personnel records super user. 2 objectives understand the changes the new sap ecc 6.0 system will...

Personnel Records Super UserPersonnel Records Super User

2Personnel Records Super User

Objectives

Understand the changes the new SAP ECC 6.0 system will bring.

Understand changes in the new processes. Understand the new BI reporting system.


Agenda

Lesson Time

One: SAP Terminology

Two: HR Master Data

Three: All Days Paid

Four: Reporting


Key Terminology

Manager Self Service (MSS)

Workplace for administrators to approve absence requests for vacation and sick personal time, time entries, and personnel actions.

Employee Self Service (ESS)

Workplace for employees to view personal information, request changes, and submit absence requests for vacation and sick personal reasons to manager for approval.

Business Intelligence (BI)

Repository of SAP information for the purpose of reporting.

Salaried Employee Contracted salaried employee with a work schedule rule assigned. Example – Teacher, Principal, Office Manager

Hourly Employee w/Work Schedule

Contracted hourly employee with a work schedule rule assigned. Example – Custodian, Cafeteria Worker

‘True’ Hourly Employee

Non-contract employee with no assigned work schedule.Example – Substitute Teacher, Temporary Worker


Key Terminology

Perpetual Calendar

A continuing calendar that crosses over fiscal years without interruption and is not tied to the school calendar. Each Perpetual Calendar pay period consists of 14 calendar days/10 weekdays (starting on Mondays and ending on Sundays) and is paid on the Friday after the pay period ends.

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.

Adobe 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.)

Employee iView Snapshot of specific pieces of employee information on the BRITE Portal.


Key Terminology

CATS Cross Application Time Sheets – enter attendance and absence transactions into SAP for either a single or multiple employees on a single screen for the entire payroll period.

KRONOS/COMPASS

External time keeping systems from which time will be imported into SAP. COMPASS is used by maintenance and transportation employees. KRONOS is used to capture time for sub teachers, voc tech staff, and some maintenance and transportation employees.

Retro or Adj. (Adjustments)

An adjustment made to an employee’s pay for a prior pay period. This term will eliminate ‘Differences from pre’ from the pay statement.


Key Changes for Personnel

Implementation of revised coding of SAP HR Enterprise and Personnel Structure results in more efficient reporting of employee groupings.

Link from SAP to IXOS continues to be available in new system. Online requests for employee information from internal & external

sources will be time/date stamped & processed in a central location. Employee requests will be initiated or completed online, such as

resignation or retirement and changes in address, tax deductions, beneficiary, etc.

Create, approve and access performance evaluations through the on-line system.

Improved reporting available in ESS regarding yearly employment and salary.

Employee can view employment & salary history online, and request via online form.


To recap, understanding the role that each object plays and the relationships between the objects is critical to being able to work within the SAP environment.

Persons are assigned to

positionsPerson

Organizational Units describe the various schools/departments

that exist within SBBC

Positions are specific classifications of

work duties

Jobs are general classifications of tasks routinely

performed together

Job

Position

Org. Unit

Chiefs manage the organizational unit

Chief

Primary Objects of the Organizational Structure

HR Master DataHR 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 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


PA20: Display HR Master Data

Click the selection button to the left of the infotype.

3

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

4

An alternative to selecting the appropriate tab and infotype in steps 2 and 3 is to simply type the infotype number (if known) in the Infotype field.

5


1

Object Manager

2

3

4

5

6


Object Manager


Key Infotypes for Personnel

Infotype 0019 Monitoring of Tasks

Infotype 0041 Date Specifications

Infotype 0022 Education and Training

Infotype 0554 Hourly Rate per Assignment

Infotype 0014 Recurring Payments/Deductions

Infotype 0015 Additional Payments

Infotype 0007 Planned Working Time

Infotype 0008 Basic Pay

Infotype 0077 Additional Personal Data

Infotype 2001 Absences

Infotype 2002 Attendances


Infotype 0041: Date Specifications

1 2


Infotype 0019: Monitoring of Tasks

1


Infotype 0022: Education and Training

1

1


Infotype 0554: Hourly Rate per Assignment

1

2


Infotype 0014: Recurring Payments/Deductions

1

2


Infotype 0015: Additional Payments

12


Infotype 0795: Certification and Licensing


Infotype 0796: Duty Assignment


Infotype 9023: Previous Employers


Infotype 0007: Planned Working Time

2

3

1


Infotype 0077: Additional Personal Data


Infotype 2001: Absences

1

2


Infotype 2002: Attendances

1

2


Infotype 0008: Basic Pay

1 2

3

4

6

5


Infotype 0008: Basic Pay Details

All Days Paid OverviewAll Days Paid Overview


All Days Paid Concept

Annual contract salary is not changing, but is being redistributed to prevent paying employees in advance

Affects only contract salaried employees

All days between first and last day of contract, excluding weekends, are considered to be “Paid Days,” including worked days, holidays, paid and unpaid days

Salary will be distributed among all “Paid Days” to provide equal paychecks for employees, except for first and last paychecks

Annual Contract Salary, hourly rate for additional positions, and sick leave payout will not be affected


