Time Administration configuration full

1© Copyright IBM Corporation 2008

Module ObjectivesTime Administration

* Module Objectives

Labor Claiming Basics

Execute CATS time sheet for Labor Claiming

Adjusting Labor

Mass Upload

SAP Directory Access Read

Display Project Builder

Display BH Mini-Master Data

Display Working Times

Submit BH Mini-Master Request Forms

Module Review

Note: The topic preceded by an asterisk (*) and highlighted is the current topic of discussion.


At the end of this module, you will be able to:

– Describe the detailed processes involved in the Time Administration role

– Claim labor on behalf of employee/sub-contractor

– Use the “Reason Code” when adjusting labor for T&M Contracts

– Use the Mass Upload function to add labor records to the CATS database

– View employee/sub-contractor data related to Time Administration role

– Submit the Mini-Master Request form

– Submit the Sub-K Expense Form

– Resolve issues relating to labor claims and the charged WBS element , the labor costing data, employee’s master data, and subcontractor’s purchase order assignments

Module Objectives



Module Objectives

* Labor Claiming Basics


Adjusting Labor

Mass Upload





Module Review



Introduction to Time Administration

A Time Administrator is any IBM employee authorized with a valid business justification to claim time for others. This is an add on role and may be assigned to an employee's BluePages Manager or Project Manager or an authorized supporting function like Order Desk or RDM.

Time Administration involves the following activities:

– Entering labor claims for individual Emp/SubKs

– Performing Mass Uploads to enter labor claiming data for multiple employees/sub-contractors

– Submitting the Mini-Master Request form

– Submitting Sub-K Expense Form

– Providing guidance major transition and MTP issues like backward/retroactive claiming into period prior to MTP and for cross border/cross country claiming


Basic Concepts of Time Administration

With the implementation of Blue Harmony, the way labor is claimed will change. Certain old terms related to labor claiming will change and new terms will come into use

Important new labor claiming terms for Time Administrators include :

– Work Breakdown Structure (WBS)

– Task Level

– Activity type

– Bill code

– Purchase order and Purchase line item


Labor Claiming Basics - WBS/Task Type

A WBS displays the activities to be performed in a project in a hierarchical manner. It forms the basis for organization and coordination in the project

A WBS consists of WBS elements. WBS elements represent activities within the work breakdown structure. WBS element is associated with a unique Task Type

Task Levels are similar to ILC Activity codes. They identify the type of work that was performed and provide a method to track cost, billing, utilization and productivity

Task Levels do not drive costing or billing rates. They roll up to Task Types

Just like Activity Codes in ILC, Task Levels are used to determine whether hours are billable or non-billable

13© Copyright IBM Corporation 2008April 27, 2023 13

WBS elements and Task Types/Level - Example

WBS (defined for each project)

Employee’s Timesheet

Task Types & Codes (standard master data)

WBS Description Task Type

C.12345.001

Pfizer Accts Payable

MBPS-AP

C.12345.002

Pfizer Web Develop

MBPS-HR

Task Type

Task Level

Description

MBPS-AP

(FAAP)

Q30124 Vendor Master Set Up

Q40105 Invoice ProcessingQ40103 Check & Wire

Request

WBS Task Level Mon Tue

C.12345.001 Q30124 4.0 4.0C.12345.001 Q40105 4.0C.12345.002 QH0H15 4.0… … … …

Each WBS element is assigned to a single

“Task Type”.

Each Task Type has multiple Task Levels

When entering data, an employee selects a WBS

element and then selects a Task Level under that

element.


Labor Claiming Basics - Activity Type (1 of 1)

Activity Types are used to specify whether the end user, is an employee or a sub-contractor. They are also used to designate the following:

– Regular time

– Overtime (some countries may not have this)

– Shifts 1, 2, or 3

– Standby

Available Activity Types are based on the Emp/SubK’s cost center

They will be different for employees and sub-contractors, for e.g.:

– Employee Activity Types: SERG, SEOT

– Sub-K Activity Types: SCRG, SCOT


Labor Claiming Basics - Bill Codes (1 of 2)

A Bill Code is required if the Commercial WBS element represents a Time & Materials Contract i.e., if the customer is invoiced based on hours multiplied by billing rate.

