendanceTime entry
Deliverables
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Actual Times - SAP/External Time Collection Interface
SAP
SAP Master Data
CATS
Specified
interval
Employee
Clocks in/out
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Specified
interval
External Clock System
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Employee Clocks in/Valid employee check (refer to process flow 1.0)

When employee clocks in, the external system checks if the employee is valid
by looking up the downloaded master data record from SAP. The standard
downloaded file contains these fields:
1/25/2012
Time Recording ID Number

Start Date
End Date
Personnel Number
Formatted Name of Employee or Applicant
Personnel subarea grouping for absence/attendance types
Grouping for Connection to Subsystem
Employee subgroup grouping for work schedules
Access Control Group
Personal Code
Grouping of Attendance/Absence Reasons
Cost Center
Customer-Specific Field
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Upload evaluated time to CATS (refer to process flow 2.0)

A custom program will upload the file(s) (SPAHRS Payroll Report Time File)
containing evaluated data out of the external systems to CATS. The format of
the existing SPAHRS file will not change.
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Time Administrator Reviews Time Entries (refer to process flow 3.0)
Use transaction CAT3 to display time sheets
Access only to employees responsible for per

structural authorization
Questions:
Do managers also review and approve time entries?
Do time administrators approve time sheets?
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Time Administrator makes corrections (refer to process flow 4.0)
Use transaction code CAT2 to make corrections
Audit trail maintained original record flagged as cancelled and new

record created
All records have date/time stamp and the creators userids (creators
could be persons e.g. time administrators or processes e.g. upload
program ID)
Questions:
Any documentation required for corrections?
Do administrators enter absences?
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Workshop Agenda
Team
HCM Time Management
Date
Dec 12, 2011
Topics

Business process Recording Time

and Labor Data
Business process Manage Time and AttendanceTime entry
Deliverables
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CATS: Recording Time and Labor Data
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Time Administrator Enters Time Sheet in CATS (refer to process flow 1.0)
Use transaction code CAT2

Authorization to access org unit
Select profile to override default
Enter/override date
Enter single employee or default of all employees responsible for
Defaulted data in time sheet
Templates
Worklists
Validation upon data save
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Time Administrator Corrects Time Sheet in CATS (refer to process flow 3.0)
Use transaction code CAT3 for display only

Use transaction code CAT2 to make corrections
If record changed, original record placed in Cancelled
status and new record created
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Transfer Time Sheet Data to Target Components
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Transfer Time Sheet Data to Target Components

Batch transfer specified time
Manual transfer on demand
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ESS/MSS: Recording Time and Labor Data
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Enters Time Sheet in ESS (refer to process flow 1.0)
Employee access to portal

ESS to CATS relationship
Default CATS profile
ESS views daily, weekly
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Release time sheet for approval CATS (refer to process flow 2.0)
Time sheet is locked and can only be updated

by the employee
When released, manager can approve and
transfer to applicable modules can be done
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Reviews Time Sheet in MSS (refer to process flow 3.0)

Manager access to portal
Authorization to access employees responsible for
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Enter Absences or Corrections if Necessary (refer to process flow 4.0)

Manager accesses employees time sheet via MSS
Manager makes correction(s)
Question: Ability to flag and notify the employee of reviewer

changes on the timesheet is this going to result in too many
emails?
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5.0 Approves Time Sheet in MSS

Perform approval process
Time sheet ready for transfer
Question: Ability for flexible workflow for review and approval of timesheets
and expenses including multiple levels of routing and approvals how
many levels?
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Workshop Agenda
Team
HCM Time Management
Date
Dec 12, 2011
Topics

Business process Manage Time and

Attendance
Deliverables
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Manage Time and Attendance
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Time Evaluation (refer to process flow 1.0)
Select employees and evaluation period

Get data from time infotypes (2001,2002,0007)
Check data for errors
Classify times overtime, shift premium etc
Attach times to wage types for payroll
Manage time accounts
Update results tables
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Validate Time Evaluation Results (refer to process flow 2.0)

Time Evaluation Messages: Analysis
Time Cumulated Time Evaluation Results: Time
Balances/Wage Types
Time statement
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Time Evaluation Messages: Analysis
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"The above screen print is in DRAFT mode and may or may not be how the final
screen will be viewed in production."
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Report: Time Cumulated Time Evaluation Results: Time

