time administrator - change work schedule via sap …mams.rmit.edu.au/u4z2024ua1sd.pdf · time...

June 2016

Time Administrator - Change work schedule via SAP (Manager's Desktop)

2 Casual Timesheet Solution

June 2016

1. Log on to Manager’s Desktop

Transaction Code: PPMDT

Casual processing is entered via Manager’s Desktop. You will need to add the above transaction code to your SAP

menu.

1. Log on to SAP Back End2. Right click on favourites3. Click on insert transaction

4. Enter PPMDT in the text field5. Click on the green tick icon

You will only see the Organisational Unit you have authorisation to see.

Menu Option:

Casual Hiring – this option is used to hire new casual staff to the University and to re-hire a staff member that has

ceased employment. This process is not followed for staff that are currently active

Change Work Schedule – gives you the ability to change, remove or add regular work hours to an already active

employee.


June 2016

2. Change Work Schedule

Click on the Change Work Schedule link. It will prompt you for staff details.

Enter the employee number of the staff member and the start and end dates which need to be altered. All changes

need to be future dated, so as not to impact current or submitted timesheets. This does not affect Actual time

(or timesheets), but rather affects the time that is planned for the Casual going forward.


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Where applicable, you will see a list of hours that have already been processed for this staff member.

Once you have created a new entry, press ENTER to accept the entry. An indicator icon

will appear at the end of the row to show that you have created a new record. See table

below.

RECORD CHANGE INDICATORS New record

Modified record

Deleted record

icon in the first Records that are currently awaiting approval cannot be modified. These are shown with icon column. The second column will show the action that is proposed for the record.

Start Date When the sessions will begin, payments will commence from this day forward.

End Date When the sessions will cease, payments will cease on this date.

Note: The end date cannot be greater than 6 months from the start date.

Prog ID Four alphas assigned to each program, if this is not applicable please use the default ZZZZ.

Course ID Four alphas and four numeric assigned to each course, if this is not applicable please use the

default ZZZZ9999.

Freq How often will the session occur, daily or weekly?

Day Use this to nominate the day of the week.

If you have indicated that the casual is to be paid on a daily basis in FREQUENCY, leave this

field blank. The system will automatically pay from Monday to Friday.

Pay Scale What classification you will be paying the staff member (e.g. HEW4 CAS, LECT BAS)

Order or WBS Internal order number or WBS Element you wish to charge the hours to

PHol Tick this box if you wish to pay the casual on public holidays.

WORK SCHEDULE FUNCTIONS

Adds a new empty record If the user selects a line first then the empty record is inserted above the selected line. If no record is selected then the empty record is appended after the last entry in the table.

Once the details of the new record have been maintained the record is greyed out to prevent further

modifications and a “New Record” icon is displayed at the end of the line.


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Flags a record for deletion

The record is greyed out and a “Deleted Record” icon is displayed at the end of the line. Only records that have not already been modified are eligible for deletion.

Selects all records

Deselects all records

Displays original entry of modified line

Once a record has been modified the user can no longer see the original values. This button brings up a popup screen showing the old and changed versions of the record. This option is only possible for a single record. If multiple records are selected the user will get an error.

Copies highlighted lines

Allows the user to copy one or more entries. The copied entries are “pasted” to the end of the table. The Begin and End dates are blanked out and the user has to maintain new Begin and End dates. This is to prevent duplicate entries being created and causing errors.


June 2016

Clears data in selected line

Allows the user to clear one or more selected lines. The contents of the line are removed and new

values will need to be input. This option causes the original lines to be modified, a change will be

created to change the record from the original entries to the newly input entries. If the user wishes

the original entry to remain untouched then the Copy function should be used instead.

Resets a record back to the values it had before it was modified.

If a modified record is undone then the original values are put back and the record is opened for

editing.

If a deleted record is undone then the delete flag is removed and the record is opened up for editing

again.

If a new record is undone the line returns to an initial blank line. The user will either enter new values or delete the line.

Produces a PDF view of the work schedule To prevent misleading printouts where a user changes an entry and prints it before the change is approved the text “Line has been modified in current session” is displayed after each record that has been changed but not yet submitted for approval.

3. Collision Detection

Dates and Times are checked to ensure that they do not overlap with existing data.

If a new or changed record is found to collide with a record that has been flagged for creation, modification or deletion or with a record that is locked awaiting approval then the user gets an error.

If the record you have entered OVERLAPS with other records then the user will be prompted

that they can go ahead with the insert or change, but the existing records will be flagged for

DELETION.

A pop up box will appear to show you the entry that you have added or modified [1] and the entries that are to be deleted should you proceed [2].