WBS elements with multiple billing rates will have multiple Bill Codes

The user will select the correct Bill Code based on the description of the Bill Code or as advised by the PM


Labor Claiming Basics - Bill Codes (2 of 2)

Each Bill Code is associated with a Service Activity Material. The Service Activity Material determines the tax rate for the work that was performed (primarily in US and Canada)

Therefore, when users select a Bill Code, they are selecting both a billing rate and a tax rate


Labor Claiming Basics – PO and PO Line Item (1 of 2)

Each sub-contractor has one or more Purchase Orders (POs) and for each PO there is one or more line items

POs are used to request a particular service. PO Line Item is the line on the PO that details the work that is to be performed


Labor Claiming Basics – PO and PO Line Item (2 of 2)

The Activity Type is selected by default when the Purchase Order and Purchase Line Item are specified

The PO, Line Item and Activity Type are available in a custom table for each contractor


Primary Responsibilities and Transaction Codes

This table shows the transaction codes that Time Administrators will use to fulfill their primary responsibilities and it also describes the purpose of each transaction.

Activity and Transaction Code

Purpose

Execute CATS time sheet for Labor Claiming (CAT2)

To claim labor for individual Emp/SubKs and to make modifications to the time sheet as required

Mass Upload (ZYOTCMASSUPLOAD)

To use an excel template that contains labor claiming data of multiple employees and upload it to the CATS database

Display CATS time sheet (CAT3)

To view data that was entered using the time sheet for individual employees or to find specific data records

Mini-Master Request Form (ZYOTC_MINIMASTERREQ)

To access Mini-Master Request Form to initiate requests to “Enable/Disable/Update” Mini-Master Data attributes of an Emp/SubK


Additional Activities and Transaction Codes

Activity and Transaction Code

Purpose

Display Mini-Master Data (PA20)

To display information about an employee such as:

Costing Elements (Min/Max hours, Utilization Indicator..etc.)

Statistic Data (Can Claim, Must Claim, Direct/Indirect Indicator)

Timesheet defaults (Cost Center information)

Display information on a sub-contractor including Purchase order, Purchase line item and Activity Type

Project Builder (CJ20N)

To display information about a project’s attributes

Check the WBS Start / End Date, Priority, WBS Sub-Levels

Find the Task Type, associated with the WBS

Identify the “Person Responsible” for the WBS

This table shows the transaction codes that Time Administrators will use to access data they will need during labor claiming. It also describes the purpose of each transaction.



Module Objectives


* Execute CATS time sheet for Labor Claiming

Adjusting Labor

Mass Upload





Module Review



Claiming Labor for Individuals - CAT2 (1 of 6)

A Time Administrator claims labor on behalf of one or more employees or sub-contractors

All labor claiming is done through the CATS time sheet

The trigger for claiming labor for individual Emp/SubKs (employees and sub-contractors) may be any of the following:

– The Emp/SubK has explicitly requested the Time Administrator to claim labor on his/her behalf for various reasons such as vacation, inability to log due to technical reasons, etc.

– There is a risk of delinquency in logging time because an employee has not claimed labor or has done so inaccurately

– a local business decision. For example: to perform CfO for SubKs

Labor that is claimed on behalf of an individual may be productive or non-productive. Productive time flows to the appropriate WBS element and non-productive time does not flow to costing.


Claiming Labor For Individuals (2 of 6)1. There are two ways Time Administrators can access the CATS

Timesheet: Through the On Demand Workplace (ODW) portal:

Through the Blue Harmony SAP ECC GUI:

a. Run the transaction code CAT2

a. Sign in using the intranet ID and passwordb. Select the Work tabc. Click Your Work List link – This opens a new tabd. Click on “CATS Time Administrator” Tab.



