PUBLIC

SAP Best Practices for SAP SuccessFactors Time Tracking

Document Version: 1H 2024 – 2024-05-08

Time Tracking: Configuration Guide - Getting

Started
© 2024 SAP SE or an SAP affiliate company. All rights reserved.

THE BEST RUN

Content

1 Setup Time Tracking. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .3

2 Change History. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4

3 Solution Overview. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5

4 Preparing Implementation. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6
4.1 SAP SuccessFactors Provisioning Settings. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6
4.2 Manage Permissions for Activation of Solution. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6
4.3 Enable New Time Sheet UI. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .7

5 Implementation. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9
5.1 Running Activation. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9
Tracking Process. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10

6 Error Handling. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11
6.1 Error in Manage Permission Roles. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11

7 Post Processing. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12
7.1 Checking if Time Type is Deployed. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12
7.2 Adapting Time Evaluations. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12
7.3 Cross Midnight Time Tracking for Germany. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13
7.4 Rounding in Time Tracking. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13

8 Filtering Cost Center Based on Legal Entity (Optional). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15

9 Role Based Alerts in Time Sheet UI (Optional). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .17

10 Time Recording Profiles Overview. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18

11 Ticket Component. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20

Time Tracking: Configuration Guide - Getting Started

2 PUBLIC Content
1 Setup Time Tracking

Purpose

This configuration guide describes all activities you need to carry out before you implement the solution
package from system preparation to implementation of the business content and validation.

This document is for the following target groups who already have sound knowledge of the SAP Best Practices
solution implementation, including tools and documentation.

• Business consultants: Evaluate business content/processes including troubleshooting, FAQ and further
information for extended usage of the package.
• Implementation consultants (application consultants): Implementation of business content and processes.

Time Tracking: Configuration Guide - Getting Started

Setup Time Tracking PUBLIC 3
2 Change History

Learn about changes to the documentation for Configuration Guide - Getting Started - Setup Time Tracking in
recent releases.

1H 2024

Type of Change Description More Info

New Added a new topic on Role Based Alerts Role Based Alerts in Time Sheet UI (Op-
in Time Sheet UI (Optional). tional) [page 17]

New Added a new topic on Time Recording Time Recording Profiles Overview [page
Profiles Overview. 18]

2H 2023

Type of Change Description More Info

Added Added a new topic on Ticket Compo- Ticket Component [page 20]
nent.

1H 2023

Type of Change Description More Info

New Added a new section on Cost Center Filtering Cost Center Based on Legal
Filtering based on Legal Entity. Entity (Optional) [page 15]

Time Tracking: Configuration Guide - Getting Started

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3 Solution Overview

Time Tracking represents an expansion of the previous Employee Central (EC) Time and Attendance
functionality with expanded capabilities to manage time in the cloud. Your employees can enjoy the same
simplified and engaging experience across devices anytime and anywhere through the SAP SuccessFactors
Time Tracking solution.

Time Tracking: Configuration Guide - Getting Started

Solution Overview PUBLIC 5
4 Preparing Implementation

4.1 SAP SuccessFactors Provisioning Settings

In the SAP SuccessFactors instance, the following provisioning switches need to be checked in the Company
Settings of your company:

Edit Company Settings Company Settings

 Note

If utilizing the search capabilities (control F) in Provisioning, the exact text of the setting is listed.

Base Set Up Switch Action

Enable SAP Best Practices Upgrades in Upgrade Center [Demo- Enable

able, Not Ready for Production]

Additionally, the following switch should be checked and enabled:

Switch Action

Enable SAP SuccessFactors Time Tracking - requires a license for SAP SuccessFactors Enable
Time Tracking — requires “Employee Central V2 (i.e., Event Reason Derivation)”, “Enable
Generic Objects”, “Enable Time Sheet”

Select Save.

