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PT_XX_TMW_PR_SH_03 - Specify Definition Sets and IDs

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In this activity, you define the definition sets that you want to use in your enterprise. Using different definition sets, you can define different time data IDs for different areas of the enterprise. The IDs in one area are therefore independent of those in another area. The time data IDs can represent different types of time data in different areas of the enterprise.

Your enterprise operates globally. Your headquarters are in the United States of America, and you have a branch in Quebec, Canada. You want the following IDs to be used in the US headquarters:

• L for leave

• OV for overtime

• AV for availability duty

• FL for flextime

In your Canadian branch, however, different IDs are required, such as:

• CO for "congé"

• HS for "heures supplémentaires"

• SP for "service de permanence"

• HV for "horaires variables"

You therefore create two definition sets: One for the US headquarters and one for the Canadian branch. You then create the required time data IDs for each definition set.

We recommend you to create as few definition sets as possible. This guarantees that time data administrators in one area of the enterprise can continue to work with the same IDs if they move to another position in another area, or if they substitute for a colleague.

1. Choose New entries.
2. Create a definition set and give it an easily identifiable name.

You use subsets to control which IDs of the definition area can actually be used by a time administrator. The system uses user parameter PT_TMW_TDLANGU to define which definition set and subset the administrator can use to access the Time Manager's Workplace. You can also enable particular time data administrators to switch between all subsets in one definition set. You specify this in profile maintenance.

You use this activity to determine the time data IDs that stand for particular types of time data, for example:

• L for infotype 2001 subtype 0100 (Leave)

• I for infotype 2001 subtype 0200 (Illness with certificate)

You use one of the following data categories for each ID:

• Infotype (IT)

• Time pair (TIMPAIR)

• Work schedule rule (PWS)

In addition to the data category, you must specify a data type and additional information that makes the type of time data unique.

The following data types can be used for the infotype data category (IT):

• Absences (2001)

• Attendances (2002)

• Substitutions (2003)

• Availability (2004)

• Attendance Quotas (2007)

• EE Remuneration Info (2010)

• Time Events (2011)

• Time Transfer Specifications (2012)

You can use the time pair data category (TIMPAIR) only in combination with the time pairs data type (PT).

You can use the work schedule rule data category (PWS) only in combination with the inactive data type (INAC). The system uses such IDs to display employees who are inactive in the selection period, for example, if they have left the company.

You can also create generic time data IDs. The detail fields for the data type are empty in these IDs.
Example: You have created two time data IDs for the two most common forms of substitutions (infotype 2003) in your company. You define a generic ID for all other substitutions in case a different type of substitution has to be entered. When time data administrators enter the generic ID, they can use it with all subtypes of infotype 2003. The system only uses the explicit IDs for the two types of substitution for which you have already defined separate IDs.

You can use a time data ID only once for each combination of data category/data type. For example, if you have created the ID "I" for infotype (= data category) 2001 (= data type), you cannot use the same ID for infotype 2003 or any other infotypes.

The possible data category/data type combinations are represented by tabstrips in the detail screen for creating new time data IDs. You can use the following tabs:
Absences, Attendances, Planned specifications, Availability, Attendance approval, EE remuneration info, Transfer specification, Time pairs, Status information, Time events.
If you switch from the detail screen to the table overview, the system displays one column for the data category and one for the data type.

You want to define the time data ID "L" for the absence type Leave. The required entries are:

• The definition set to which you want the ID to belong

• The ID "L"

• A short text for the ID, such as "Standard leave"

• The personnel subarea grouping for attendance/absence types to which you want the ID to apply

• The absence type "0100" (Leave)

You must have determined one or more definition sets before you can create IDs.

SAP provides some model entries in the standard system.

1. Choose New entries.

The New Entries: Details of Added Entries screen appears.

1. Enter the definition set to which you want the time data ID to belong.
2. Define a time data ID.
3. Enter a short text to describe the ID.
4. Select the type of ID you want to create. You can choose from the following tabs:
   Absences, Attendances, Planned specifications, Availability, Attendance approval, EE remuneration info, Transfer specifications, Time pairs, Status info.
5. Select one of the tabs and enter data in the fields that are relevant for the ID.
6. Save your entries.
7. If you want to create multiple IDs in succession, choose Next entry.
8. Create the next ID by repeating steps 2-7.

You can choose Previous entry to view the IDs that you have already created.

1. Save your entries and choose Back.

The Define Time Data IDs screen appears. It displays an overview of all the IDs you have defined.

You will not normally want to define a separate ID for every possible time substitution. You can therefore select the ID for Time Substitution Activated option for IDs of the Substitutions infotype (2003).

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