2. On the Time Sheet: Initial Screen, the fields to be filled are:

• Data Entry Profile: Enter or Choose the CATS Administrator profile BH-ADMIN

• Key date: Enter the weekending date of the labor you're going to claim

• Personnel Number: This is a BH SAP Unique number, not to be confused with IBM Serial Number. When a record for a Emp/SubK is created in SAP, the Personnel Number is assigned to that record



3. On the Time Sheet: Data Entry View Time Administrators enter all the details required for labor claiming. The fields in which data should be entered are highlighted

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2 3 986 74 5 10



4. Check that all the key data fields are appropriately entered, highlight/select the row and click More & select “Check Entries”

5. If you receive a No errors found message, then the data is all set to be released. Click “Release View” button.



6. Then click on More and select “Release”.

7. “1 Item is Released” message appears.


SAP ECC – CATS Timesheet Interface (1 of 2)

The steps covered so far showed how to claim labor in the ODW portal. The CATS Timesheet interface has a few minor differences from the ODW portal interface, however the process of claiming labor remains same. Here is a description of the SAP ECC CATS interface

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3 4 5 6 7 8 9 10 11

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SAP ECC – CATS Timesheet Interface ( 2 of 2)

This is the Release view. All the data fields are entered for a SubK and Time &Material WBS.

1 2


CAT2 - Demonstration

Demonstration

Demonstrate how to claim labor for a Emp/SubK using SAP ECC GUI

Conduct the demonstration

For this demonstration:

– Use the Exercise Data Sheet for the necessary data

– Use the Quick Reference Card for the transaction navigation.

Perform this activity in the Blue Harmony SAP Training Environment. The logon ID and client will be specified


Exercise

Claim labor on behalf of :

– An employee

– A contractor

For this exercise


– Use the Quick Reference Card for the transaction navigation


CAT2 - Exercise


Claiming Labor for Individuals - Error Handling (1 of 3)

This table shows errors that Time Administrators may encounter when claiming labor, their causes and means to prevent and resolve them

Type of error Cause of error Preventing/Resolving the error

No Task Type found in WBS Entering the wrong Task Type

Add the correct task type or the WBS or check with PM/Delivery manager for the right Task Type

Invalid task type XXXX found on WBS

Entering the wrong Task Type

Add the correct task type or the WBS or check with PM/Delivery manager for the right Task Type

Non productive Task Type XXXX found on chargeable WBS

Entering the wrong Task Type

Contact the PM to get the correct/productive task type

Note: The exact error messages may be worded slightly differently from the ones mentioned in the table





Inactive WBS Status The WBS may be inactive Contact the PM/Finance to check, if it needs to be made active for labor claiming

Validity Dates not Found This happens, when the dates for which labor is being claimed fall outside the range of WBS active period

Ensure that the labor claiming dates have been filled correctly

Subcontractor not allowed to use ‘Time away Task Levels”.

In certain situations, Sub-Contractor can choose only specific types of Task level, typically defined at a Country level

Update the Task Level by working with the PM






Productive Labor Claim cannot be Released for Future Periods

Emp/SubKs cannot submit productive labor claim for future weekending dates

No resolution required. Productive Labor should be claimed for current week only.

Employee <pernr> on <work date> is not authorized labor claiming update

The employee is not authorized to claim labor

Check with the PM/MM Admin to update the CAN CLAIM status of the employee or the “date range” of CAN CLAIM status.

No active Bill Codes were found for WBS xxxx

The Bill Code for that T&M contract may not be active

Work with the PM/Finance team to update the Bill Code




Module Objectives



* Adjusting Labor

Mass Upload





Module Review



Adjusting Labor

Trigger: After labor has been claimed on behalf of an Emp/SubK, the Time Administrator may need to correct the labor claimed for various reasons. For example, if labor was claimed in advance (current week for productive labor), but later in the week the Emp/SubK goes on unexpected sick leave.

In such cases, the Time Administrator will use CATS to adjust the incorrect labor. For T&M contracts/ WBS Elements, the Time Administrator will need to provide a Reason Code when adjusting labor.

The Reason Code specifies the reason for changing the labor claimed. Unless this code is provided, the adjustment will not be accepted and will throw up an error – in case of T&M Contracts/ WBS Elements. If Reason Code is used when adjusting labor for non-T&M Contracts/WBS Elements – we will get an error message and won’t be able to submit labor until the Reason Code is removed.

