Customizing Settings for Data Entry Profiles 

Use

When employees record working times, they call the time sheet by specifying a data entry profile. The profile determines the data entry process and the layout of the time sheet. The various data entry profiles enable you to provide your employees with a data entry view that is tailored to their area of activity and that fulfils your business requirements.

To create a data entry profile, you must make the following settings in Customizing:

·        Setting Up Data Entry Profiles

The IMG activities used for setting up data entry profiles depend on the user interface used. Make the necessary settings for the appropriate user interface in the Implementation Guide (IMG), under Cross-Application Components ® Time Sheet

Specific Settings for CATS regular ® Set Up Data Entry Profiles and Field Selection

Specific Settings for CATS classic ® Set Up Data Entry Profiles

Specific Settings for CATS for service providers ® Set Up Data Entry Profiles

·        Selecting Fields

Here you can determine which fields are displayed for each data entry profile.

Make the necessary settings in the Implementation Guide (IMG), under Cross-Application Components ® Time Sheet ® Settings for All User Interfaces ® Choose Fields. For CATS regular, make these settings under Specific Settings for CATS regular ® Set Up Data Entry Profiles and Field Selection.

Features

Profile maintenance

Before you define a data entry profile, you must consider the following:

·        Do you want the data entry profile to provide a daily, weekly, or monthly data entry view?

·        Do your employees record their own working times or are they recorded centrally, for example in a data entry office?

·        Do you want to set up a separate release and approval procedure for the recorded data? If you choose to use an approval procedure, do you want to use SAP Business Workflow?

·        Which profile authorization group do you want the data entry profile to belong to?

Profile authorization groups enable you to set up authorizations for the Time Sheet. You use authorizations to determine which data entry profiles a user can use for which personnel numbers. For more information, see: Assignment of Authorizations for the Time Sheet

·        Which data entry checks do you require?

·        If you implement HR Payroll, which receiver object do you want to post the personnel costs to?

·        Do you want to simplify data entry for the user by providing default values and a worklist?

For more information on default values for CATS classic and CATS regular, see Default Values for Sender Cost Center and Activity Type.

For more information on default values for CATS for service providers, see Default Values for Sender Cost Center and Activity Type.

Once you have answered these questions, you can create the data entry profiles you require. In addition to the options described above, additional options are available that enable you to modify the time sheet layout to suit your requirements, and increase ease of use for users.

For example, you can choose whether users record their working times as a number of hours or with start and end times.

If you enter your working times with clock times, the system calculates the exact number of hours for you. You can only change the clock times on which the calculation was based, and not the actual calculated hours. This is also the case if you change a data record that you entered with clock times in a different data entry profile in which no fields are available for clock times. In this case, the system does not allow you to change the number of hours calculated because it administrates the clock times in a background task. If necessary, change the clock times on which the calculation is based.

Field selection

Users enter different information when recording their working times according to their area of activity. For this reason, you should provide your various employee groups with different fields on the data entry screen.

An employee who confirms a maintenance order requires different fields on the data entry screen to an employee who only records attendances and absences for Human Resources.

You control which fields appear for a particular user using the data entry profile he or she uses to call the time sheet, because you define an individual field selection for each data entry profile.