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Instructional Staffing Super User Training June 16, 2008. Staffing Overview. Sign-on Terminology What’s Changing What’s not Changing Personal Data Infotypes. Accessing SAP. SAP ECC. What is SAP?

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Instructional Staffing Super User Training June 16, 2008


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Presentation Transcript
slide3
Sign-on
  • Terminology
  • What’s Changing
  • What’s not Changing
  • Personal Data Infotypes
sap ecc
SAP ECC

What is SAP?

SAP – (Systems, Applications and Processes in Data Processing) is an integrated system that supports all business and accounting practices of SBBC.

Why are we using SAP?

  • One business system
  • Reporting of real-time data
  • Increased security

Currently, Broward uses SAP 4.6 b and is implementing SAP/ECC 6.0

slide6

SAP BRITE Website

www.broward.k12.fl.us/erp

  • For end users, SAP will now be accessed through the web.
  • For super users, SAP can be accessed through the web
  • On Windows-based computers, you will access SAP in Internet Explorer.
  • On Mac-based computers, you will access SAP in Firefox.
  • There will be a button to access SAP on the ERP Department web page:
logging into the brite portal
Logging into the BRITE Portal
  • User Login ID
  • Entry format = P00012345
  • Letter “P” plus 8 digits
  • Personnel Number 00012345
  • If personnel number is less than
  • 8 digits (i.e. 12345) , then leading zero(s) should be added to it
  • Password (first time users only)
  • Entry format= ja021956
  • mm = first 2 letters of birth month (ja)
  • dd = 2-digit birth day (02)
  • yyyy = 4-digit year of birth (1956)
  • Case sensitive, so make sure the month letters are lowercase
brite portal screen
BRITE Portal Screen
  • The BRITE Portals provide you access to the SAP systems
  • The tabs in the Portals will be customized for each user
    • The customization is based on the user’s role
    • All users will have access to the Home and Employee Self Service (ESS) tabs
  • SAP Access and Reports will only be available from the intranet
  • Employee Self Service (ESS), HR Action Processor (HRAP) & Manager Self Service (MSS) will be available from the internet

Reports

super users options
Super Users Options

SAP through the portal using the windows GUI.

Limited staff in HRIS and Staffing will use the HR Action Processor tab to execute the HR Actions that have been approved by the manager.

sap access via the brite portal
SAP Access via the BRITE Portal

Select the SAP Access tab

Then click the Windows Gui link.

Then click the ECC Production link, which will open SAP in a new window.

what is changing
What is Changing
  • Enterprise Structure
  • New Infotypes
    • 9023 Work Exp Credit, 795 Certification, 796 Duty Assign, 9003 Out-of-field, 9020 Exit Interview, 9011 Reappointment
  • Exit Interview Data
    • Being captured on the resignation form (IT9020)
  • Automating Out of field Determination
  • Reappointment Process
  • Location and Staffing will Execute Actions
    • Staffing Departments
      • Additional Positions (Instructional Staffing)
      • Terminations
what is changing1
What is Changing
  • Using the Board Agenda (9010) to Create Board List
    • Staffing departments can execute
  • Online Creation and Maintenance for Positions
    • Instructional no longer use DOV
  • HR Administrative Services Functionality
  • Manager Self Service (MSS) Functionality
  • Work flow
  • Employee Self Service (ESS)
    • New look, easier navigation, more functionality
  • Reports
what is not changing
What is Not Changing
  • CAFS will continue to be used
    • Applicants
    • Transfers (location attaches 3 approvals to action)
    • Summer School
  • Declaration of Vacancy/Requisitions
    • Instructional continue to use DOV
    • Noninstructional submit hard copy
  • Hiring
    • Instructional continue to use DOV
    • Noninstructional fax preclearance
  • Leaves, Retirements, FMLA, Disability
personnel data infotypes
Personnel Data Infotypes

NOTE: Links work in Slide Show view (F5)

pa20 display hr master data
PA20: Display HR Master Data
  • PA20 is the simplest way to display information on an employee.
  • Information is stored within various Infotypes.
  • IMPORTANT: If you have access to PA20 and PA30 it is critical to remember to display information only in PA20. If you use PA30 you will lock the employee record so that others cannot make changes.
pa20 display hr master data1
PA20: Display HR Master Data

1

Type the employee’s personnel number and click Enter on your keyboard.

2

Click the appropriate tab to display infotypes for that functional area.

5

6

3

4

Click the selection button to the left of the infotype.

