instructional staffing super user training june 16, 2008
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Instructional Staffing Super User Training
June 16, 2008
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Staffing OverviewStaffing Overview
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Sign-on Terminology What’s Changing What’s not Changing Personal Data Infotypes
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Accessing SAPAccessing SAP
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SAP ECCWhat 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
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SAP BRITE Website www.broward.k12.fl.us/erpwww.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:
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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
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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 internetReportsReports
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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.
Super Users Options
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SAP Access via the BRITE Portal
Select the SAP Access tab
Then click the ECC Production link, which will
open SAP in a new window.
Then click the Windows Gui link.
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Terminology & What’s ChangingTerminology & What’s Changing
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Key Terminology
Portal A site that functions as a point of access to information on the web. Examples of a portal include Yahoo, Google, etc. SAP will be accessed through the BRITE portal.
Interactive Form An electronic form within SAP used to create/change Personnel Master Data. Becomes part of employee’s record. (Adobe Acrobat Reader software required.)
Human Resource Administrative Services (HRAS)
HRAS is a functionality that allows a user to create and execute HR actions, manage their work, and view employee data.
Human Resource Action Processor
HRAP is a role that replaces the PAF processor. This role will use the HRAS functionality to create HR Actions, Position Request and view data.
Manager Self Service (MSS)
Workplace for administrators to approve HR actions created/changed by the HR Actions Processor.
Employee iView Snapshot of specific pieces of employee information on the BRITE Portal.
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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
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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
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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
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Personal Data InfotypesPersonal Data Infotypes
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Personnel Data Infotypes0001 Organizational Assignment
0002 Personal Data
0006 Addresses
0016 Contract Elements
0019 Monitoring of Tasks
0021 Family/Related Person
0022 Education and Training
0024 Qualifications
0025 Appraisal
0028 SBBC Security and Exams
0033 SBBC Experience Years
0034 Corporate Function (New!)
0040 Objects on Loan (New!)
0041 Date Specifications
0077 Additional Personal Data
0105 Communication
0302 Additional Actions
0554 Hourly Rate per Assignment
0795 Certification (New!)
0796 Duty Assignment (New!)
9001 Inservice (New Look!)
9003 Out-of-field (New Look & Functionality! )
901090119020
Board AgendaReappointment (New!)Exit Interview (New!)
9023 Previous Employers – Work Exp Credit (New Functionality!)
NOTE: Links work in Slide Show view (F5)
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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.
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PA20: Display HR Master DataType the employee’s personnel number and click Enter on your keyboard.
1
Click the appropriate tab to display infotypes for that functional area.
2
Click the selection button to the left of the infotype.
4Select the period if appropriate or click All (not all infotypes will require period selection).
3
5 6
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PA20: Display HR Master Data - Alternative
5
Type the employee’s personnel number and click Enter on your keyboard.
1
Select the period if appropriate or click All (not all infotypes will require period selection).
2
4 5
Simply type the infotype number in the Infotype field.
3
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Infotype 0001: Organizational Assignment
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Infotype 0002: Personal Data
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Infotype 0006: Addresses
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Infotype 0016: Contract Elements
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Infotype 0019: Monitoring of Tasks
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Infotype 0022: Education and Training
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Infotype 0024: Qualifications
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Infotype 0033: SBBC Experience Years
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Infotype 0034: Corporate Function (New!)
Codes:
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Infotype 0040: Objects on Loan (New!)
This Infotype generates a property pass:
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Infotype 0041: Date Specifications
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Infotype 0077: Additional Personal Data
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Infotype 0105: Communication
NOTE: Add 0010 to the Subtype (Sty) field to view email:
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Infotype 0302: Additional Actions
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Infotype 0554: Hourly Rate per Assignment
New! Now you can view the org unit number and name.
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Infotype 795: Certification Overview (New!)
1.
2.
3.
4.
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Infotype 795: Certification Individual Certificate (New!)
1.
2.4. 5.3.
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Display: Duty Assignment Infotype in SAP 6.0Infotype 796 (New!)
1.
2.
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Display: Out of Field Infotype in SAP 6.0Infotype 9003 (New Functionality!)
1.
