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Managing Overtime Pre-approval in SAP SuccessFactors

VivekPalanivel
Product and Topic Expert
Product and Topic Expert
‎2024 Jun 17 1:05 PM
4,079

Managing Overtime Pre-approval in SAP SuccessFactors

In the realm of HR management, especially in regions like the Middle East, handling overtime can often be a complex task. Recently, I encountered a requirement from a business where employees needed to obtain pre-approval for overtime before actually logging it. This challenge led me to explore various solutions, consulting experts like Neelesh Kamath, and ultimately devising an effective approach within SAP SuccessFactors.

On-Premise SAP Configuration

In an on-premise SAP environment, configuring such controls typically involves using IT2006 to create an overtime approval quota. This allows employees to apply for overtime in CATS / Fiori Time sheet only within the predefined date and time, ensuring compliance with company policies and labor regulations.

Transition to SuccessFactors Time Tracking

Moving to SAP SuccessFactors posed a new challenge as the direct equivalent of IT2006 and its strict time-bound controls was not available. However, through careful consideration and leveraging the platform's capabilities, I devised a structured solution that satisfied the client's requirements.

Solution Framework in SuccessFactors

  1. Creation of Attendance Types:
    • Pre-Approval Overtime: Under the Extra Category, an attendance type was created specifically for pre-approved overtime. This type was configured with the Single Record Approval feature.
    • Actual Overtime: Another attendance type was created under the Attendance category, designed for actual overtime logging without any approval requirement.
  2. Workflow Overview:
    • Employee Initiates Pre-Approval: Employees can apply in advance for pre-approved overtime using the designated attendance type. This request triggers a single record approval workflow, where the manager reviews and approves the request.

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    • Impact on Timesheet Submission: Until the pre-approval is granted, the employee cannot submit their timesheet for approval, ensuring all overtime is sanctioned before being logged.
    • Logging Actual Overtime: On the day of the scheduled overtime, the employee logs the actual hours worked using the attendance type configured without approval.

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    • Timesheet Submission: At the end of the week, the employee submits their timesheet containing both pre-approved and actual overtime details.

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Bonus Features

  1. Integration with Time Sheet Approval Center:
    • I explored the new features of the Time Sheet Approval Center to enhance visibility and control over overtime entries. This centralizes approvals and provides comprehensive oversight for managers.

 

 

To enrich the user experience and ensure seamless implementation, I incorporated overtime details into key facts displayed within the Time Sheet Approval Center. This allowed for quick reference and streamlined approval processes.

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Conclusion

Navigating the intricacies of overtime management between SAP on-premise and SuccessFactors requires a nuanced approach. By customizing attendance types and leveraging approval workflows, I successfully addressed the client's requirements while adhering to industry best practices and platform capabilities.

For detailed insights and further reference, you can explore the reference documents and community resources provided:

This solution not only met the immediate needs of the client but also set a robust framework for future enhancements and scalability within SAP SuccessFactors.

 

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