Employee Shift Substitution (PA61)

Work Instruction 12 Timekeeper - Employee Shift Substitution (PA61)

Introduction Process and Trigger

Perform this procedure to execute a substitution transaction for an employee's planned working time when an employee's shift needs to be changed for a short period of time, or if the employee is to work on a scheduled day off instead of a planned work day.

Prerequisites

 The Timekeeper must be notified in advance that a change is to be made.  The Timekeeper will need to know which employees are involved (if there is a change to a person's schedule), as well as which days and shifts will be affected by the substitution.

Menu Path

Use the following menu path to begin this transaction:

Human Resources Time Management Administration Time Data PA61 - Maintain HR Master Data

Transaction Code

PA61

Tips and Tricks

 At times you may need to use your scroll bar to view additional information.  Use the search options within a field to locate the appropriate values when they are not known. For example, if you do not know the value to enter in the Daily Work Schedule field,

then click on the Drop-down button and select the appropriate daily work schedule from the list.

Reports

None

1/6 Status:Final Last Modified:7/3/2012 File Name:HCM_TM_PA61_EmpShiftSub.udc © Boston University Work Instruction 12 Timekeeper - Employee Shift Substitution (PA61)

Procedure 1. Start the transaction using the above menu path or transaction code.

Maintain Time Data

2. As required, complete/review the following fields: Field R/O/C Description Person ID Required A unique 9 digit alphanumeric identifier assigned to each employee. Example: U00252470

3. Click the Substitutions box listed under the Infotype text column.

2/6 Status:Final Last Modified:7/3/2012 File Name:HCM_TM_PA61_EmpShiftSub.udc © Boston University Work Instruction 12 Timekeeper - Employee Shift Substitution (PA61)

Maintain Time Data

4. Click the Create button .

Create Substitutions

5. As required, complete/review the following fields: Field R/O/C Description From Required Lower limit of the range to be selected from a list. Example: 09/28/2011

3/6 Status:Final Last Modified:7/3/2012 File Name:HCM_TM_PA61_EmpShiftSub.udc © Boston University Work Instruction 12 Timekeeper - Employee Shift Substitution (PA61)

Field R/O/C Description To Required Upper limit of the range to be selected from a list. Example: 09/28/2011

Shift substitutions are normally used for short durations, one day to a couple of weeks. For longer durations, PA61 should be used to change the Planned Working Time.

Subst. type Required The substitution type used to designate that the change is for a shift change. The value is always 01. Example: 01

Subst. type 01 indicates this is a shift substitution

Daily work schedule Required The daily work schedule for the employee, which includes the number of hours in the day and the shift worked. Example: D08B

For this scenario, the value of DO8B was selected. By clicking on an person's day's code, known as a Daily Work Schedule(DWS), you can view the expected planned hours.

The four digit DWS value always begins with a "D" to designate it as a daily schedule, followed by the scheduled hours in a day, for example, 07 = 7 hours, 08 = 8 hours, 85 = 8.5 hours, etc. The last digit represents the shift, for example, A = day shift, B = evening shift, C = night shift

4/6 Status:Final Last Modified:7/3/2012 File Name:HCM_TM_PA61_EmpShiftSub.udc © Boston University Work Instruction 12 Timekeeper - Employee Shift Substitution (PA61)

Create Substitutions (2003)

6. Click the Save button to save the substitution record. The system displays the message, "Record created."

7. The transaction is complete.

5/6 Status:Final Last Modified:7/3/2012 File Name:HCM_TM_PA61_EmpShiftSub.udc © Boston University Work Instruction 12 Timekeeper - Employee Shift Substitution (PA61)

Results and Next Steps You have executed a substitution transaction for an employee's planned working time.