Balances/Wage Types
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Time Statement (1)
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Time Statement (2)
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Time Statement (3)
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Questions
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SAP HCM Terminology

Infotype A collection related fields displayed together on a screen, such
as address and salary information.
Personnel Administration (PA) - Personnel Administration refers to the
master data relative to an employee. Within SAP, employee master
data is stored in infotypes.
Organization Management (OM) - The module within SAP that stores and
relates Organizational Units, Jobs and Positions.
Personnel Area (PA) - The highest level in the Master Data Administrative
Hierarchy. Each Personnel Area will be tied to a financial accounting
company code.
Personnel Sub-area (PA) - Subdivisions of Personnel Areas.
Employee Group (EG) - An employee group is the highest level of
categorization of people in the organization and provides the
definition of their relationship to the company. Examples are regular
full-time and temporary company paid.
Employee Subgroup (ESG) - An employee subgroup is a further
breakdown within an employee group. Examples are executive and
professional.
Mini-master Subset of HR data
Position one-to-one relationship to an employee and inherits

attributes from a job
Job describes the attributes and characteristics of a group of similar
positions
ESS Employee self-service
MSS Manager self-service
CATS Cross Application Timesheets / desktop time reporting
ERP Enterprise Resource Planning
SAP R/3 ERP software
SAP BW the SAP Business Information Warehouse
Wage Types earnings and deduction codes
Personnel Action collection of related screens, such as a new
hire action
ABAP - Advanced Business Application Programming
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Thank you!
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MAGIC Project
WORKSHOP MINUTES/HCM_ESS_09 & HCM_MSS_04 ESS
Timesheet and Manager Approval of Submitted Time
January 24th, 2012
PROJECT IDENTIFICATION
Project Name
CPI/Project Number
MAGIC
Project Type
(CBI, Implementation, CSS, Upgrade, Internal, other)
Implementation
Customer Name
Customer Number
State of Mississippi
600260
Planned Start/Finish
SAP Customer Partner
Project Sponsor
Program Manager
SAP Project Director
Customer Project Director
Partner Project Manager
Bill Bevil
Becky Thompson
GENERAL INFORMATION
Workshop Title
Workshop Facilitators
Process Owner
Scribe
ATTENDEES
Name (including Role/Organization)
Linda Whitley
James Hart
Willie Fortner
Janice Simmons
Natalie Holmes
Susan Wadsworth
Patricia Bryant
Richard Smith
HCM_ESS_09 and HCM_MSS_04 Employee Time and Leave via ESS and
Managers Approval of that Time via MSS Demo of Process
Susan Wadsworth, Brahma Sharma, John Macy
Diane Langham
Leisa Wood
Susie Smith
Jennifer Easley
Renee Roberts
Alison Brown
Alicia Harris
Sandra Hendrix
Carol Allgood
John Macy
brahma Sharma
Leisa Wood
Johnny May
Cynthia Franklin
Latonya Moore
Tim Gernhardt
Jean-Loup Schyns
Aleisha Caldwell
Long Vu
SUMMARY OF THE MEETING
REFERENCE DOCUMENTS
FOR DETAILS REFER TO THE FOLLOWING
BUSINESS PROCESS DESIGN DOCUMENT
Demo of ESS Timesheet, MSS Approving of Timesheet, ESS Leave

Request and Backend ECC CAT2
Explanation of the concept of CATS Profile including the ESS version; Daily
and Weekly views of the ESS timesheet exist; Data entry profiles are
configurable; a data entry profile does control whether a timesheet needs
approval or not; there can be multiple profiles for an agency but best to limit
the number to as few as possible for long term maintenance manageability
Walkthrough of the Business Process Flow of Time Entry and its Approval;
Reviewing and Approving time in MSS will begin by saving the time entered
by the employee; Manager and Time Administrators reviews and Approves
see J.Macys process for Approvals this means bypassing the standard
approach for approving time and copying the standard delivered workflow
and manipulating the status for approval within it; the definition of a
Manager will be documented in a Key Decision Document; much discussion
over holding Managers accountability for the time that gets entered; Time
Administrators will enforce that approval and review the time that gets
approved for accuracy using a transaction in ECC
Time transfers and data validation error messages; can control data entry
validations by personnel area/agency; can drive validations down to a lower
level if required; What happens if errors occur during Time Evaluation for
time data which is transferred to other systems, such as Projects and Cost
Accounting? This infers the need to develop more detailed data entry
validations using CATS and ESS Timesheet
Discussions regarding corrections to time sheets and how far back to allow
time entry in ESS into the past
There is some concern over pushing out ESS to certain agencies (DPS) as
there is a real need for oversight to ensure Time is entered to be evaluated
correctly example of Troopers was given.
Leave requests and Leave Overview; needs to be defined as to what
columns of data to include in the Overview; how will the multiple payroll
cycles within an agency (if they apply) affect the daily running of Time
Evaluation (at 2am)?
Branding of the Portal and Portal standards has been discussed with James
and Cille, no decision yet as to whether or not MS Interactive will do
branding for MAGIC.
Further explanation of pushing out pre-populated time entry records for
ESS employees for easier recording of exceptions this is a custom
program
RICEFW gap for Managers Approval of

