Absence and Quota Configuration Made Easy (Part I) - SAP Blogs

6/7/2018 Absence and Quota Configuration Made Easy (Part I) | SAP Blogs
Products Industries Support Training Community
Developer Partner About
 
Home / Community / Blogs + Actions
https://blogs.sap.com/2016/05/15/absence-and-quota-configuration-made-easy-part-i/ 1/34
Absence and Quota

Configuration Made Easy
(Part I)
May 15, 2016 | 3,919 Views |
Former Member
HCM (Human Capital Management)
absence | absence/attendance | absenceconfiguration | absencequota | absences | abs
Follow RSS
Introduction
During my initial years in HCM, I was

always hoping to have some kind of ready
reckoner where it tells me what the values in
tables mean, what is the purpose , how to
configure etc in lay man terms. Its important
that it should be in lay man terms as

someone who is well versed in the system
would not need to refer any of these docs
and so considering my target audience, I
thought today to start off with making a
simple document on how to configure
Absence types and Absence quotas.
Considering that the topic is huge and to

ensure that my readers don’t get lost with
information overload, I have decided to split
the document into two parts as below.
Part I- Here we would be covering

configuration of Absence types and Quotas
Part II- This would be in continuation with

Part I and would be covering the topics of
counting rule and deduction rules which
will therefore ake the entire configuration of
Absence and Absence Quotas complete.
Things Needed
Tcode- SPRO
Grouping Tables
Purpose
Employee Subgrouping of Time Quota
Personal Subgrouping of Time Quotas
Personal Subarea grouping for attenda
Tables
Purpose
Defining Absence Types

Counting rule
Time Constraint Class Table
Assign counting rule to Absence Type
Define Deduction rule
Already hired employee- Testing

purpose.
Questions to be clarified
I have split tables above into two parts

mainly considering configuration and the
other for convenience. For the purpose of
configuring absence types and Quota we
would need the configuration tables. Now
SAP has helped us in making the process of
configuration less complicated and to avoid
duplication by providing the grouping
tables.
Mainly the grouping tables helps in

grouping similar functionalities so that one
value in this table can be referred in multiple
places during the configuration process.
The entire document would be split into 2

parts for the sake of easier understanding so
that each configuration can be referred in the
particular section and helpful to my readers.
Providing below an illustrative list of

questions on which you should be having
clarity on.
1. What are the Personal Areas and sub

areas used in the organization?
2. What are the employee groups and sub
groups used in the organization?
3. How many absence types needs to be
configured? Of which how many
would be having quotas?
4. What would be the annual entitlement
for the absence quotas?
5. Which all Personal Areas and
Employee groups would be having the
same absence types and quotas?
Con guration Flow
Before I get into the configuration let me

start with the process flow of configuration
in SAP related to the Absence and related
quota deductions etc.
From a bird’s view, it is clear that an

employee applies for a leave and the same is
being deducted from the relevant leave type.
Now how is this functionality achieved by
SAP is explained with the below diagram.
Configuration would be in the below

sequence
1. An Absence type would be defined.

2. A counting rule would be defined
3. The counting rule is assigned to the
Absence type.
4. An Absence quota is configured
5. A deduction rule is configured
6. The Absence quota is then maintained
in the deduction rule.
7. The final step would be to link the
deduction rule to the counting rule to
complete
the entire cycle.
Let me also take this opportunity to

introduce you the above characters who
would be playing the main role in this
configuration.
Absence Type– Absences are paid or

unpaid planned working times during
which the employee has not worked. These
are the different leave types an employee in
the organization is eligible for during his
tenure with the organization. Eg are Annual
Leave, Sick Leave, Loss of Pay etc.
Counting Rule– Duration of an absence can

be counted according to the rules you define
in this section. Thus, you can valuate the
duration of attendances/absences differently
depending on business requirements. What
it means is that in case a leave is applied in
the system, SAP gives the flexibility to
basically change the number of hours to be
considered as part of the absence. Mostly,
when an employee is absent for a day and if
his working hours is 8 hrs then the absence
would be 8 hrs. This is determined by the
counting rule. That is it ‘counts’ the hours to

be considered for absence.
Deduction Rule– This essentially means that

you define the rules according to which
attendances and absences are to be deducted
from the attendance/absence quotas. Here
again you have the flexibility to decide from
which quota should the absence be
deducted, start and end of validity period of
the quotas, start or end of quota deduction
period etc.
Absence Quota– Our next concept would

be absence quota which is nothing but the
annual entitlements an employee is eligible
approved time off by the company. Eg an
employee might be eligible for only 30
annual leave in a year which is his absence
quota for annual leave.
Time Constraint Classes– The time

constraint class controls the system reaction
if a new record in the Absences infotype
(2001) overlaps with existing time infotype
records. In other words, this is a
functionality which decides how the system

should behave when they are two types of
time records on the same day. Depending
upon the value we provide, the system can
either give a warning msg, an error msg,
allow the records to exist together etc.
Now lets get to action !!
Con guration
PART I- Absence Type
Step 1: Lets first start with grouping

Personal Areas and Personal Sub Areas for
whom the Absence types would be the same.

This avoids creating multiple entries for each
area even though they have the same
absence types.