Select the period if appropriate or click All (not all infotypes will require period selection).

pa20 display hr master data alternative
PA20: Display HR Master Data - Alternative

1

Type the employee’s personnel number and click Enter on your keyboard.

4

5

5

2

Select the period if appropriate or click All (not all infotypes will require period selection).

3

Simply type the infotype number in the Infotype field.

infotype 0040 objects on loan new
Infotype 0040: Objects on Loan (New!)

This Infotype generates a property pass:

infotype 0105 communication
Infotype 0105: Communication

NOTE: Add 0010 to the Subtype (Sty) field to view email:

infotype 0554 hourly rate per assignment
Infotype 0554: Hourly Rate per Assignment

New! Now you can view the org unit number and name.

knowledge check
Knowledge Check

Which transaction should I use if I want to display data?

  • PA20
  • PA30
  • LSO5
  • DATA1
ess resident experts
ESS Resident Experts

Utilizing ESS Resident Experts is part of the ESS Deployment Strategy

  • ESS “resident experts” will form a cadre of knowledgeable individuals who will be able to assist their staff with using ESS to conduct the following actions:
    • Professional Development
    • Benefit Assignments
    • Time Absence Requests
separation of employment initiated through ess

Employee

Submits Resignation through ESS

Start

HRAP

Administrator

SAP

Approve

Receives and Completes Termination Process

Reviews Termination in MSS

Termination is Processed in Background

Finish

Separation of Employment: Initiated through ESS

Coming Soon

employee self service draft
Employee Self Service – DRAFT!
  • The employee will submit his/her resignation online.
  • He/she will update personal information via the Exit Interview.
  • The Separation of Employment form will then go to the HRAP for processing.

NOTE: This is a sample and should be considered draft only. You will be notified by your location when this process is available online. You may still submit your resignation through the current procedures.

demonstration ess
Demonstration: ESS

Let’s play with ESS

  • Contact Information
  • Career and Job
    • Education
    • Certification
    • Out-of-field
    • Duty Assignment
  • Life & Work Events
    • Onboarding (Coming Soon)
    • Submit Resignation (Coming Soon)
hr actions forms that staffing will execute

HRAP

Initiates HR Process

Start

Administrator

SAP/Staffing

Approve

Finish

Reviews HR Process in MSS

Process is Executed

HR Actions Forms that Staffing will Execute
  • Terminations
  • Additional Position (Inst Staffing)
  • Working While on Leave (Inst Staffing)
manager self service mss
Manager Self Service (MSS)

Options Available

UWL replacing SAP In - Box

Sample iViews

knowledge check1
Knowledge Check

Which HR Action will the Staffing departments execute?

  • Separation of Employment
  • Supplements
  • Termination
  • One Time Payment
overview summary
Overview Summary

Congratulations! You should now be able to:

  • Sign on to SAP
  • Understand what is changing
  • Display employee information using PA20
  • Review Employee Self Service (ESS)
  • Understand HR Actions & Process affecting your department
  • Understand Manager Self Service (MSS)
slide63

Part Two

Action & Transaction Processing

slide64

Human Resources

Administrative Services

(HRAS)

&

Navigating the UWL

knowledge check2
Knowledge Check

Which tab in the Universal Worklist (UWL)

shows items requiring your attention?

  • Tasks
  • Alerts
  • Notifications
  • Tracking
lesson objectives
Lesson Objectives

At the end of this lesson, participants will be able to:

  • Perform a basic search for employees
  • Use the advanced search functionality to search for employees
  • Display employee information using iViews
employee iviews
Employee iViews:

Objects on Loan

Personal Data

1

1

2

2

employee iviews1
Employee iViews:

Date Specifications

Monitoring of Tasks

1

1

employee iviews education
Employee iViews: Education

Employee iViews: Certifications

employee iviews duty assignment
Employee iViews: Duty Assignment

Employee iViews: Out of Field

employee iviews salary data
Employee iViews: Salary Data

Salary Wage Types

Salary Data

1

1

2

Planned Working Time

1

demonstration employee iviews
Demonstration: Employee iViews

Let’s view the employee information for Consuela Stone. Specifically, let’s look at the following iViews on the HR Action Processor tab:

  • General Data
  • Organizational Assignments
  • Personal Data
  • Education
  • Certifications
  • Wage Types
exercise employee iviews
Exercise: Employee iViews

You need to verify certain information for ___________ From the HR Action Processor tab, enter the personnel number and review the following:

  • General Data
  • Organizational Assignments
  • Personal Data
lesson summary
Lesson Summary

Congratulations! You should now be able to:

  • Perform a basic search for employees
  • Use the advanced search functionality to search for employees
  • Display employee information using iViews
knowledge check3
Knowledge Check

To perform a basic employee search, which of the following values may be entered?

