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Human Resources Systems Supporty pp

Back to School

August 2009

BRITE brings one business system to Broward SchoolsBRITE brings one business system to Broward Schools

Human Resources Systems SupportTeam

• Manager, Human Resources Systems SupportSusan Rockelman

• Process Analysts:– Business Intelligence (BI)g ( )

Robbin McGillMickey Dillard

– Learning Solutions (LSO)Claudia RangerClaudia Ranger

– Organizational Mananagement (OM)Bill Burbank

– Personnel Administration (PA)Personnel Administration (PA)Linda Clowers

– Personnel Development (PD)Tammy Borden

BRITE brings one business system to Broward Schools

BRITE/Human Resources Systems Support R iReview

1. Employee Self Service & Professional Development

2 J b Cl & P i i2. Job Class & Positions

3. HR Actions

4. Approving HR Actions & Using the Substitute feature

5 R & Pl i R i h HR &5. Reports & Planning – Restructuring the HR & Payroll Tabs


Human Resources Systems Support

Topic 1

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Employee Self Service


ESS resources available on BRITE WebsiteESS resources available on BRITE Website

• ESS Logon Requirements

• ESS List of Resident Experts• ESS List of Resident Experts

• Quick Reference Guides

• Simulations


Employees Maintain their InformationEmployees Maintain their Information

• Who’s Who – SBBC DirectoryWho s Who SBBC Directory

• Change Own Data: Update your Email , classroom/office phone number and room location.

• Addresses: Update home, emergency and temporary addresses.

• Race and Ethnicity Update: All employees ill d d h i R d E h i iwill need to update their Race and Ethnicity


Race and Ethnicity UpdateDeadline to complete August 31 2009Deadline to complete August 31, 2009


Education and Instructional fInformation

• Education and Instructional Information

• View:

• Education

• Certification

• Out‐of‐Field

• Teacher HQ Status for NCLB


Educational & Certification •iViews available on HR Action Processor Manager Self ServiceiViews available on HR Action Processor, Manager Self Service and Employee Self Service.

Education ‐ To update submit official transcript to HRIS.p

Certifications ‐ To update submit Certificate to Certification DeptCertificate to Certification Dept.

NOTE: NB National Board Certificate Contact HRD

Duty Assignment ‐ Populated based on information in TERMS. Highly qualified is populated b d tifi ti d t tbased on certifications and test scores stored in SAP.


Out of field ‐ Populated based on the duty assignment and review of the appropriate Certification.

In‐Service Reports & Course Appraisal R i dReminders

• Review In‐Service Reports for accuracy. Contact course organizers for any course relatedContact course organizers for any course related

discrepancies or questions.Contact BRITE Support if report is not accessible.

C A i l b l d h h ESS• Course Appraisals must be completed through ESS. Appraisal is not complete until the Complete and

Submit button is selected.

Once an appraisal is completed it cannot be editedOnce an appraisal is completed it cannot be edited.

Update email addresses through ESS‐ Contact Information.


Inservice Facilitator RemindersPrincipals must return the Inservice Facilitator Update

Form to HRD by 8/21/09.

Access will be removed for those not continuing in the role.

Access will be granted to new Inservice Facilitators upon completion of training.

Training will be scheduled once need is assessed.

NOTE: District Inservice Facilitator supplement is only allowed if pp y fdelivering professional development. Contact HRD for approval.


Questions?????????



Topic 2

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Job Class & Position Review


Job Classes

A revised (8/5/09) Job Class ( )list can be found on the ERP

websitehttp://www.broward.k12.fl.us/erp/forms/Changes from the previousChanges from the previous list (03/05/09) are indicated with “New” or “Change”

• Examples of New/Changes: Data Processing Clerk (DPC) changed to Information Management Specialist and Paraprofessionals have new names and changes.


• Note: Teacher Job Classes are being reviewed to ensure accuracy. A new list is expected on 8/20/09.

Contract Changes for Paraprofessionals Effective 7/1/091 New title changes1. New title changes:

Former Title New Title

T h Aid Cl A iTeacher Aide Classroom Assistant

Teacher Aide with Highly Qualified Certified Classroom Assistant

Teacher Assistant No change Teacher AssistantTeacher Assistant No change ‐ Teacher Assistant

Teacher Assistant with Highly Qualified Certified Teacher Assistant

2. An increase for paraprofessionals who meet the Highly Qualified requirements• All changes & increases have been completed in SAPR f t J b Cl Li ti f l t li t


• Refer to Job Class Listing for a complete list

Routing for the Position Request FormRouting for the Position Request Form

• The drop down list has been updated to include the new areas.

