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OHIX0184 - Specify System Reaction to Overlapping Time Infotypes

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Specify Reactions to Overlapping Time Infotypes

Use this Customizing activity to define the system responses to overlaps between newly created and existing data records in Time Management infotypes (2001 to 2013) as part of collision checks.

The collision checks are also performed at the level of the subtypes of the infotypes. You can use a time constraint class to group different infotypes and/or subtypes for which the same time constraint reaction is to be triggered. You define the time constraint classes in Customizing, under Define Time Constraint Classes.

The time constraint reaction is determined by a reaction indicator. The reaction indicator is set for each time constraint class of an infotype or subtype with regard to the time constraint classes of all other infotypes or subtypes.

The system can react to a collision in one of four ways, each of which you can determine using a reaction indicator.

• A: The old record is delimited, meaning that the part of the old record that overlaps with the new record is deleted. One or two new records are derived from the old record.

• E: The new record cannot be created. The system outputs an error message.

• W: The new record can be created without the old record being changed. The system issues a warning.

• N: The new record can be created without the old record being changed. The system does not issue a warning.

Note on Time Events Infotype

The Time Events infotype (2011) is also available for setting up collision checks. As a rule, it is not pertinent to check for a collision with time events, as time evaluations have differing processing options.
Due to consistency reasons, the infotype is in the list, however, you should leave all the reaction indicator entries unchanged with the setting N. Collision checks for the Time Events infotype are no longer expected.

You have defined time constraint classes in the Customizing activity Define Time Constraint Classes.

You have then assigned the time constraint classes to the relevant infotypes in the following Customizing activities:

• Define Substitution Types

• Determine Entry screens and Time Constraint Classes (for Absences)

• Define Absence Quota Types

• Determine Entry Screens and Time Constraint Classes (for Attendances)

• Define Attendance Quota Types

• Define Availability Types

A time constraint reaction has already been defined for the time constraint classes used by SAP.

Note: If possible, use the standard time constraint classes and adjust only the reaction indicators.

1. If time infotypes overlap, check that the system response meets your requirements.
2. If necessary, change the reaction indicators for a time constraint class.

Note on Special Features of the System Response

When you enter infotype records, the system may react in a different way to how you specify in Customizing:

• Special Features of Full-Day Infotype Records

• Special Features of Infotype Records of Less Than One Day

• Special Features of Infotype Records of More Than One Day

Special Features of Full-Day Records

Case 1:
An absence, attendance or overtime record collides with a substitution that has priority over the employee's personal work schedule (not a position substitution or a time substitution combined with a position). The reaction indicator A is defined in the system settings.
Since the substitution record is taken as the basis for valuating the attendance, absence, or overtime, the substitution record cannot be delimited. Instead, the system displays an error message.

Case 2:
An absence with quota deduction collides with another absence, also with quota deduction. Both absences are deducted from the same quota. The reaction indicator A is defined in the system settings for this particular combination.
Since the system has already deducted the first absence with quota deduction (for example, leave) from the quota, the system cannot delimit the records. Errors would occur in quota deduction. For this reason, the system outputs an error message.

Case 3:
An absence with quota deduction collides with an absence with quota deduction for which the quota deduction has been maintained manually. Delimitation is not possible in this case either. The system outputs an error message.

Special Features of Infotype Records of Less Than One Day

Case 1:
A record of less than one day for which clock times have been entered collides with a record of less than one day specifying a number of hours only. Reaction indicators A or E are defined in the system settings for these combinations.
Since the system cannot delimit records in this example, or the records do not collide in certain circumstances, the system displays a warning.

Case 2:
A record of less than one day specifying clock times or a number of hours collides with a full-day record or a record which encompasses several days. The reaction indicator A is defined in the system settings for this particular combination.
Since the system cannot delimit records in this example, the new record cannot be created. The system outputs an error message.

Case 3:
A record of less than one day that specifies a number of hours collides with a record of less than one day for which a number of hours or clock times have been entered. The reaction indicators A and E are defined in the system settings.
These records might not overlap depending on the circumstances, so the system merely displays a warning rather than delimiting the old record, or preventing the new record from being created.

Case 4:
Two records that both last less than one day and for which clock times have been entered collide.

• If both records cover the same period, the system response depends on the system settings.

• If the periods covered by the records do not overlap, the new record can be created irrespective of the system settings. The system does not display a warning.

• If the periods covered by the records overlap, the system responds as follows:
  If the reaction indicator in the system settings is E or W, the system responds as specified. If, however, the reaction indicator is A, the system displays an error message.

Special Features of Records of More Than One Day

If there is a record spanning more than one day for the previous day (a full-day record or one of less than a day with clock times) that extends into the current day, and if there is a record for the current day (a full-day record or one of less than one day with clock times), the system responds as follows:

• The record for the previous day overlaps with the current day's record.
  The conditions that apply in this case are the ones described under special features for records of less than one day.

• The record for the previous day does not overlap with the current day's record.
  If you have defined the reaction indicators A and W for this scenario in the Customizing settings, the system uses reaction indicator W.

1. You want to prevent the absence types Illness with Certificate and Paid Leave from being entered for the same period. Therefore, you assign time constraint class 02to the absence type Illness with Certificate, and time constraint class 01to the absence type Paid Leave. If these two time constraint classes collide, define the time constraint reactions:

• If a sickness record has already been entered for the period, you should not be able to enter a leave record. For this reason, this combination is assigned time constraint reaction E.

• If a leave record has already been entered for the period, and you then enter a sickness record, the leave record should be delimited. Therefore, this combination receives the time constraint reaction A. One or two new records are created from the old record:

• Old record: Paid Leave from 1/2/2022 - 1/20/2022

• New record: Illness with Certificate from 1/10/2022 - 1/12/2022 Illness with certificate

Result: The old record is delimited and a new leave record is created.

• Paid Leave from 1/2/2022 - 1/9/2022 (delimited old record)

• Illness with Certificate from 1/10/2022 - 1/12/2022 (new record entered)

• Paid Leave from 1/13/2022 - 1/20/2022 (generated new record)

1. A substitution record is entered for a period for which an absence record Paid Leave already exists. An employee cannot act as a substitute if they are absent, so this combination is assigned reaction indicator E (error message).
2. A substitution record is entered for a period for which an overtime record already exists. This combination is permitted. However, in certain circumstances, the substitution may result in changed working times. For this reason, this combination is assigned reaction indicator W (warning) to give you an opportunity to recheck your entries.
3. An absence quota record is entered for a period for which an attendance record already exists. Attendances and absence quotas are not mutually exclusive. For this reason, this combination is assigned reaction indicator N (create without warning).

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