4.2 Manage Permissions for Activation of Solution

User Permissions Settings Selection

General User Permission User Login X

Live Profile Access X

Company Info Access X

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 User Permissions Settings Selection

User Search X

Administrator Permissions Settings Selection

Manage System Properties Company Dictionary X

Company System and Logo Settings X

Manage Home Page X

Manage Employee Files X

Picklist Management and Picklists Mappings Set Up X

Manage Workflows Manage Workflow Groups X

Manage Foundation Objects Frequency, Workflow, Event Reason, Pay Component, Select All permissions
Types Dynamic Role

Metadata Framework Select All

Time Management Object Select All permissions except Field Level Overrides for Select All permissions except Field
Permissions the All Objects Level Overrides for the All Objects

Administrator Permissions Settings Selection

Manage Business Configu- Select for all objects Visibility: View

ration and Actions: Edit, Import/Export

Admin Center Permissions Manage Upgrade Center X

 Note

We recommend using only one User ID with a valid email address to activate the SAP Best Practices
solution content. Thus, you avoid changing ownership during the activation.

4.3 Enable New Time Sheet UI

1. Go to Admin Center. Type Upgrade Center in the tool search box and select the feature/tool from the list.
2. Inside the Upgrade Center, go to the section Optional Upgrades and to Latest SuccessFactors Time Sheet UI
and choose Learn more & Upgrade.

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Preparing Implementation PUBLIC 7
3. You can see the feature details now. At the bottom, choose Upgrade Now.
4. On the next screen, choose Yes.
5. Go back to Admin Center.

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5 Implementation

In this step, the solution is implemented by following the content in the Upgrade Center according to the
pre-defined sequence. The Upgrade Center guides you through the content to be implemented.

The SAP Best Practices solution contains Time types and Rules relevant for Single Record Approval which are
independent of any country/region specific feature. This can be universally applied to all countries.

After the automated implementation, additional post-processing steps are required. Those are described in the
section Post-Processing. Based on the provided workbooks, the SAP Best Practices pre-configuration can be
adapted to the customer requirements.

In the content library, you can also find the Test Scripts. These provide a detailed process step description of
the business scenario.

 Note

As part of the standard solution, we only provide alert messages for 10 years. The customer needs to
enhance the alert messages and rules as per his business needs. To check alert messages and rules, refer
to workbook.

5.1 Running Activation

1. Go to Admin Center.
2. Type Upgrade Center in the tool search box and select the feature/tool from the list.
3. On the Welcome to the SuccessFactors Upgrade Center page, filter by SAP Best Practices. In the
Recommended Upgrades section, you will find the Best Practices Time Tracking Setup.
4. Choose Learn More & Upgrade Now.
5. On the Best Practices Time Tracking Setup page, select Upgrade Now.
6. In the dialog box, select Yes for: Are you sure you want to upgrade to Best Practices Time Tracking Setup?

 Caution

You will not be able to undo this feature once it is upgraded.

7. After a successful activation of the core content, proceed as previously described for the country/region-
specific content.

 Note

• Don't run several activations in parallel to ensure an error free running of each activation.
• Wait for the completion of each activation.

8. A dialog screen confirms the update and that the activation is executed in the background.

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Implementation PUBLIC 9
9. Track the status of the upgrade as described in the next section, Tracking Process [page 10].

5.1.1 Tracking Process

The activation will schedule several background jobs for executing each single configuration step. After
triggering the activation of content, some emails will be sent out to the user who triggered the activation
in Upgrade Center:

One with the subject Best Practices Time Tracking Setup Upgrade Status which provides you the final status of
the upgrade with a detailed log of the different configuration steps and their status.

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6 Error Handling

6.1 Error in Manage Permission Roles

In case you get an error during accessing any permission role details: Clear the MDF cache in provisioning:
MDF Cache Tool Clear cache .

Time Tracking: Configuration Guide - Getting Started

Error Handling PUBLIC 11
7 Post Processing

7.1 Checking if Time Type is Deployed

Review the details of time type “Training” as below

1. Go to Admin Center. Type Manage Time Off Structures in the tool search box and select the feature/tool
from the list.
2. Under Search, select Time Type: Training (pre-approval required) (XX_TRA_SRA).
3. The time type should be displayed as below:

7.2 Adapting Time Evaluations

By default, the time type Training is shipped as part of best practices time type group Recorded Working Time
(XX) which is in turn used in time valuations to get the recorded working times for various best practices time
recording profiles.

