1. Objective and Scope

1.1. Objective of this Operation

CATS is the operational process of the time project or recurrent allocation for people in Syensqo legal entities’ ERP system (named PF2).
That consists to describe and declare by operational activities in the ERP, the workload achieved or executed by one GBS resource for a defined period.

1.1.1. WHO can / have to complete the CATS?

All Internal and External resources within the GBS-IS organization (Application, Infrastructure, IST) and some identified resources within GBS DPS linked to Syensqo Legacy entities.

• GBS IS

• Internal Resources - All Internal resources within the Syensqo legacy, and reported in the GBS-IS function. Their payroll cost-centers are some GBS-IS cost centers.
• External Resources - All external consultants under the GBS-IS function responsibility with a contract with Syensqo legacy legal entity and for which cost are allocated to GBS-IS (i.e. GBS-IS cost center).

• GBS DPS 

• • People dedicated structurally to projects 

  • People dedicated more than 30 % of their time to project & replaced by temporary resource 

It is strictly forbidden for outside GBS people to use GBS structure.

1.2. Scope

The scope of CATS creation/maintenance for GBS IS is for all legal entities in PF2.

2. Definitions

See Finance - Glossary

3. Tasks description

3.1. I receive CATS (Cross-application Timesheet) user request from the controllers

The controller in charge has to alert the SUMAC team and has to give all the information to manage CATS’ user when:

• The person is a new comer, you have to activate his personnel number
• The person has left GBS, you have to deactivate his/her personnel number
• The person has been working previously for GBS and has been  deactivated, you have to change his/her situation

Information is provided and fulfilled in the Google documents according to the perimeter in charge.

• IS APPLICATION
• IS INFRASTRUCTURE
• NON IS

3.1.1. I create external users, if applicable

When the controller requests the creation of external users, usually they don't provide the personnel number.

Exception: When the personnel number is linked to a WP2 cost center. In this cases it is needed also to create an external personnel number.

External personnel numbers must have 8 digits and start with 9*******.

• How to know what is the next external number available?
  - Take as reference the last external personnel number created in Time Allocation google sheet. For example, if the last personnel number created was 99600815, we will create the 99600816.

1. Run “PA40” SAP transaction : personnel Action

   This transaction gives access to active, disable and manage personnel number, complete the personnel area determining the Planned Working time.

   
   

    

2. Fill the personnel number and the date of activation (Note: guarantee that there is no name already assigned to it)

   The date of activation is given by the controller in the request.

   

3. Fill the Personnel Action and Organization assignment fields

   
   - Reason for Action: A9 Others
   

   - Position: 99999999 (always)

   - Personnel area: depending on the cost center for allocation, the personnel are should be different. For example, if the cost center for allocation is linked to Belgium, the personnel area should be "0039 - SCH-BE   /BRUXELLES NOH". If the cost center for allocation is linked to Portugal, the personnel are should be "2757 GBS-PT /CARNAXIDE". This selection has impact on the calendar that will be used to register the hours.

   - Employee group: 9 External Person (always)
   - Employee subgroup: "/" - Irrelevant (always)
   - Save your entries 
   - An error message will show up. Click on the "glasses".
   

   
   - Second message, click on the green validation button
   

   - A new page will appear "Create Organizational Assignment" - click on 

   
4. Create Personal Data - Fill the formal address; Last and First name and nationality (not relevant but is mandatory) and save 
   
   - An error message will show up. Click on the "glasses".
   
   - Second message, click on the green validation button and the user is created.
   
   
   You may validate the creation by inserting the personnel number and pressing enter. The system will show the personnel name, group and area as the following example:
   
5. Indicate the personnel number created in the Time allocation google sheet.

3.1.2. I parameterize internal and external users

1. Run “PA30” SAP transaction : Maintain HR Master DATA

   This transaction gives access to complete/change the time sheet parameters: Sender cost center, Activity time and plant.

2. Fill the following fields and after click on  to create

   - Personnel number

   - Period of assignment (the start date must be indicated by the controller and the end date always 31.12.9999)
   - Infotype 315 - Time Sheet Defaults

   
3. Provide the sender cost center (allocation) and activity type indicated in the Time allocation google sheet request and save the entries.
   
4. After saving the entries, the system will return to the initial page. It is now needed to change the infotype 7 to set the Planned working time:
   
5. It is needed to fill the Work Schedule rule. If the employee is in Belgium, you must select IBE1. If the employee is in Portugal, the work schedule rule must be IPT1, and so on for each Country.
   This is determined by the personnel area defined by HR or in PA40, if it is an external employee. 
6. Save your entries.
7. Check in transaction CAT2 if the planed work hours are not zero:
   - Enter the data entry profile SIS-PMS and press enter. It will appear the following panel:

- Click on the pencil figure to open the time sheet and if everything is well set up, the planned hours will appear. If the planned hours show up as "0", you need to verify in transaction PA30 if the infotype 7 is well filled.

3.2. I deactivate a CATS user

The request to close/deactivate a CATS user must always come from the controller in the Time allocation google sheet with the indication of the separation date. 

1. Run transaction PA40 and insert the personnel number and the separation date, and select the option "Separation".
   
2. The following table will appear. Click on the save button.

3. Another table will appear. Save again. (twice)

4. Manage time sheet defaults parameters in transaction PA30

- Select the infotype 315 and click on the pencil figure:

- Modify the end date according to what was indicated by the controller and save the entries

- Select the infotype 7 and click on the pencil to edit.

- Change the end date as requested.

5. Ensure in transaction CAT2 that the user is not able to post hours anymore (if the time sheet is now without planned working hours = 0)

3.3. I reactivate a CATS user that comes back

- Run transaction PA40 and insert the personnel number and the reentry date, and select the option "Reentry as active". execute (F8) and save.

- In transaction PA30 repeat the steps described on point 3.1.2.

3.4. I update the status of the request in Time allocation google sheet

Once the user is parametrized in the system, it is necessary to indicate in the Time allocation google sheet that the request is "Done" and if requested by the controller, send an email to the employee or employee manager indicating that the CATS user has been set in SAP PF2 System and provide the GBS CATS Users Procedure.

Example of email: