I have recently completed positive time implementation for a client and one of the issues faced by me was during migration of employees from negative time solution to positive time solution. In this blog, I will explain the activities I did to ensure a successful migration of employees from negative time solution to positive time solution.
I had actually raised this issue in SCN and below is the link for the same. This link highlights the issue (with screenshots) that was faced by me.
http://scn.sap.com/thread/3427349
I spent sometime trying to find a way to get this issue resolved. And I realized that there can be two possible scenarios for migration of employees from negative time solution to positive time solution:
- Retro Migration of Employees from Negative to Positive Time Solution - This implies that we are migrating an employee from negative to positive time solution from a past date. This will be a scenario during realization phase where you would like to do testing of different scenarios of positive time solution and hence, you need to do retro migration or when an employee was not moved to positive time solution earlier and now needed to be in positive time solution from a past date.
- Advance Migration of Employee from Negative to Positive Time Solution - This implies that we are migrating an employee from negative to positive time solution in advance. This will be a real time scenario in case of Go Live of Positive Time Implementation. It will involve the list of cut over activities to be performed.
If you refer to the thread where I have described the issue, it was related to the first scenario - retro migration of employees from negative to positive time solution. And if you think about it, it makes sense too during the realization phase. Because during positive time implementation, if you are testing your solution, you can do it for past and current days. For future days, the system will take planned time for evaluation since you can't have actual times for future days.
Client Situation
Let me describe the client situation in detail. The client wanted to implement positive time solution and migrate its blue collar workers and interns from existing negative time solution to positive time solution. The time evaluation and payroll periods were monthly. Payroll had been outsourced to third party provider. A custom report ran to extract HR and Time data and this was sent to payroll provider for payroll processing. Every month, an attendance quota was required to be created in IT2007 to restrict the overtime quota an employee can avail in a month.
Migration Approach
Retro Migration of Employees from Negative to Positive Time Solution
I recommend that the migration from negative to positive time evaluation should commence from a fresh time evaluation period. If the time evaluation period is monthly starting from 01st of the month to the last day of the month, then the migration to positive time evaluation should be effective from the start of time evaluation period of the month.
Let us assume that the employees were in negative time solution till 30-Sep-2013 and were moved to positive time solution effective 01-Oct-13 on 05-Oct-13. Below were the cut over activities performed.
- Changed Time Management status from 9 to 1 in IT0007 effective 01-Oct-13.
- Created IT0050 record effective 01-Oct-13.
- Created Overtime Quota for the period 01-Oct-13 to 31-Oct-13 in IT2007.
The 1st and 3rd activities change the PDC recalculation date to 30-Sep-13. Hence, the system tried to run time evaluation effective 30-Sep-13 but the employee had been migrated to positive time management. This resulted in an error in time evaluation run. Time evaluations are run using scheduled background jobs. And the system couldn't run time evaluation for employee effective 30-Sep-13.
To overcome the above situation, I did the below steps for retro migration of employee from negative to positive time evaluation.
- Changed Time Management Status from 9 to 1 in IT0007 effective 01-Oct-13.
- Created IT0050 record effective 01-Oct-13.
- Created Overtime Quota for the period 01-Oct-13 to 31-Oct-13 in IT2007.
- Split absence records which span across Sep'13 and Oct'13 - first record ending as of 30-Sep-13 and second record commencing on 01-Oct-13. This was done because we would change IT0003 to prevent retro time master data changes before 01-Oct-13. The splitting ensured that changes to leave effective 01-Oct-13 would still be possible.
- Once the above changes were done, the fields "Ear.pers.rec.date." and "PDC recalculation" in IT0003 were set with date 01.10.2013.
The above steps ensured that the positive time evaluation commenced on 01-Oct-13 without any kind of error for retro migration of employee from negative to positive time evaluation.
Advance Migration of Employees from Negative to Positive Time Solution
This scenario is valid for migration of employees from negative to positive time solution in a real time implementation project since the go live date is known from before. Let us assume that the employee will be on negative time solution till 30-Nov-13 and he will be moved to positive time solution effective 01-Dec-13. Also assume that today is 29-Nov-13.
I would recommend that we have the Go Live of positive time solution in two parts:
- Technical Go Live on 25-Nov-13 (All transports related to solution will be moved to production. However, no master data changes are done).
- Business Go Live on 01-Dec-13
Between the technical go live and business go live, below are the list of activities that would need to be performed. Please communicate to business in advance that all master data maintenance for Nov'13 and prior to Nov'13 need to be completed by 30-Nov-13 before negative time evaluation run for 30-Nov-13. No master data changes will be allowed prior to 01-Dec-13 for employees after they have been migrated to positive time solution.
Let us assume that the below cutover activities are performed on 29-Nov-13.
- Changed Time Management Status of relevant employees from 9 to 1 in IT0007 effective 01-Dec-13.
- Created IT0050 record for relevant employees effective 01-Dec-13.
- Created Overtime Quota for relevant employees for the period 01-Dec-13 to 31-Dec-13 in IT2007.
- Split absence records which span across Nov'13 and Dec'13 - first record ending as of 30-Nov-13 and second record commencing on 01-Dec-13.
The above steps will ensure that the system will not put a past date in field "Ear.pers.rec.date." in IT0003 for the above cut over activities.
- It is recommended to login once on 30-Nov-13 before negative time evaluation run for 30-Nov-13 to check if there are any absence records which span Nov'13 and Dec'13. If there are any such records, then please split them into 2 records - with first record ending on 30-Nov-13 and second record commencing on 01-Dec-13
- Allow the negative time evaluation to run on 30-Nov-13 for all employees. In our client, it ran at 23:00 hours on 30-Nov-13.
- On 01-Dec-13, please do a verification of all master data changes done for employees who have been migrated to positive time evaluation.
- Once the master data changes are confirmed, the fields "Ear.pers.rec.date." and "PDC recalculation" in IT0003 are set with date 01.12.2013.
This will ensure that the positive time evaluation will run successfully effective 01.12.2013 for all employees who have been migrated to Positive Time Solution. It will also ensure that master data changes, which can cause system to start retro time evaluation from a date prior to 01-Dec-13, are not allowed prior to 01-Dec-13
Thanks for your patience to read through this. I hope this blog has been useful for you.
Thanks and regards,
Vivek Barnwal
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