People – overview

Enter hours and expenses

You can enter hours in one of these ways:

• Registration for a single employee or team

  In the hours accounting sessions, you can enter hours for a single employee or team. In the latter case, you can distribute the hours entered among the members of the team using the Distribute Team Hours option. For Production and Project (PCS) hours, you can also enter machine time. For both a single employee or an entire team, you can easily distribute actual hours for a task by generating hours lines for a period range, using working time schedules. Note that you cannot use working time schedules for general tasks or Project hours.

• Global registration for a range of employees or specific employees

  You can use the Global Registration of Hours (bptmm1201m000) session to collectively enter hours for a range of employees. Use the Spec. Employees button to enter and use a list of specific employees.

To further speed up data entry and to preserve system performance, you can use these sessions:

• People User Profiles (bpmdm0102m000)
• Copy Hours and Expenses (bptmm1210m000)
• Delete Hours and Expenses (bptmm1206m000)
• Use Assignments (bptmm1204m000)

To manually enter expenses, you can use these sessions:

• General Expenses (bptmm1111m300)
• Project Expenses (bptmm1111m100)

Enter budgets (optional)

You can enter budgets by employee, by team, and by department. This enables you to compare the budgeted hours with the actual hours entered by employees. After processing, the actual hours can be displayed alongside the budgeted hours in the Budget by Employee (bptmm3100m000) session. In this session, the Variance in Hours field will then display the difference between the budgeted hours and the actual hours.

Approve hours and expenses (optional)

If, in the People Parameters (bpmdm0100m000) session, the In Batches option is chosen and the Approval Required check box is selected, perform these steps to approve hours or expenses:

1. Save entered hours or expenses.

2. Do either of the following:

   • Start the Global (Undo) Approve Hours and Expenses (bptmm1202m000) session.
   • Approve the hours or expenses in the applicable sessions for each line: on the appropriate menu, choose Approve Hours.

Process hours and expenses

When hours are processed, labor costs are calculated based on actual hours. The costs are then booked to the appropriate logistic package, and finally to Financials.

When expenses are processed, this happens:

• Project expenses are booked to Project, then to Financials.
• General expenses are booked to Financials straightaway.

Depending on the option selected in the People Parameters (bpmdm0100m000) session, you can process hours/expenses using either of these methods:

• Direct

  Hours or expenses are processed immediately after you close the applicable session. Note that if this option is selected, you can choose Process Now on the appropriate menu to have hours or expenses processed without closing the session.

• In Batches

  Hours and/or expenses are only processed after you run the Process Hours and Expenses (bptmm1203m000) session.

Update budgets with actual hours (optional)

After processing hours, you can update employees' budgets by using the Update Budget by Employee with Actual Hours (bptmm3201m000) session.

Archive hours and expenses

Budget data and hours/expenses data is stored in the history tables of People. To store this data in the archive company, ensure to select the Archive Company check box in the Implemented Software Components (tccom0100s000) session. Successively, reference and hours/expenses data is archived for People, Project, Service, and Manufacturing.

In any of the archiving sessions, select the appropriate Run Type option to indicate the action(s) to be carried out. You can also choose to archive the master data in Common and People.