• You no longer need to select a Special Revenue• You no longer need to select a Special Revenue Processor. Grant, food service, and capital positions now automatically route to the appropriate dept. based on the Fund # entered on the cost distribution


the Fund # entered on the cost distribution.

PRF Reminders• Position Request Form—Change: Click only

once after you enter the position number (clicking a second time after making changes will overwrite your work)

• When creating a temporary position be sure to refer to the job class list to get the correct attributes

• To delimit a position, submit a CAB email to your budgetTo delimit a position, submit a CAB email to your budget position control person. Do not use the PRF Change iForm

• Titles should be in ALL CAPS and usually replicate the Job Class titleClass title

• Be sure to use the correct effective date.• Changing the calendar and/or percentage for an employee is

a two step process:1. Submit a Position Request – Change iForm2. Once position updated, submit a Change in Pay iForm.


• Use PO13D to review the attributes of positions

Questions?????????



Topic 3

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HR Actions


To Do List

• Run Staffing Report to verify Staff changes– Check employee percentage and calendar to ensure accuracy.

– Make sure terminations and separation of employment actions have been executed in the

tsystem.

TIP: Calendar shown on Staffing Report is based onStaffing Report is based on position information. The employee information may be different. The Flex Data


Report will show the employee information.

To Do ListTo Do List• Run Supplement Report

– Review for accuracy

– Academic Games/Competition (8N47‐ 8N97), Nonspecific (8P**), and National Board (8M65) Supplements were delimited as of 06/30/09i i i ili l i l ll d if d li iNOTE: District Inservice Facilitator supplement is only allowed if delivering

professional development. Contact HRD for approval.


Reminders & Tips• System unavailable on Mondays for master data updates.– Do not create/submit iForms

• Fill in ALL fields on the iForm. The exception is the Position Request Form ChangePosition Request Form—Change.– HRIS will withdraw/not process incomplete forms.

• Using PO13D, validate the position number has theUsing PO13D, validate the position number has the correct attributes and has no holder, prior to submitting the HR iForm.

• Validate that the employee is active using PA20 before creating an iForm – exception Return to Work.


Reminders & TipsReminders & Tips• HRAP Processors should not create an iForm for themselves it will errorthemselves, it will error.– The location’s backup HRAP Processor must create the iForm for them.

• Supplements Input amounts in the employee’s per• Supplements: Input amounts in the employee’s per pay amount, not annual amounts. The supplement amounts with the wage type amounts are listed on th BRITE b it d HRAP F & S h d lthe BRITE website, under HRAP > Forms & Schedules.– Do not create any academic games or competitions supplements until instructions are received from Student A i i iActivities.

• Delimit supplements must be completed prior to submitting a transfer iForm.


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Reminders & Tipsd d ff f• Separation and Termination require different forms.

– Separation (Resignation) is to be used when the employee separates their employment (resigns) with SBBC. Complete the Exit Interview sectionsection.

– Termination is used when it is not the employee’s choice.– Use the Reassignment or Transfer iForm if the employee is leaving their

primary position but will remain in their secondary positions.

• One‐Time Payment iForm is to be used only for wage types identified on one‐time payment list and athletic activitiesactivities. – Wage type amounts are listed on the BRITE website, under HRAP >

Forms & Schedules.– Other wage types used to process one‐time payments will cause the

iForm to error.

• Do not use a Reassignment iForm or Transfer iForm for demotions. A Demotion iForm must be used for


demotions.

Academic Games & d

• New guidelines have been implemented for some Competition Coordinators

areas– Review information distributed by Student Activities, Mike Roland

• Create a separate Supplement iForm for Academic Games and Competition Coordinators– Do not include other supplementsDo not include other supplements

• You MUST use location 69535000 in the Organizational Unit field regardless of who is paying f th l tfor the supplement.

• The iForm will be routed to Mike Roland for approval


The iForm will be routed to Mike Roland for approval

Validations for One‐time d l iand Supplement iForms

• No longer allows submission of payment for g p ywithdrawn or inactive employees.

