A daily work schedule class in SAP HR is a configuration object that defines the start time, end time, and break rules for a single working day. It is the building block of a weekly work schedule, which in turn forms the basis for time evaluation, payroll, and attendance tracking.
Background and Purpose
SAP Human Resources (now part of SAP SuccessFactors) uses work schedules to model the working time of employees. The daily work schedule class (feature DWS) is the smallest unit in this hierarchy. It tells the system exactly when an employee is expected to be at work on a given day, including any paid or unpaid breaks.
Without a properly configured daily work schedule, SAP cannot calculate overtime, absence quotas, or pay. It is essential for organizations that track time or pay based on attendance.
How Daily Work Schedule Classes Work
In SAP, a daily work schedule is assigned to a day of the week within a weekly work schedule. The weekly schedule is then assigned to an employee via a work schedule rule. The daily work schedule class contains the following key fields:
- Start time – when the working day begins (e.g., 09:00)
- End time – when the working day ends (e.g., 17:00)
- Break rules – defined via break schedules that specify when breaks occur and whether they are paid or unpaid
- Daily work schedule variants – allow different break rules for the same start/end times (e.g., one for summer, one for winter)
For example, a standard Monday-to-Friday schedule might have a daily work schedule with start 08:30, end 17:00, and a 30-minute unpaid lunch break. The system calculates the planned working time as 8 hours.
How to Create and Configure
Configuration is done in Customizing (Transaction PT_DWS or via IMG path: Time Management → Work Schedules → Daily Work Schedules). The steps are:
- Define the daily work schedule class (e.g., DWS1 for standard day).
- Set start and end times.
- Create a break schedule (if needed) and assign it to the daily work schedule.
- Assign the daily work schedule to the appropriate day of the week in a weekly work schedule.
- Activate the weekly work schedule and assign it to employees via a work schedule rule.
You can also create variants of a daily work schedule to handle different break patterns without changing the start/end times.
Choosing the Right Daily Work Schedule Class
When setting up daily work schedules, consider the following factors:
- Employee group – shift workers vs. office staff may need different schedules.
- Legal requirements – some countries mandate minimum break durations.
- Overtime rules – the daily schedule determines the threshold for overtime.
- Holiday handling – a special daily work schedule may be used for holidays (e.g., zero working hours).
It is common to create separate daily work schedules for Monday, Tuesday, etc., if the working hours vary by day. For example, a store might have shorter hours on Saturday.
Common Problems and Troubleshooting
One frequent issue is that the daily work schedule is not assigned to the correct day, causing the system to treat that day as a non-working day. Another issue is incorrect break rules, leading to wrong paid hours. Also, if the daily work schedule is not active (validity period), time evaluation will fail.
To debug, use transaction PT60 to run time evaluation and check the time evaluation log. Also, transaction PA61 can be used to view the employee’s work schedule assignments.
Comparison with Other Time Management Objects
Daily work schedules are often confused with weekly work schedules and work schedule rules. The hierarchy is:
- Daily work schedule – defines a single day’s working time.
- Weekly work schedule – groups seven daily schedules (one per day).
- Work schedule rule – assigns a weekly schedule to an employee, with validity periods.
There is also the concept of a “daily work schedule class” vs. a “daily work schedule” – in SAP, the class is the template, and the actual schedule is the instance with a validity period. In practice, the terms are often used interchangeably.
Cost and Implementation Considerations
Implementing daily work schedules is part of SAP HR configuration, which is typically done by an SAP consultant. The cost is part of the overall implementation or maintenance contract. It is not a separate license cost. However, incorrect configuration can lead to payroll errors, which are costly to fix. It is advisable to test thoroughly with sample employees before going live.
Template for Daily Work Schedule Configuration
| Field | Value |
|---|---|
| Daily Work Schedule Class | DWS1 |
| Start Time | 09:00 |
| End Time | 17:00 |
| Break Schedule | BRK1 (30 min unpaid) |
| Variant | Standard |
Sample (fictional): For employee John Doe (ID 1001), daily work schedule DWS1 is assigned to Monday through Friday, with start 09:00, end 17:00, and a 30-minute unpaid lunch break.
Frequently Asked Questions
What is the difference between a daily work schedule and a weekly work schedule?
A daily work schedule defines a single day’s working hours and breaks. A weekly work schedule is a collection of seven daily work schedules, one for each day of the week. The weekly schedule is what gets assigned to an employee.
How do I assign a daily work schedule to an employee?
You do not assign a daily work schedule directly to an employee. Instead, you create a weekly work schedule that includes the daily schedule for each day, then assign that weekly schedule to the employee via a work schedule rule (transaction PA61).
Can I have different daily work schedules for different weeks?
Yes, you can create multiple weekly work schedules and assign them to an employee with different validity periods. For example, a rotating shift pattern might use a 2-week cycle.
What happens if no daily work schedule is defined for a day?
If a day has no daily work schedule, SAP treats it as a non-working day. This is often used for weekends and holidays. However, if an employee works on that day, it will be considered overtime or unscheduled work, depending on your configuration.
How do breaks affect the daily work schedule?
Breaks are defined in a separate break schedule and linked to the daily work schedule. Unpaid breaks reduce the paid working time, while paid breaks do not. This affects overtime calculations and payroll.