Leave Management System in SAP Business ByDesign

The main objective of this blog post is to explain the process to helps in recording, managing, and tracking employees’ time-off requests. Its main objective is to handle employees’ leave requests impartially while ensuring that the employees’ absence from work doesn’t adversely impact the business.

Leave Management function is one of the key HR functions It encompasses every aspect of time recording and administration, tracking their actual working times against their planned times and Leaves.

Leave Management provides summary of information to HR, Payroll and Finance.

In this blog post, we are going to see three following processes in SAP Business ByDesign

1. How To Create New Leave Type

2. How To Assign Time Account to An Employee

3. How The Employee Can Create New Leave Request

Prerequisites

Steps to Follow:

  • Go to Business Configuration
  • Select Implementation Project view
  • Select Edit Project Scope.
  • In step 3 scopping >Human Resources>Time and Labour Management>Ensure that Work Schedules,Time Accounts and Country/Region-Independent Time Administration are scoped.

Fig1: Scoping

  • Next in step 4 Questions>Human Resources>Time and Labour Management>ensure that question”Do you define work schedules which can be reused for several employees?” is scoped.

Fig2: Questions

  • Next in same step 4 Questions>Human Resources>Time and Labour Management>Scope the questions belonging to the appropriate country.

Fig3: Questions

1. How To Create New Leave Type

Leave refers as the nonattendance of an employee to work for various reasons. Every employee has a limit absence quota on a particular leave  type, for e.g., annual leave, casual leave, sick leave, etc.

To address this, we need to understand and configure two entities in  Business Configuration.

a) Time Account

b) Time Types

a) Time Account:

Steps to Follow:

  • Go to Business Configuration
  • Select Implementation Project view
  • Select Open Activity List
  • Search Time Accounts
  • Click on Time Accounts link belonging to the appropriate country
  • In the screen that opens, select “Maintain Time Account Types”

Fig4: Time Accounts-India

In “Maintain Time Accounts Types” we can create New Leave Types, for e.g. Annual Leave, Casual leave, Sick leave, etc.

Fig5: Time Account Types(Maintain Time Accounts Types)

Here in “Time Account Types” don’t do add row, copy one existing leave type, and edit it. Here I copied one existing leave type and name it as a “Casual Leave”.

Do remember to configure the details section – the Bookable start and Bookable end date set to the start of time account and end of time account appropriately. Ensure that the right validity dates are set on this record as well – this tends to be missed by users setting up time accounts. (Delete existing details section and add row)

In “Maintain Time Accounts Rules”(Shown in Fig4) we can create specific rules for the created Leave Type. Search for your Time Account. Maintain rules for both the time account rule, for e.g., full time and part time as shown down.

Fig6: Time Account Types(Maintain Time Accounts Rules)

Under “Accrual Rule” I maintain posting type as Entitlement-An employee is entitled to casual leave on their entitlement date. Until that time an employee is simply accruing leave. Accrued leave as a deposit in a time bank that becomes due on the entitlement date.

Fig7: Time Account Types(Maintain Time Accounts Rules)

Under “Period end rule” tab, I maintained posting types as carry forward and quantity as remaining balance.(Carry forwording the remaining balance to the next year).

b) Time Types

Steps to Follow:

  • Go to Business Configuration
  • Select Implementation Project view
  • Select Open Activity List
  • Search Time Types
  • Click on Time Types link belonging to the appropriate country.
  • In the screen that opens, select “Maintain Employee Time Types”.

Fig8: Time Types-India

Here in “Employee Time Types” don’t do add row, copy one existing leave type, and edit it. Here I copied one existing leave type and name it as a “Casual Leave” as shown down.

Fig9: Employee Time Types

In the Casual Leave section, under the sub-tab “Service Activation”, you may click all the check boxes which this employee time types should be visible in Leave Request, ESS Time Sheet and Time Administration.

Fig10: Employee Time Types

In the Casual Leave section, under the sub-tab “Assign Time Account Posting”, you may add the Time Account Type (Which created in Time Accounts), (Delete existing time account posting and add row).

2. How To Assign Time Account To An Employee

The previous steps are performed in business configuration. Now the administrator has to assign the Time Account to the employee – this is done via the Time File.

Steps to follow:

  • Go to Time Administration workcenter
  • Select Employees view
  • Search required Employee
  • Select Edit and open Time Profile tab ,in the “Work Schedule” sub tab assign Time Model  to the employee as shown down.

 Fig11: Employee Time File

Next in the “Time Profile” tab,in the “Time Account Rules” sub tab add row and assign the newly configured Time Accounts as shown,in the“Accrual/Entitlement” sub tab enter initial Balance as same as First Regular Accrual as shown down.

                                      Fig12: Employee Time File

3. How The Employee Can Create New Leave Request

Steps to follow:

  • Login with employee user which the employee is assigned Time Account.
  • Go to Home workcenter
  • Select Self Service Overview
  • Under Time Select New Leave Request.

                                      Fig13: Creation Of New Leave Request

Under Leave Request details enter type of leave as Casual Leave which created in “Time Accounts”, date. In additional information displays leave available (as of today):10 days.

                                         Fig14: Review Of New Leave Request

In the next step we will see the leave available is 8 days because out of 10 days the employee as plan to take 2 days of Leave as shown in used by the leave as 2 days.

After Creating The Leave Request, The Employee Can Track His Leave Request

Steps to follow:

  • Go to Home workcenter
  • Select Self Service Overview
  • Under Time Select Track My Request.

                                      Fig15: Tracking Leave Request

Select dropdown as -Leave Request-Completed.

How The Employee Can Cancel Leave Request

Steps to follow:

  • Go to Home workcenter
  • Select Self Service Overview
  • Under Time Select Track My Request.

                                         Fig16: Cancel Leave Request

Select dropdown as -Leave Request-Completed.

Select marked icon and click Cancel Request the employee leave will be canceled.

Now In the Time File,  The Administrator Can view Employees Leave Balance.

Steps to follow:

  • Go to Time Administration workcenter
  • Select Employees view
  • Search required Employee
  • Select Edit and open “Time Account Balance”
  • Under Time Accounts details select curent year time accounts.

                                         Fig17: Time File Of Employee

Conclusion

I have tried to explain the following topics on

1. How To Create New Leave Type

2. How To Assign Time Account To An Employee

3. How The Employee Can Create New Leave Request

In simple terms with exact steps so that there are no errors created in the system. I hope it will be helpful for those who want to create Time type and Leave request.

Some of the Time Type and Leave Request documents from Help Library are:

https://help.sap.com/docs/SAP_BUSINESS_BYDESIGN/2754875d2d2a403f95e58a41a9c7d6de/c19d4e07e4754c129044867549c94529.html

https://help.sap.com/docs/SAP_BUSINESS_BYDESIGN/2754875d2d2a403f95e58a41a9c7d6de/2d9cb1bb722d10149ec9b033a50dee9e.html

https://help.sap.com/docs/SAP_BUSINESS_BYDESIGN/2754875d2d2a403f95e58a41a9c7d6de/2d8ad780722d10148d6de304f8fc264b.html

https://help.sap.com/docs/SAP_BUSINESS_BYDESIGN/2754875d2d2a403f95e58a41a9c7d6de/2d9ca10a722d1014a43be8a49ca5a0fb.html