• Remember, you will receive error messages if– Wage type is not entered

• Error Message: “Invalid wage type check format”

O i ti l U it b i t t d– Organizational Unit number is not entered• Error Message: “Correct invalid organization unit”

– Amount is not entered• Error Message: “Amount is not greater than zero”

– Cost Center, Fund, Functional Area are not entered• 3 Error Messages: “Invalid functional area check format” “Invalid fund


• 3 Error Messages: Invalid functional area check format , Invalid fund check format” “At least enter Cost Center or Internal Order”

Personnel Action Status Report

Th P l A i S R l h• The Personnel Action Status Report replaces the ZPAF list and will be available on August 19.

Provides data as of March 9 2009– Provides data as of March 9, 2009

– Any data prior to this date will appear on the report but with missing information.

• An Elluminate session will be held on September 2 at 10:00 a.m. Instructions will be available on the ERP website under Human Resources News.


Personnel Action Status ReportPersonnel Action Status Report

• The T‐code or transaction code is ZHPA_ACTION_STAT

• Also available using Reports & Planning tab


Personnel Action Status Reportp

• Displays a reportDisplays a report showing the status and the current approver.

• If more than one individual has the work item, all names appearnames appear.


National Board Certification

• National Board (NB) certification data is now available in SAPavailable in SAP.

• Use the Certification & License Report to run a report of NB teachers Use “NB” in the Certificate Issuingof NB teachers. Use NB in the Certificate Issuing Authority Field.

Stored on the Certification and Li i i f tLicensing infotype (IT0795)


Out‐of‐field ReportOut of field Report

• Out of field process has been automated.

• Beginning August 2009, locations will review out‐of‐field records using data provided by Certification.

• On September 2, the out‐of‐field records will be populated in SAP and stored on IT 9003.

O S b 3 O f fi ld ill b il bl• On September 3, Out‐of‐field reports will be available using the Reports and Planning Tab.

C tifi ti i di d t il d i f ti t• Certification is sending detailed information to locations and will be conducting Elluminate sessions on August 12 and 13


on August 12 and 13.

Questions?????????



Topic 4

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Approving HR Actions & Substitute


Reviewing HR Action FormsAll h U i l W kli t (UWL) U Th UWL l t dAll users have a Universal Worklist (UWL). Use The UWL located under the Home tab. Do NOT use the UWL located under the users role tab (i.e. Manager Self Service, HR Action Processor, Employee Self Service)Service)

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Click on arrow to make screen widermake screen wider

• Do NOT use a Mac – must use a PC• Always use the Home Tab – Universal Worklist (UWL)


Always use the Home Tab – Universal Worklist (UWL)

Task List ‐ HR Actions Requiring Approval

1

2 Double Click the link to open and approve the item

3

Do not use these buttons


Do not use these buttons

Designate a Substitute

• All principals/administrators should have a substitute to approve HR iForms in their absence.

• The principal/administrator sets up the substitute in SAP.


Designate Substitute11

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3

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Designate Substitute

1

Designate Substitute

2


Questions?????????



Topic 5

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pReports & Planning – Restructuring the

HR & Payroll TabsHR & Payroll Tabs


BRITE REPORTS PORTAL CHANGES

• Effective August 19 the Reports & Planning Tab will have New Role Tab Name• The new naming convention will lessen the number of tabs needed.• More reports available to users.• Transition will be minimal.

b l h d d f ll l b• Possibility that your saved variants and favorite reports will no longer be available.

• What to do NOW? (Review your CAB Conference and the BI News section of the BRITE website) for step by step instructionssection of the BRITE website) for step‐by‐step instructions.• Print pictures of your saved variants•Print your favorite reports

New /updated Variable Entry screens• New /updated Variable Entry screens• standardized field names include Area, Org Unit Type, Title 1, and

Differentiated Accountability Schools.

N R t A il bl


• New Reports Available • Birthday List and Basic Pay

BRITE REPORTS PORTALN T b N A t 19thNew Tab Names – August 19th

LSO•Formerly

LSO SR

HR & Payroll•Formerly

MSS RRLSO – SRLSO – ERLSO – RR

MSS – RRSupport CenterHR Reports – SRP ll C t t SRPayroll Contact ‐ SRHR Action Processor ‐ SR


BRITE REPORTS PORTALN T b N A t 19thNew Tab Names – August 19th

Human Resources DivHuman Resources Div•Formerly

Comp – RR Non Instr Staff – EREEO – RR Non Instr Staff – RREEO RR Non Instr Staff RREmp Relation – RR Pers Rec ‐ RRHR Assoc – RR Prod ControlHRIS – RR Prof Std SRHRIS – RR Prof Std ‐ SRInstr Staff ‐ RR

New Tabs New Location Same Functionality


New Tabs, New Location, Same Functionality

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