The Reason Code is available in the time sheet with self –explanatory descriptions

The output of this transaction is modified labor claims transferred to the appropriate WBS element.


Adjusting Labor - CAT2 (1 of 8)

1. On the Time Sheet: Initial Screen, the fields to be filled are:

• Data Entry Profile: Enter or Choose the CATS Administrator profile BH-DAILY

• Key date: Enter the weekending date of the labor for which you are going to make modifications

• Personnel Number: This is a BH SAP Unique number, not to be confused with IBM Serial Number. When a record for a Emp/SubK is created in SAP, the Personnel Number is assigned to that record


Adjusting Labor - CAT2 (2 of 8)2. On the Time Sheet: Data Entry View screen, the current hours “2” are already

submitted. We will change it to “3” and try to re-submit it.


Adjusting Labor – CAT2 ( 3 of 8)

3. The following screen shows the “Error Message” – when “Check Entries” is done without “Reason Code” for T&M WBS Element.


Adjusting Labor – CAT2 (4 of 8)

4. Click Advanced Search button in “Reason Code” field and you will see pop up window with options. In this e.g. we choose “301” as we are increasing hours from “2” to “3”.


Adjusting Labor- CAT2 (5 of 8)

5. Once the “Reason Code” is chosen – we do “Check Entries” to ensure there are no errors. The message “ No errors were found” appears at the bottom of the screen. Now the labor is ready to be released/submitted.


Adjusting Labor –CAT2 (6 of 8)

6. The updated row with new labor hours is then successfully released/submitted



Demonstration

Demonstrate how to adjust labor claims using ODW or SAP ECC







Exercise

Adjust labor for an employee

For this exercise







Module Objectives



Adjusting Labor

* Mass Upload





Module Review



Mass Upload

Blue Harmony implementation will allow Time Administrators to perform a Mass Upload of time entry records into CATS

The Mass Upload function enables Time Administrators to enter the labor claims for several employees/sub-contractors at the same time using a spreadsheet

The Mass Upload must use a pre-defined spreadsheet template, to ensure accurate processing of labor into the CATS


Mass Upload – Detailed Process

Collect labor Claims

Tim

e A

dmin

istr

ator

Correct errors (if any)

Save and submit

Populate the mass upload spreadsheet

template

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6

PerformUpload

(ZYOTCMASSUPLOAD)

Inbound time Data validation

SAP

ECC

2

3

4

CATSDatabase

Labor data

START

END

5


Mass Upload - Prerequisites

All Emp/SubKs in the Mass Upload Excel file should have "CAN CLAIM FLAG" turned to "YES" for the dates/period concerned

The WBS used should have the right priority assigned for those employees/subcontractors to be able to Claim against them


Filling the Mass Upload Template

The template used for Mass Uploads is shown here.


Mass Upload - ZYOTCMASSUPLOAD (1 of 3)

1. Run the transaction code ZYOTCMASSUPLOAD from the SAP Easy Access screen

2. On the screen “Mass Upload of Time Data into CATS”, select Presentation Server

3. Specify the path of the Mass Upload template spreadsheet

4. Select Test without update, if you wish the file to be checked for errors before upload

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4


Mass Upload - ZYOTCMASSUPLOAD (2 of 3)

The Mass Upload goes through a validation and checks the following items with each upload:

– Work date must be valid Date format

– Hours field must be numeric

– All mandatory fields in the spreadsheet must be filled in

– There must be no line in the middle of the spreadsheet with zero hours

– The field lengths have not been exceeded in all fields


Mass Upload – ZYOTCMASSUPLOAD (3 of 3)

If the spreadsheet passed validation successfully, there will be a notification saying the mail was sent successfully

Click Continue. Another notification will be displayed saying a mail giving details of Mass Upload has been sent to the Lotus Notes ID of the Time Administrator


Mass Upload through Portal

The Mass Upload Spreadsheet template can also be uploaded through the On Demand Workplace (ODW)