$0.00$3,000$3,000.00

$0.00$750$833.329/28

-$83.32$750$833.329/21

-$166.64$750$666.689/14

-$83.32$750$666.689/7

on paid dayson work daysEnded

DifferenceSalary basedSalary basedWeekUnpaid Holiday

30

29282726252423

22212019181716

1514131211109

8765432

1

SFThWTMS

SEPTEMBER 2007

20 paid days in the month

18 work days in the month

Employee paid $3,000 per month

$3,000/18 days = $166.67 per work day

$3,000/20 days = $150 per paid day

FACTS

4 days worked in each of weeks 1 & 2

5 days worked in each of weeks 3 & 4

Work Days versus Paid Days


Paid Days$20.377.5$152.80214$32,700

Work Days$22.247.5$166.84196$32,700

HourlyRateHrs

Daily RateDaysSalary

$32,700 Annual Salary

196 Work Days

214 Paid Days

FACTS

*Equals days unpaid: 9/13/07,11/23/07, 12/24/07 thru 12/28/07, 12/31/07, 1/02/08 thru 1/04/08,1/20/08, 3/21/08, 3/31/08 thru 4/04/08

Work Days 196Additional days between first

and last days worked* 18

Paid Days 214

Work Days versus Paid Days – Standard 196-day Calendar for 2007-08


What Does This Mean?

Starting 2008-09 school year, the first and last paychecks for contract salaried employees (except for those on the 240+ day calendars) will be for only the actual days worked in the payroll period.

2008-092008-09


August 2008

Pay period begins on August 4 and ends on August 17

The 196-day employee starts work on August 11 (estimated)

The employee is paid on August 22 for five days and September 5 for ten days

Est. School Start Date 8-18-08

Start/End of pay period

Employee reports to work

Employee receives check

21

5432131

30292827262524

23222120191817

16151413121110

9876543

SFTWTMS ⌂

⌂

Sample First Pay Date Information in School Year 2008-09


Pay Statement – New Look!

Detail on the pay statement will include:

Absence type and hours taken in the pay period shown as part of the Earnings Summary

Incentives paid shown as separate line items

Position numbers and corresponding hourly rates

Under the Leave Summary show: Earned, Fiscal YTD Used and Balance

Leave balances to be updated by pay period, in fractions (i.e., for Sick Leave, half day accruals based on your work schedule)

Eliminated from the pay statement:

“Difference from Pre” – instead provide a “Retro” or “Adj.” column for each type of pay (primary, secondary, supplements…)

“EQ Adjustments”


Pay Statement – New Look!Breaks out Pre & Post Tax Deductions

Replaces“difference from pre”

Itemizes Primary and Secondary Positions

Displays amount(s) of your direct deposit(s) and direct deposit institution(s)

Leave balances will be updated every pay period

Taxes an employee pays

on life insurance premium


Year Round Pay Option

Year Round Pay (YRP) Option pre-tax calculation

Per IRS regulations (IRS Code Section 409A): YRP selection is optional and must be made Annually prior to the first day

of the contract calendar No changes can be made during the year; YRP option cannot be cancelled

mid-year Early payouts will occur only for retirement, early termination, and Board

approved leave; no hardship payouts are allowed

Amount is system-calculated Biweekly pays are calculated on gross Base Salary only Payments for Supplements, additional hours or positions and Longevity

payout are not included in the calculation for the Year Round Pay Option summer checks

Amounts are fixed for the duration of the year

Health insurances, voluntary insurances (cancer, life, pre-paid legal, etc.), union dues, United Way, and other similar deductions will not be deducted from Year Round Pay Option summer checks

Taxes, garnishments, and TSAs will be deducted from Year Round Pay Option summer checks


Year Round Pay Option CalculationYear Round Pay Completed Worksheet

Check Date

33681 31.93877$ 7.50 196 214 261 5.00Per# Contr Hrly Rate Wk Sch Rule Contr Days ADP Days YRP Days PP # of Days

196 / 214 = 0.91589 x 31.93877$ = 29.25233$ x 5.00 x 7.50 = 1,096.96$ Contr Days ADP Days ADP factor Contr Hrly Rate ADP Hrly Rate PP # of Days Wk Sch Rule PP Gross Amt

196 / 261 = 0.75096 x 31.93877$ 23.98467$ x 5.00 x 7.50 899.43$ Contr Days YRP Days YRP Factor x Contr Hrly Rate YRP Hrly Rate PP # of Days Wk Sch Rule PP Gross Amt

YRP Deduction 197.54$

ADP--All Days PaidYRP--Year Round Pay PP--Pay Period WSR--Wk Sch Rule

Williams, WillEmployee Name

8.22.08

ReportingReporting


PUOC_10: Off-cycle Workbench

1

2

3 4


PUOC_10: Off-cycle Workbench Pay Statement (DRAFT)

56

7

8


PUOC_10: Off-cycle WorkbenchPay Statement (DRAFT)

9

10


Questions?

personnel records super user. 2 objectives understand the changes the new sap ecc 6.0 system will...

Documents

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personnel structure

employee information

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employee requests

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