Table V_001P_D

Step 2 (Config): This would be our first

configuration step where we would be
configuring the absence type- Casual Leave
which would be a paid leave
Table V_T554S
Save the entry.
Step 3 (Config): In this step, we would be

defining the screen for the user and the time
constraint classes.
Here we indicate if it is an Absence or

Attendance, give the screen number which
in our case since there would be quota
deduction, we have given the value 2001.
Here the Time Constraint class, I have given
is ‘1’ which would mean that no two time
records should co-exist in the system
Now this would bring us to the end of the

first part of the configuration where we have
successfully configured an Absence type.
PART II- Absence Quota
We shall now come to the second part of the

document where we would be focusing on
configuring the absence quota.
The structure for this configuration would

be as follows:
Firstly we would be grouping the employee

groups and personal areas based on the
quota types and then following it up with
defining the quota types.
Step 1:Grouping Employee Subgroups and

Personal Subareas for the time quotas-
Which would mean that we are clubbing all

those employee subgroups and personal
subareas who would be having the same
time quotas.
Grouping Employee Subgroups
Table V_503_E
Grouping Personal Subareas
Table V_001P_I

Now we shall proceed to define the Absence

Quota Types
Step 2 (Config): Defining the absence quota

for the absence type Casual leave we had
defined earlier
Based on the above Value of ESG and PSA

grouping values of 2 and 01 respectively we
would define a absence quota by giving a

value and text. We also provide the
measurement unit and the time constraint
class values for the absence quota as shown
below:
Table V_T556A
Saving the above changes would result in

having the absence quotas configured.
This brings me to the end of Part I of this

document. Part II of the document would be
focusing on the counting rules and

deduction rules which would act as the
interlinking pin between the Absence
Quotas and Absence Types.
Part II document can be viewed in this link

http://scn.sap.com/docs/DOC-73158 .
Happy Reading.
Thanks and regards,
Shine Sebastian Joseph
Alert Moderator
1 Comment
You must be Logged on to comment or reply to a post.
Former Member
March 30, 2017 at 2:17 pm
Hello Shine,
This is an excellent blog. It is extremely helpful

to someone like me who is very new to SAP. So,
many thanks for posting this.
I have a question, and as this is related to the

topic, I am posting it here. Hope its ok.
When we define , the entry screen for time

constraint class, there is a filed called Absence
Grp. What do we enter here?
Many Thanks once again.

Dhriti
Share & Follow

Privacy Terms of Use Legal Disclosure Copyright Trademark
Sitemap Newsletter

Absence and Quota Configuration Made Easy (Part I) - SAP Blogs

Hochgeladen von

Dokumentinformationen

Originaltitel

Copyright

Verfügbare Formate

Dieses Dokument teilen

Dokument teilen oder einbetten

Freigabeoptionen

Stufen Sie dieses Dokument als nützlich ein?

Sind diese Inhalte unangemessen?

Copyright:

Verfügbare Formate

Absence and Quota Configuration Made Easy (Part I) - SAP Blogs

Hochgeladen von

Copyright:

Verfügbare Formate

6/7/2018 Absence and Quota Configuration Made Easy (Part I) | SAP Blogs

Products Industries Support Training Community

Developer Partner About

Absence and Quota

HCM (Human Capital Management)

absence | absence/attendance | absenceconfiguration | absencequota | absences | abs

During my initial years in HCM, I was

that it should be in lay man terms as

Considering that the topic is huge and to

Part I- Here we would be covering

Part II- This would be in continuation with

Employee Subgrouping of Time Quota

Personal Subgrouping of Time Quotas

Personal Subarea grouping for attenda

Defining Absence Types

Time Constraint Class Table

Assign counting rule to Absence Type

Define Deduction rule

Already hired employee- Testing

I have split tables above into two parts

Mainly the grouping tables helps in

The entire document would be split into 2

Providing below an illustrative list of

1. What are the Personal Areas and sub

Con guration Flow

Before I get into the configuration let me

From a bird’s view, it is clear that an

Configuration would be in the below

1. An Absence type would be defined.

Let me also take this opportunity to

Absence Type– Absences are paid or

Counting Rule– Duration of an absence can

counting rule. That is it ‘counts’ the hours to

Deduction Rule– This essentially means that

Absence Quota– Our next concept would

Time Constraint Classes– The time

functionality which decides how the system

Now lets get to action !!

PART I- Absence Type

Step 1: Lets first start with grouping

whom the Absence types would be the same.

Step 2 (Config): This would be our first

Save the entry.

Step 3 (Config): In this step, we would be

Here we indicate if it is an Absence or

Now this would bring us to the end of the

PART II- Absence Quota

We shall now come to the second part of the

The structure for this configuration would

Firstly we would be grouping the employee

Step 1:Grouping Employee Subgroups and

Which would mean that we are clubbing all

Grouping Employee Subgroups

Grouping Personal Subareas

Now we shall proceed to define the Absence

Step 2 (Config): Defining the absence quota

Based on the above Value of ESG and PSA

would define a absence quota by giving a

Saving the above changes would result in

This brings me to the end of Part I of this

focusing on the counting rules and

Part II document can be viewed in this link

Thanks and regards,