1. Log in to the ODW Portal

2. In the CATS Time Administrator tab, click on the Mass Upload link

3. Browse for the appropriate file

4. Click the File Check button to run the file through error validations. If no errors are found, you will get a message saying Selected Excel file is in Correct Format

5. Click the Submit Timesheet button. You will see a message saying Your Time Sheet is uploaded Successfully


Mass Upload – Error Handling

The Time Administrator will be able to review the status (success/fail) of each submitted record as well as error descriptions for each failed record

Time records that fail the data validations will be rejected and must be resubmitted or entered directly into the CATS time sheet. The uploaded time sheet records can be corrected in the CATS time sheet application if needed

When an email notification of successful Mass Upload transaction is not received, the Time Administrator uses the SAP Directory Access transaction, AL11 to check if the Mass Upload excel sheet made it to the SAP Directory.


Mass Upload – Sample Email1. Following is the sample Mass Upload Excel Sheet with 3 records. The third

record has in-correct WBS Element value.

2. After the Mass-Upload, the Time Admin receives the following information in an email.


Mass Upload – Demonstration

Demonstration

Demonstrate how to perform Mass Upload of labor data using the SAP ECC and the ODW Portal







Exercise

Practice how to perform Mass Upload of labor data including:

– Filling up the excel sheet

– Uploading the excel sheet

– Correcting errors

For this exercise:




Mass Upload – Exercise


SAP Directory Access - AL11 (1 of 4)

SAP Directory Access is used in conjunction with Mass Upload function

Typically, the Time Administrator checks the SAP Dir Access, if there is an error in Mass Upload execution, where the file has not been successfully uploaded

When an email notification of successful Mass Upload transaction is not received, the Time Administrator uses the SAP Dir Access

The SAP directory access allows Time Administrators to verify if the Mass Upload file (.xls) made it to the Interface Directory. If we don't see the file name in the Interface Directory it means that the file uploaded through the Mass Upload process did not make to the right directory



1. From the SAP Easy Access screen, run the AL11 transaction

2. The SAP-Directories ( ZCE sapzcea1) screen appear

3. Click/Select the ZINTERFACE Directory Parameter and then click the Refresh button

4. The Directory : /interface/ZCE screen appears

5. Select the row named CATS and then click the Display button

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6. The Directory : /interface/ZCE/CATS screen appears. On this screen, look for the Mass Upload file by its date. If the file does not show up on the list here after you have performed the Mass Upload transaction, there might be a technical issue and you should contact Blue Harmony Tech Support

7. Exit the screen

6


Exercise

Perform a mass upload and locate the spreadsheet in the interface directory using the AL11 transaction

For this exercise



Perform this activity in the Blue Harmony SAP Training Environment. The logon ID and client will be specified.



SAP Directory Access – Demonstration

Demonstration

Demonstrate how to verify if the Mass Upload Excel sheet is in the SAP Interface Directory








Module Objectives



Adjusting Labor

Mass Upload

* Display Project Builder




Module Review



CJ20N – Display Project Builder - Intro

1. Time Admin typically uses CJ20N T-code to display information about a project’s attributes such as:

– Check the WBS Start / End Date

– View the Priority Assigned to the WBS,

– Find if there are any WBS Sub-Levels (Level 3 / Level 4 / Level 5)

– Find the Task Type, associated with the WBS

– Identify the “Person Responsible” for the WBS

2. The above listed information regarding WBS, will aid Time Admin in identifying potential reasons for any errors seen during “Claim for Others” or to simply to get more info regarding a WBS for which he/she is asked to claim labor against.


CJ20N – Display Project Builder (1 of 6)

Run the transaction code CJ20N in SAP ECC Easy Access Screen.

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CJ20N – Display Project Builder (2 of 6) Project Builder for C.118J5.001 appears. By default the “Basic Data” tab

will be open. Following are the key information of value to Time Admin

1. Type of Project (Custom , R&D , Misc etc)

2. Priority Assignment

3. Person Responsible



This screenshot is of the “Dates” tab.

– The start and end date of the WBS will be available.

– Labor cannot be claimed outside of this date range.