  • Last name
  • First name
  • Personnel number
  • Any of the above
termination types
Termination Types

Separation of EmploymentInitiated through ESS (COMING SOON!)

Separation of EmploymentExecuted by the HR Action Processor

TerminationExecuted by the Staffing Departments

Employee submits voluntary resignation through ESS

Employee submits voluntary resignation letter to HR Action Processor at location

Employee is terminated due to disciplinary action, performance, abandonment of position, etc.

termination involuntary

HRAP

Initiates Termination Process

Start

Administrator

Staffing

Approve

Finish

Reviews Termination in MSS

Processes Termination in Background

Termination: Involuntary
exercise employee iviews1
Exercise: Employee iViews

Access your UWL to process a termination for

personnel actions additional positions1

HRAP

Initiates Additional Position Process

Start

Administrator

Location or Staffing/HRIS

Approve

Finish

Reviews Additional Position in MSS

Additional Position Processed in SAP

Personnel Actions: Additional Positions
demo exercise additional position
Demo & Exercise: Additional Position

Let’s process an Additional Position for __________:

  • Access your UWL and select the process
  • Open the form
  • Scroll to the rate amount and enter in appropriate amount
  • List any applicable comments
  • Send
personnel actions working while on leave

HRAP

Initiates Working While on Leave Process

Start

Administrator

HRIS or Staffing

Approve

Reviews Working While on Leave Request in MSS

Processes Working While on Leave Request in SAP

Finish

Personnel Actions: Working While on Leave
zhpa boardagenda print board agenda
ZHPA_BOARDAGENDA: Print Board Agenda

Board Agenda infotype created based on action

Run report to id employees needing Board Approval and update infoype w/ board date (ZBOARD)

Maintain SAP IT9010, if needed

Start

Finish

slide115

Sub-Central Printing

Broward Certificates

reappointment overview

HRIS

Schools

Locations approve and send notification process is completed

Runs Program and Notifies Staffing Depts

Reappointment Overview

Start

Receives notification

Notify locations to run Non-Instr Staffing Report (ZNSTS)

Generate Board Report for appr by HR Assoc and School Bd

Board Approval

Non-Instr Staffing generates reappt letters

Non-Instr Staffing sends out reappt letters

Non-Instructional Staffing

Receives notification

Download info to database (Inst DB)

Instructional Staffing

Finish

zhpr reappri reappointment letters
ZHPR_REAPPRI?: Reappointment Letters

Info of next slides from Func specs

lesson objectives1
Lesson Objectives

At the end of this lesson, participants will be able to:

  • Distinguish between ECC and BI reports
  • Navigate reporting via the BRITE Portal
  • Execute the Flexible Employee Data report
  • Distinguish printing and exporting options
  • Establish Favorites
reporting sap 6 0 ecc vs bi
Reporting: SAP 6.0 (ECC) vs. BI

BI

(read onlydata)

SAP ECC

  • SAP 6.0 can be used for simple look-ups of real-time data
  • Data can be exported into Excel
  • Easier access to data requires less printing of reports

Business Intelligence (BI)

  • BI’s reporting features offer more flexibility in queries and formatting than SAP transactions
  • Pre-defined Excel formats help simplify reporting
  • Actual data is extracted from SAP into BI nightly, so data is considered near real-time

Generate Reports

Enter Data

Nightly Updates

navigation select the reports tab
Navigation: Select the Reports Tab

Navigate to both ECC (real-time) reports and BI (near real-time) reports via the Reports tab in the BRITE Portal.

1

reports sap ecc v bi
Reports: SAP/ECC v. BI

SAP report can be accessed via Report Tab or enter transaction while in SAP Access

BI Report – Accessed via the Report Tab

display changing layout
Display: Changing Layout

Note the changes to the Row selection:

favorites save as a favorite
Favorites: Save as a Favorite

To save the layout for the report:

1

2

3

lesson summary1
Lesson Summary

Congratulations! You should now be able to:

  • Distinguish between ECC and BI reports
  • Navigate reporting via the BRITE Portal
  • Execute the Flexible Employee Data report
  • Distinguish printing and exporting options
  • Establish Favorites
knowledge check4
Knowledge Check

When executing a report in BI, you can:

  • Move rows
  • Add free characteristics
  • Export to Excel
  • All of the above