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You can reuse the same time type or time type group in your own time recording profiles as well. Also make
sure to use this time type in respective time profile with ESS enabled as Yes.

7.3 Cross Midnight Time Tracking for Germany

As part of Germany localization, a sample time recording profile CLT Night Shift Premium (Tax and Tax Free)
DE is delivered where an employee gets additional night shift premiums for night shift work. Further we have a
detection of core night where the employee is eligible for higher tax free portion of premiums between 00:00
and 04:00 when an employee has started working before 00:00.

Time configuration fields assigned to an employee in job information are a combination of time variant, time
recording profile, time profile, work schedule and default overtime compensation variant.

The Time recording profile used by the customer will define what needs to be added in the time profile.

To use the following Time Configuration combination illustrated in the table, the customer needs to adapt their
existing time profile as follows to match their time recording profile. If not, they can create new time profile
according to the time recording profile used.

Update
TOiL Ac- Time Ac-
count Only count Type Time ac-
Time Re- When for work- count type Main At- Main Ab-
cording Pro- Time pro- Changes ing time for Time tendance sence Main Break Available
file file Variant Approved account Off in Lieu Time Type Time Type Time Type Time types

CLT Night Clock No Working Scheduled Working

Shift Pre- Times Time Break Time, Over-
mium (Tax (XX_BRKSC time, Busi-
and Tax H) ness Travel,
Free) DE Education,
(NS_DE_TR Administra-
P) tive Tasks

7.4 Rounding in Time Tracking

Time clock rounding or time rounding is a practice that allows supervisors or employers to get an insight into
their employee’s work hours and modify them to easier-to-tackle numbers for accounting when they calculate
payroll.

The 7-Minute rule/One-quarter of an hour

This is often the most common rule companies will use. As you are about to see it deals with a larger time
interval, so it is easier to keep track of clock in/out times. Overall, it makes the rounding process less tedious.

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Post Processing PUBLIC 13
It is important to note that this is called the 7-minute rule because in the first 7 minutes of a 15-minute interval
you round the time back, and in the next seven minutes you round the time forward. To conclude, this will round
times in increments of 15 mins.

If you are not using Clock In Clock Out Feature, you could also make use of this rounding rule in the Time
Tracking solution as long as you are recording these times from the employee time sheet UI.

Since rounding rules are not used by all customers, we only provide standalone rules as part of the upgrade.
You will have to attach this rule to the relevant object definition.

Steps involved:

1. Navigate to Admin Center Configure Object Definition Search for “Employee Time Sheet Entry”
Object .
2. Make correction. Under onSave Rule hook, add the rule SFCC_XX_TimeSheetSetRounding15Mins as shown
below and save.

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8 Filtering Cost Center Based on Legal
Entity (Optional)

With this option, now you can add filtering capabilities so that only those cost center that belongs to User’s
Legal Entity are shown.

This is an optional step as it would need some custom fields to be added. Follow this approach only if this
meets your requirements

In the first step, create a custom legal entity field in object definition of Employee Time Sheet Entry as shown
below:

In the second step, add the field criteria as shown below on the cost center field:

Time Tracking: Configuration Guide - Getting Started

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 Time Tracking: Configuration Guide - Getting Started
16 PUBLIC Filtering Cost Center Based on Legal Entity (Optional)
9 Role Based Alerts in Time Sheet UI
(Optional)

Currently as part of Best Practices, the Time Tracking alerts are accessible to all user groups/roles. Role based
alerts are possible and allows you to configure in more detail, which time valuation alerts shall be shown in the
time sheet UI to which user group. If you have such a requirement, you will have to enhance the role-based
permissions based on your requirement.

For example, assume an alert that you do not want to show to employees, but only to managers or time
admins. For example, an alert where an employee reports fourth time late for a given month.