This screenshot is of “Assignments” tab.

– Company Code

– Functional Area

– Currency



This screenshot is of “User Fields” tab.

– Provides info on “Task Type” associated with this WBS.



This screenshot shows sub-levels for WBS C.118J5.001 as well as the Project Builder information for Level 5 WBS (C.118J5.001.001.001.001)

– There are 5 Levels of WBS

– For each WBS Level, information can be obtained as shown in earlier slides.

Clicking the Twisty will open a next WBS Level


CJ20N Project Builder – Demonstration

Demonstration

Demonstrate how to access & navigate the Project Builder








Module Objectives



Adjusting Labor

Mass Upload



* Display BH Mini-Master Data



Module Review



Global Infotypes Used in BlueHarmony HR MiniMaster

Infotype Title Brief Description

0000 Personnel Actions Documents an event that occurs for a person during the tenure with the company, e.g. employee hire, transfer etc

0001 Organizational Assignment Assignment of employee to the enterprise (e.g. company), corporate (personnel area, subarea), personnel (e.g. employee group & type, payroll type), & organizational (e.g. position) structures

0002 Personal Data Contains the employees personal details e.g. name, date & place of birth, marital status

0006 Address Will store the person’s work location which is required by CRM (Release 1.0)

0007 Planned Working TimeAssign the employee's work and time related information (e.g. work schedule rule for number of hours an employee works per day, week, month & year; part-time employee indicator). This record is used in components of Time Management (e.g. time evaluation

0016 Contract Elements Records the persons contract type, e.g.. Regular, etc.

0032 Internal Data Work Location, Building Code, Campus Code

0033 Statistics Can Claim, Must Claim, Direct/indirect indicators / flags, PORD (Purchase Order Requirement)

0105 Communication Store the employees’ communication IDs (e.g. system user name, e-mail ID, internet ID)

0185 Personal IDs Record information about various identification documents of an employee (e.g. CNUM, ...)

0315 Time Sheet Defaults Will contain the Cost center information.

9000 Costing elementsUsed to capture cost elements for processing Labor Claiming (Recovery Label, Min/Max Hours, Utilization Indicator, Space Burden, Tech Burden, Living Burden, Premium Skill Adder, Language Proficiency Adder, SubK Override Rate), Sub K PO & PO Line Item Information


PA20 – Display Mini-Master Data


PA20 – IT0033 – Must Claim FlagThe screenshot below shows the information contained in the IT033 infotype (Can Claim)


PA20 – IT0033 - Can Claim Flag

This screenshot shows the Can Claim Flag status


PA20 – IT0033 – Direct/Indirect Flag

This screenshot shows the Direct/Indirect Claim Flag status


PA20 – IT0315 (Display Time Sheet Defaults)

The screenshot below shows the information contained in the IT0315 Infotype


PA20 – IT9000 Infotype, Z001 Sub-Type

The screenshot below shows the information contained in the IT9000 Infotype, Z001 sub-type. This sub-type shows Recovery Label information



The screenshot below shows the information contained in the IT9000 Infotype, Z002 sub-type. This sub-type shows Base Rate elements and Rate Adder Elements as well as PO/PO Line Items



The screenshot below shows the information contained in the IT9000 Infotype, Z003 sub-type. This sub-type shows Work Week Maximum Hours



The screenshot below shows the information contained in the IT9000 Infotype, Z004 sub-type. This sub-type shows Work Week Minimum Hours


PA 20 – Demonstration

Demonstration

Demonstrate how to access & navigate Infotypes in SAP ECC using PA 20 T-Code








Module Objectives



Adjusting Labor

Mass Upload




* Display Working Times


Module Review



Display Working Times - Intro

This transaction is used to review data that has been previously entered into the CATSDB via CAT2 or the ODW portal

The Time Administrator will use this transaction to check previously submitted labor records for an Emp/SubK


Display Working Times (1 of 2)

Run the transaction CAT3 in SAP ECC

On the Time Sheet: Initial Screen, enter information in the following fields:

– Data Entry profile: BH-Admin

– Key date: The week ending date for which you wish to view labor records

– Personnel number: The personnel number of the Emp/SubK whose records you wish to view


Display Working Times (2 of 2)

The labor claiming records for the selected Emp/SubK for the selected week will be displayed


CAT3 “Display Times” – Demonstration

Demonstration

Demonstrate how to execute CAT3 T-code








Module Objectives



Adjusting Labor

Mass Upload





* Submit BH Mini-Master Request Forms

Module Review



BH HR Mini-Master Records

BH Mini-Master records are the SAP Repository containing data elements required for labor claiming in CATS.

