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Food and Nutrition Services SAP Overview for HR and Payroll

Food and Nutrition Services SAP Overview for HR and Payroll. Key Terminology. Introduction to Employee Self Service (ESS). Lesson Objectives. At the end of this lesson, participants will be able to: Log in to the BRITE Portal Navigate the ESS main screen

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Food and Nutrition Services SAP Overview for HR and Payroll

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  1. Food and Nutrition Services SAP Overview for HR and Payroll

  2. Key Terminology

  3. Introduction to Employee Self Service (ESS)

  4. Lesson Objectives At the end of this lesson, participants will be able to: • Log in to the BRITE Portal • Navigate the ESS main screen • View and manage your Contact Information and Addresses • Display your Salary Statements • Register for a Course

  5. ESS: Navigating the Portal & ESS User ID: P + leading zeros + personnel number (i.e., P00000639) Initial Password: mmddyyyy (i.e., au271966)

  6. ESS: Navigating the Portal & ESS

  7. ESS: Contact Information – Change Own Data To update your own contact information: • Click Change Own Data • Enter contact information for any or all of the fields to the left • Click Review to verify data entered • Click Save to save the contact information • NOTE:E-mail is an essential field, so ensure you have entered your e-mail address correctly, as e-mail communications will be sent to this address. If you don’t have an e-mail address, please see your site contact.

  8. ESS: Contact Information – Update Address 1 • Click Edit to edit the existing Permanent residence address. Options: • Permanent residence – home address • Temporary residence – address to be used temporarily (for example, summer address) • Emergency contact – name and address to be used in case of emergency

  9. ESS: Contact Information – Update Address • Update address and telephone fields as needed • Choose validity date for change to take effect (either today or as of a specific future date) • Click Review and verify changes on the next screen • Click Save 2 3 4 5 Jump to BRITE

  10. ESS: Payment – View Salary Statement • Select Salary Statement • Click Show Overview to view other pay periods or click Previous or Next Salary Statement buttons as appropriate • View the salary statement • Click Send Print Request • Click Exit Jump to Sim

  11. ESS: Professional Development – Book a Course • Locate the Course you want to book • Click To Registration • Click Book this Course Jump to Sim

  12. Human Resource Actions

  13. Lesson Objectives At the end of this lesson, participants will be able to describe the steps to: • Navigate the HR Action Processor (HRAP) screen • View employee information • Process employee actions

  14. HR Actions: HRAP Navigation Screen 1 3 2 4

  15. HR Actions: Employee iViews

  16. HRAP Initiates HR Process Start Administrator SAP/HRIS Approve Finish Reviews HR Process in MSS Process is Executed HR Actions Process Flow

  17. Actions executed immediately upon approval by Administrator: Additional positions One-time payments Separation of employment Actions executed by the appropriate department upon approval by Administrator: Change in pay Demotion Reassignment Transfer Return from leave Create position Maintain position Sick leave budget HR Actions: Process Execution Jump to BRITE

  18. Time Recording

  19. Key Improvements in Time Administration • Time recording via CATS (Cross Application Time Sheet) • Single point of time entry • Absences and attendances can be entered for a single or multiple employees on the same screen for the entire payroll period • CATS will replace the current ZA71 screen and minimize use of PA61 • Enhancements will allow display of leave balances and validation of secondary positions of employees • Overtime will be system calculated for both primary and secondary positions • Time from external systems (KRONOS & COMPASS) will be interfaced via CATS in SAP • Provides the ability to require District-wide systematic approval of time before it is paid

  20. CAT2: Record Working Times Options for entering time in CAT2: • No Cost Override – time entered will be charged to the standard budget for the employee’s position • Cost Override – time entered will be charged to a different budget than the standard budget for the employee’s position (reclassification) • Secondary Position – time entered for the employee’s secondary position/assignment

  21. CAT2: Record Working Times Record time for employees: 1 2 3 4 Jump to Sim

  22. Cutover Dates

  23. Strategy for Cutover • Shut down current SAP system June 21- June 30, 2008 • Ensure accuracy of data in the new system • Ensure clean data moving from one system to another • Meet with stakeholders • Stakeholders will be involved in determining dates and workarounds • Communicate the Plan • Individual instructions will be designed for each specific role (i.e. payroll person, PAF processor, etc.) identifying action needed to be taken • Apply lessons learned from other School Districts

  24. Strategy for Cutover: Human Resources • ZPAF System shut down Friday, June 6th at 5pm • A ZPAF must have all the approvals by June 6, 2008, at 5 pm in order to allow HRIS to process by Friday, June 20, 2008 • HR Actions can resume on Tuesday, July 1, 2008 using the new SAP system • HRIS will continue processing up to June 20, 2008 and resume on July 1, 2008 • New Hires/Summer Term • Essential new hires will continue to be processed • Teachers will continue to be hired in Summer CAFS & information will be loaded into SAP • Other staffs Additional Position ZPAFs must be created by June 6. A manual process will be implemented June 7 – June 30, 2008 • Summer Training hours will be accepted (possible work around) • Terminations/Resignations/Retirements/Leaves • ZPAFs not accepted after Friday, June 6, 2008 • A manual process will be used from June 7, 2008 – June 30, 2008 • Manual Processes • Critical HR processes will continue from June 7, 2008 – June 30, 2008

  25. Strategy for Cutover: Payroll • Last Day for Time Entry is Friday, June 20, 2008 • Payroll contacts will be required to project time for: • AA Schedule: June 21 – 22, 2008 (2 days) • This will affect staff hired for summer term (teachers, teacher aides, substitute teachers, community schools and centers) • BB Schedule: project time for June 21-30, 2008 (10 days) ( 4 Saturdays or Sundays) • Risk to projecting time • Overpayments • Sick and Vacation time not reported • No Retroactivity in the New SAP System • No transactions can be processed with a date that is prior to: • Employees on BB Payroll = June 23, 2008 • Employees on AA Payroll = June 30, 2008 • Manual processes will need to be completed for actions affecting an employee’s pay prior to the dates listed above.

  26. Training Strategy

  27. Training Strategy: FNS Training Deployment Plan The F&NS Department will receive training in a phased approach. * There will be additional training for Managers mid-September

  28. Training Strategy: Key HR/Payroll Actions

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