2.
3.
1
2
3
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Infotype 9020: Exit Interview (New!)
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Infotype 9023: Other/Previous Employers (New Functionality!)
Return to ListReturn to List
1
2
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Knowledge Check
Which transaction should I use if I want to display data?
A. PA20
B. PA30
C. LSO5
D. DATA1
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Questions?
Employee Self Service (ESS)Employee Self Service (ESS)
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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
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Employee Self Service (ESS)
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Separation of Employment: Initiated through ESS
Start
Employee
Submits Resignation through ESS
HRAP
Receives and Completes
Termination Process
Approve
SAP
Termination is Processed
in Background
Finish
Administrator
Reviews Termination
in MSS
Coming Soon
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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.
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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)
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Questions?
Process OverviewsProcess Overviews
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HR Actions Forms that Staffing will Execute
Start
HRAP
Initiates HR Process
Administrator
Reviews HR Process in
MSS
Approve
SAP/Staffing
Process is Executed
Finish
Terminations Additional Position (Inst Staffing) Working While on Leave (Inst Staffing)
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HR Actions
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Interactive Form: Example
1
2
3
4
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Personnel Actions: Additional Positions
5
6
7
8
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Manager Self ServiceManager Self Service
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Manager Self Service (MSS)
Options Available UWL replacing SAP In - Box
Sample iViews
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Manager Self-Service – Approve HR ActionsManager Self-Service – Approve HR Actions
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22
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Manager Self-Service – Approve HR ActionsManager Self-Service – Approve HR Actions
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Knowledge Check
Which HR Action will the Staffing departments execute?
A. Separation of Employment
B. Supplements
C. Termination
D. One Time Payment
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Questions?
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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)
Overview Summary
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Part TwoPart TwoAction & Transaction ProcessingAction & Transaction Processing
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Human Resources Human Resources Administrative ServicesAdministrative Services
(HRAS)(HRAS)& &
Navigating the UWLNavigating the UWL
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HR Action Processor Navigation Screen
1
2 3
4
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Navigating the Universal Worklist – Tasks
1
2
3
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Navigating the Universal Worklist - Notifications
4
5
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Navigating the Worklist – Tracking
6
7
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Interactive Forms: Search Processes
1
2
3
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Interactive Forms: Search Processes
4
5
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Knowledge Check
Which tab in the Universal Worklist (UWL)
shows items requiring your attention?
A. Tasks
B. Alerts
C. Notifications
D. Tracking
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Employee iViewsEmployee iViews
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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
Lesson Objectives
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Employee iViews: Overview
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Employee iViews: Employee Search
1 2
34
5
6
7
8
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Employee iViews: General Data
1
3
2
4
5
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Employee iViews:
1
2
1
2
Objects on LoanObjects on Loan Personal DataPersonal Data
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Employee iViews:
11
Date Specifications Monitoring of Tasks
1
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Employee iViews: Absence Days
2 3
1
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Employee iViews: Education
Employee iViews: Certifications
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Employee iViews: Duty Assignment
Employee iViews: Out of Field
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Employee iViews: Salary Data
1
Salary Data Salary Wage Types
1
2
Planned Working Time
1
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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
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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
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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
Lesson Summary
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Knowledge Check
To perform a basic employee search, which of the following values may be entered?
A. Last name
B. First name
C. Personnel number
D. Any of the above
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Questions?
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Navigating the formsNavigating the forms
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Adobe Interactive Forms: Navigation
1
2
3
45
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Adobe Interactive Forms: Navigation
2
3
4
1
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Actions Processing – Actions Processing – TerminationsTerminations
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Termination Types
Termination
Executed by the Staffing Departments
Employee is terminated due to
disciplinary action, performance,
abandonment of position, etc.
Separation of Employment
Initiated through ESS
(COMING SOON!)
Employee submits voluntary
resignation through ESS
Separation of Employment
Executed by the HR Action Processor
Employee submits voluntary
resignation letter to HR Action Processor
at location
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Termination: Involuntary
Start
HRAP
Initiates Termination
Process
Administrator
Reviews Termination
in MSS
Approve
Staffing
Processes Termination
in Background
Finish
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Termination: Initiated by HRAP
1
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Termination: Executed by Staffing
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Termination: Executed by Staffing
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Exercise: Employee iViews
Access your UWL to process a termination for
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Questions?