Employee Master File (EMF) - the Legacy personnel records are still required for labor claiming in legacy system ( ILC)

The Time Administrator is responsible for submitting requests to update an Emp/SubK’s Mini-Master Data records


Submit Mini-Master Request Form

There are three SAP forms for requesting Mini-Master data changes:

– Form 1: Enable Mini-Master Data request form

– Form 2: Disable Mini-Master Data request form

– Form 3: Update Mini-Master Data request form

The form captures the labor claiming data attribute elements to be modified

The form is submitted by the Time Administrator on behalf of an Emp/SubK and it is approved by the Emp/SubK’s People Manager

The form then goes to the MM Data Admin who processes these data change requests in SAP ECC


Mini-Master Request Process (1 of 2)

Approve

Req

uest

orTi

me

Adm

in /

Tim

e Sy

s A

dmin

Man

ager

START Initiate request to enable/disable labor claiming or update

MM data

Create and submit Request

Update required to MM Data

Review Request

Request approved

Reject

1

2

3 4a5

4bB

A

Notification sent torequestor

END


BH

Min

i-Mas

ter

Dat

a A

dmin

Syst

em

A

Update BH Employee Master

Data from Request Form (PA30) and

close the work item in the work list

Return Notification to Sender B

6

7 END

Mini-Master Request Process (2 of 2)

END


Enable/Disable/Update Mini-Master Request Form Workflow (1 of 2)

1. The Requestor (Emp/ SubK/ PM/ Time Admin or RDM) initiates the “Request” ( request to enable/ disable/ update MM Data)

2. The Time Administrator submits the appropriate Mini-Master request form

3. After submission of the form, an email notification is sent to the Requester/User about the successful Submission of the "Request“

4. Another email notification is sent to the Emp/SubK’s Blue Pages Manager/Alternate Manager about pending work item in their work list.


Enable/Disable/Update Mini-Master Data Workflow ( 2 of 2)

5. The Blue Pages Manager/Alternate Manager accesses the request through the SAP worklist on ODW and approves/disapproves the request.

If Blue Pages Mgr/Alt Mgr disapproves the request, an email notification to the requestor is sent with Mgr’s decision & with comments for such decision.

6. If approved, BH Mini-Master Data Administrator receives an email notification with the details of the pending work item

7. The BH Mini-Master Data Administrator then processes the request in SAP ECC and marks the item as complete in the SAP worklist

8. The Requestor receives a notification about the completion of the Request


Enable and Disable MM Request Forms

Every employee or sub-k needs to be “Enabled” in Mini-Master Data to allow them to claim labor in CATS. If they are not:

– A “Enable” Mini-Master Request Form in initiated

– Request Form would have info on period: start date (required) and end date (optional) - for which the individual needs to be “Enabled”

When an employee or sub-k needs to be “Disabled” in Mini-Master Data to not allow them to claim labor in CATS

– A “Disable” Mini-Master Request Form in initiated

– Request Form would have info on period: start date (required) and end date (optional) - for which the individual needs to be “Disabled”


Submit “Enable” MM Request Form (1 of 4)

a. Execute “ZYOTC_MINIMASTERREQ” T-code in command box of “SAP Easy Access”. It will take you to MM Request Initial Form (step e) in this process. Or In the ODW, Sign in with an Intranet ID and password .Click on the Work tab on the top

b. Click on the Your Work List link at the lower end of the Work Center section on left hand side. A new window with multiple Tabs opens


Submit “Enable” MM Request Form (2 of 4)

c. If “Your Worklist” - screen is default, Click on the Mini-Master Request Form tab.

d. The Initial Mini-Master Request Form - screen appears

e. Enter the CNUM ID of the user , select Enable button and click “OK” button.