Timesheets
DECISIONS ANSWERED
REFERENCE DOCUMENTS
FOR DETAILS REFER TO THE FOLLOWING
KEY DECISION DOCUMENT
Remove the reference to clock in/out service as it is not in scope (ABAP).
Requirements Traceability Matrix or

DD2 document
RICEFW gap if leave request is made, cause a hard error if there is a

collision of existing time already entered which is in conflict with the request;
Need to be able to go back a rolling 14 months for time correction if
required; HR may required to go back further if there is a situation which
warrants it (litigation or contention) and a work around process will have to
be developed to handle these situations.
Only allow 4 weeks (not delayed payroll cycles) for ESS profile to correct
their time sheet; 2 weeks for semi-delayed employees using ESS
ID
A1
A2
A3
A4
ID
1.
2.
3.
ACTION/PARKING LOT ITEM

Will the State require a link in ESS for an employee who records
their time in a non-SAP/MAGIC time system such as KRONOS
Definition and quantity of the number of ESS and MSS roles are
required once KDD is written and approved
Layout and Definition of the Time Statement Form in Realization
Ask agencies that have external time systems if they would like a
link on ESS that takes them to their external system (would only
apply to those that have online web applications)
Reference the Cost

Allocations/Reallocations corrections
gap/functional specification
OWNER
S.Wadsworth
DUE DATE
2/3/2012
S.Wadsworth/J.Macy
2/3/2012
B.Sharma
S.Wadsworth
02/01/2012
OCM ITEMS
How will SoMS identify individuals to use ESS for time entry?
How does the state plan to identify the various profiles for what an employee sees on ESS/CATS?
Definition of who a manager is in the SoMS and what actions they will initiate or perform within SAP.

HCM - ESS&MSS-Time Management

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Workshop Presentation - Time Recording and

Maintenance, CATS, Time Entry Overview, Labor

January 24, 2012

Department of Finance and Administration

Workshop Ground Rules

Workshop Ground Rules

The workshop scribe is responsible for documenting the parking lot

issues and follow up questions;

The workshop facilitators are responsible for keeping the discussion

centered on the topic being discussed. If an issue is determined

Parking of discussion item if the required knowledge is not in the

Workshop Guiding Principles

Utilize standard SAP functionality (80/20

Avoid the what wont work mindset

Review Business Process Model

Be attentive and open minded

Explore questions and answers

Encourage input from other participants

Refrain from absolutes and mandates

Focus on current issue being discussed

Avoid war stories

Manage cell phone, pagers &

Keep the conversations to one at a time

HCM Time Management

Dec 12, 2011

SAP Basics a system overview

Blueprint Workshop - Roles

Brahma Sharma / John Macy

A successful workshop is the result of interaction and participation!

HCM Time Management

Dec 12, 2011

SAP Basics a system overview

Time Management overview

SAP System Overview (1)

Paychecks & other

SAP System Overview (2)

Paychecks & other

HCM Time Management

Dec 12, 2011

SAP Basics a system overview

Time Management overview

Business process External Time Collection

Time Management Components

Time Management Business Processes

HCM Time Management

Dec 12, 2011

SAP Basics a system overview

Business process External Time

Business process Recording Time and Labor Data

External Time Collection

External Time Collection

External Time Collection

External Time Collection

External Time Collection

External Time Collection

Actual Times - SAP/External Time Collection Interface

External Clock System

External Time Collection

Employee Clocks in/Valid employee check (refer to process flow 1.0)

Time Recording ID Number

External Time Collection

Upload evaluated time to CATS (refer to process flow 2.0)

External Time Collection