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Additional PositionsAdditional Positions
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Personnel Actions: Additional Positions
Start
HRAP
Initiates Additional Position Process
Administrator
Reviews Additional Position in
MSS
Approve Finish
Location or Staffing/HRIS
Additional Position
Processed in SAP
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Personnel Actions: Additional Position
1
2
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Personnel Actions: Additional Position
4
3
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Personnel Actions: Additional Position Execution
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Personnel Actions: Additional Position Execution
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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
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Working While on LeaveWorking While on Leave
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Personnel Actions: Working While on Leave
Start
HRAP
Initiates Working While
on Leave Process
Administrator
Reviews Working While
on Leave Request in
MSS
Approve
HRIS or Staffing
Processes Working While
on Leave Request in
SAP
Finish
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Personnel Actions: Working While on Leave
1
3
2
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Personnel Actions: Working While on Leave
4
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Personnel Actions: Working While on Leave Execution
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Personnel Actions: Working While on Leave
6
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Board AgendaBoard Agenda
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ZHPA_BOARDAGENDA: Print Board Agenda
Start
Board Agenda infotype created
based on action
Finish
Run report to id employees needing Board Approval and update infoype w/
board date (ZBOARD)
Maintain SAP IT9010, if needed
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Board Agenda List
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Sub-Central Printing Sub-Central Printing Broward CertificatesBroward Certificates
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Manually Create or Update: Certifications Infotype Infotype 795
1.
2.3.
6.5.4.
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Print Broward CertificatesTransaction ZHTE_ZCER
1.
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Print Broward Certificates (continued)Transaction ZHTE_ZCER
2.
3.
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Display Qualifications Record in SAP 6.0Infotype 0024
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Certification Report Left Side of Report
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Certification Report Right Side of Report
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Reappointment OverviewReappointment Overview
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Reappointment Overview
Finish
Runs Program and Notifies
Staffing Depts
HRIS
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
No
n-I
nst
ruct
ion
al
Sta
ffin
gIn
stru
ctio
nal
S
taff
ing
Receives notification
Download info to
database (Inst DB)
Locations approve and send
notification process is completed
SchoolsStart
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ZHPR_REAPPRI?: Reappointment Letters
Info of next slides from Func specs
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Reappointment Header Data
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TRANS?: Non-Instructional Report
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HR Reporting and HR Reporting and Business Intelligence (BI)Business Intelligence (BI)
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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
Lesson Objectives
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Key Terminology
Business Intelligence (BI)
Repository of SAP information for the purpose of reporting.
Enterprise Central Component (ECC)
The transactional processing system of the SAP client which runs beside the BI client and is used to process the day-to-day transactions, such as time entry and payroll processing.
Portal A point of access through a website to the SAP system. Users will access both ECC and BI through Reports tab on the BRITE portal.
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Reporting: SAP 6.0 (ECC) vs. BI
Generate Reports
Nightly Updates
BI (read only
data)
BI (read only
data)
Enter Data
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
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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
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Navigation: Select the Reports Subfolder
23
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Navigation: Subfolder Examples
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Navigation: Select the Report
4
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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
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Navigation: Select Report Filter Criterion
5
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Navigation: Using Matchcode for Variant Selection
6
7
8
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Navigation: Save Variant Selection/Report Criteria
9
12 10
11
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Navigation: Retrieving Variant Selection/Report Criteria
13
14
15
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Display: Report Results
41
2
3
5
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Display: Sorting Data
12
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Display: Add or Replace Field for Viewing
4
1
5
2
3
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Display: Changing Layout
Note the changes to the Row selection:
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Display: Additional Fields
1
2
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Output Options: Printing and Exporting
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Favorites: Save as a Favorite
To save the layout for the report:
1
23
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Favorites: Retrieving a Favorite
1
2
3
4
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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
Lesson Summary
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Knowledge Check
When executing a report in BI, you can: Move rows Add free characteristics Export to Excel All of the above
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Questions?
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