Submit “Enable” MM Request Form ( 3 of 4)f. The Detailed Mini-Master Request Form - SAP NetWeaver Portal - screen

appears .


Submit “Enable” MM Request Form( 4 of 4)

h. Click on Submit button available at the end of the MM Req Form. A pop up window with the Request Number appears . Note down the Request Number and Close the pop up window. You will taken back to the Initial MM request form.


“Update” MM Request Form - Fields Overview

Here is a list of all the possible updates that can be requested through the Update Mini-Master Date Request form:

1. IT0033. Z002 – Must Claim Flag: Value should be Z001 for Yes or Z002 for No. Start and end dates must be specified, if there is a change

2. IT0033.Z003 – Direct/Indirect Flag: Value should be Z001 for Direct or Z002 for indirect

3. IT9000.Z001 – Recovery Label Elements: Used to determine the financial cost rate to apply for the labor hours recorded for the labor claimer. The Recovery label is 2 characters long:

E_ for Employees

C_ for Non-Employees


4. IT9000.Z002 – Costing Data Elements:

Utilization Indicator: Identifies if someone should be identified as highly utilized or inadequately utilized from a costing perspective

SubK Override rate: Used to override the calculated regular rate for sub-contractors. It does not apply to IBM employees

Tech/Space Burden: A burden adder code with the technology or office space setting relating to an individual

Living Burden: A burden adder code relating to living expenses relating to the individual

Premium Skill: A code that modifies the costing rate based on specific skills relating to the individual

Language Proficiency: A code that modifies the costing rate based on specific language proficiencies relating to the individual

“Update” MM Request Form - Fields Overview


5. IT9000.Z003 – Work Week Maximum Hours: Used to specify the maximum regular hours per week that a person is supposed to claim. The value should be between 0 and 168 hours

6. IT9000.Z004 – Work Week Minimum Hours: Used to specify the maximum regular hours per week that a person is supposed to claim. The value should be between 0 and 168 hours

7. IT9000.Subcontractor PO Line Items: Used to verify labor claimed by a subcontractor before paying a vendor PO

8. IT0315 – Timesheet Defaults: Used to specify the cost center information of an Emp/SubK

“Update” Mini-Master Data Request Form - Fields Overview


Submit “Update” MM Request Form (1 of 5)

a. Execute “ZYOTC_MINIMASTERREQ” T-code in command box of “SAP Easy Access”. It will take you to MM Request Initial Form (step e) in this process. Or In the ODW, Sign in with an Intranet ID and password .Click on the Work tab on the top

b. Click on the Your Work List link at the lower end of the Work Center section on left hand side. A new window with multiple Tabs opens



d. If “Your Worklist” - screen is default, Click on the Mini-Master Request Form tab.

e. The Initial Mini-Master Request Form - screen appears

f. Enter the CNUM ID of the user , select Update button and click “OK” button.



e. The Detailed Mini-Master Request Form - screen appears . Enter the details of the request. For example, Requesting Must Claim Flag to be set to "Y .



g. Alternate Mgr Intranet (Optional Field): Used – if regular Blue Pages Mgr is not available due to vacation or travel or has issues accessing notes/SAP Worklist..etc and the Request has to be approved quickly.( If Alternate Mgr ID is included – the email notification about pending work item goes to Alternate Mgr only).


Submit “Update”MM Request Form (5 of 5)

h. Click on Submit button at the end of the form. A pop up window with the Request Number appears. Note down the Request Number and close the pop up window. You will be taken back to the initial MM Request Form.

Request “xxxx” submitted appears at the bottom of the screen.


MM Request Form – Demonstration

Demonstration

Demonstrate how to execute Mini Master Request Form using the SAP ECC and the ODW Portal







Exercise

Practice how to execute MM Request form:

– Enable

– Disable

– Update

For this exercise:




MM Request Form – Exercise

Time Administration configuration full

Documents

Transcript of Time Administration configuration full