The configuration is done based on the target population in the permission roles. To configure this, perform the
following:

• Go to Admin Center. Type Manage Permission Roles in the tool search box and select the feature/tool from
the list.
• Inside the Permission Role List, search for the relevant permission role.
• For example, choose Employee Service Role and further choose Edit Granting.
• Navigate to the Time Valuation Alert setting, choose Time Type Group code entry (this is the technical
name for the alerts) and enter the value of your alert type and set the parameter to unequal and with this
you exclude everyone with this role from getting your chosen alert type in the time sheet UI.
OR if it is a Time Collector Alert, you can configure that employees cannot see time collector alerts of a
certain time type group on the Time Sheet UI by creating a condition on the Time Valuation Code field.

• Choose Done and Save.

The alert raised on this time type group will not be shown to employee role.

Time Tracking: Configuration Guide - Getting Started

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10 Time Recording Profiles Overview

The below table describes different time recording profiles catering to different scenarios that includes
overtime, cross midnight recording, managing rest periods, specific alerts and so on. These time recording
profiles cover both generic and localization specific requirements.

Time Recording Profile External

Code Time Recording Profile Name Country Description

CLT_POS_LATE_DETECTION CLT - Detect Late Comers Used for detecting late comer
XX events and send respective alerts
for each late coming event

CLT_XX_RESTPERIOD CLT - Positive(XX) - Check Checks for rest period violation be-
Minimum Rest Period tween end of current shift and start
XX
of next shift. Alerts are sent if the
minimum rest period is violated

CLT-POS-XX_REGTM_DY_OT220 CLT - Positive (XX)- Overtime Handles flexible time valuation pe-
and Overtime Limit (220) riods. For example, checks yearly
XX
overtime limit and sends alerts to
managers if the limit is breached

DEU_CLT_Time_Profile CLT Profile (DEU) Cross midnight recording for Ger-

many where an employee gets ad-
ditional night shift premiums for
night shift work. Further we have
a detection of core night where
DE
the employee is eligible for higher
tax-free portion of premiums be-
tween 00:00 and 04:00 when an
employee has started working be-
fore 00:00.

CLT_OT_ZAF CLT - Overtime (ZAF) Only overtime based recording for

normal and cross midnight shifts.
ZA Different overtime premiums are
paid for weekdays, Saturdays, Sun-
days and public holidays

KR_TRP CLT_Overtime Premium KR Positive Recording for normal and

cross midnight shifts. Different
KR overtime premiums are paid for
weekdays, Saturdays, Sundays, and
public holidays

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18 PUBLIC Time Recording Profiles Overview
 Time Recording Profile External
Code Time Recording Profile Name Country Description

DUR-OT-GB-Over- DUR - Part Timers Overtime GB Employees Recording Overtime

time_With_Threshold_Hours (GB) - OT1.5 (Mon-Fri), OT2.0 Only with FTE hours threshold (Part
(Sat,Sun and PH) Timers Only Overtime)

DUR-OT-GB-Positive_With_Thresh- DUR - Part Timers Positive GB Employees Recording Working

old_Hours (GB) - OT1.5 (Mon-Fri), OT2.0 Time with FTE hours threshold
(Sat,Sun and PH) (Part Timers Positive)

DUR-OT-GB-Overtime_No_Thresh- DUR - Overtime (GB) - OT1.5 GB Employees Recording Overtime

old_Hours (Mon-Fri), OT2.0 (Sat,Sun and Only with No FTE threshold (Full
PH) Time Employees)

DUR-OT-GB-Positive_No_Thresh- DUR - Positive (GB) - OT1.5 GB Employees Recording Working

old_Hours (Mon-Fri), OT2.0 (Sat,Sun and Time only with No FTE hours
PH) threshold (Full Time Employees)

Time Tracking: Configuration Guide - Getting Started

Time Recording Profiles Overview PUBLIC 19
11 Ticket Component

In case any issue occurs, report an incident using component LOD-SF-SBP.

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Time Tracking: Configuration Guide - Getting Started

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