June 2016

All affected records will be changed to read only to prevent any of them being changed individually. If the user chooses Cancel then the changes are reset and no records are affected. If the user chooses Proceed that the changes are accepted and the affected records are flagged for deletion.

• If one of the affected records belongs to a different Internal Order or WBS then the user will still be allowed toflag it for deletion.

This will be highlighted to the user by an icon in the second icon column .• The workflow will be sent to the Internal Order or WBS approver of the new/modified record and the

approver will be informed that a record belonging to a different Internal Order or WBS will be deleted if theyapprove the change.

[1]

[2]


June 2016

4. Submit for Approval

Once you have completed all entries, click on the button which will submit the changes to the relevant internal order approver(s).

The entire work Schedule is validated before doing this to ensure that there are no inconsistencies. The program groups the changed entries by internal order and sends each group to the Internal Order approver for approval.

If no internal order approver is found then the entries are sent to Human Resources who can either approve the changes or forward the work item to the relevant approver.


June 2016

Trouble Shooting

Error messages are displayed at the bottom of the screen

Error Message Solution

Work schedule start date is required

Enter the start date for the period you wish to pay the employee.

Start date is greater than end date

You have entered a start date that is after the end date.

Adjust start date to proceed.

Work schedule end date is required

Enter the end date for the period you wish to pay the employee.

Enter date in the format__.__.____

You have entered a date in the incorrect format (e.g. 01/01/2010).

Dates must be entered using a decimal point (not a forward slash)

Example: 01.01.2010, correct format to proceed.

Work schedule start time is required

Enter start time to proceed (Time Fr).

Work schedule end time is required

Enter end time to proceed (Time To).


June 2016

Start time is greater than end time

You have entered a start time that is after the end time.

Adjust start time to proceed.

Check time format

You have entered a time in the incorrect format

(e.g. using a decimal point). Time must be entered using a semi colon or 4 digits only

(e.g. 09:00 or 0900)

Program code is required

Enter program code to proceed.

Course code is required

Enter course code to proceed.

Program code XXXX is invalid from XX.XX.XXXX

The program code you have entered has not been added to the master database. You

will need to email [email protected] to validate the program code.

Course code XXXX is invalid from XX.XX.XXXX

The course code you have entered has not been added to the master database. You will

need to email [email protected] to validate the course code.

Frequency is required

Enter the payment interval you wish to pay the employee

Daily (pays Monday to Friday) – do no enter a Day; or

Weekly – you must select the day of the week


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Weekday is required

Enter the day of the week you wish to pay the employee.

1 – will pay Mondays for the selected date period

2 – will pay Tuesdays for the selected date period

3 – will pay Wednesdays for the selected date period

4 – will pay Thursdays for the selected date period

5 – will pay Fridays for the selected date period

6 – will pay Saturdays for the selected date period

7 – will pay Sundays for the selected date period

Frequency and weekly day doesn’t fall between XX.XX.XXXandXX.XX.XXX

You have selected a day of the week that does not fall within the date period that has

been entered.

If you have used Daily as the frequency, but wish to pay on a Saturday or Sunday, you

will need to change the frequency W6 or W7 respectively.

Correct Day or amend date period to proceed.

Pay scale group is required

Enter the classification (rate of pay) you wish to pay the employee.

Pay scale group XXXXX is invalid for Casual employee on XX.XX.XXXX

You have entered an invalid pay scale (classification).

Delete the pay scale and use the drop down box to select a valid pay scale group.

Internal order or WBS is required

Enter the internal order number or WBS Element you wish to charge the hours to.


June 2016

Internal order XXXX or WBS XXXX does not exist

You have entered an invalid internal order number

or WBS. Correct internal order number or WBS to

proceed.

Work schedule date must be within the rage of selection date

You have entered dates that do not fall within your selection period.

CHANGE WORK SCHEDULE

In the initial pop up screen, ensure that you enter a selection date to include all dates for

which you are processing. A good idea is to enter a period for the entire year.

CASUAL HIRING/REHIRING

Ensure that the activation date is back dated to include the dates to be paid in the work

schedule

Start date 00.00.0000 is before termination date of XX.XX.XXXXof existingemployeeXXXXX

You have not entered an activation start date.

Enter start date to proceed.

The activation date is

defaulted to the current

date.

If the casual started work on

a prior date, you will need to

back date this date.


June 2016

Start date XX.XX.XXXXis beforeterminationdateXX.XX.XXXXof existing employee XXXXX

You are attempting to rehire an employee prior to their termination date.

Adjust the start date in organisational assignment (activation date) to a date after the

advised termination date.

For example, if the error message read:

start date 01.02.2010 is before termination date 01.03.2010

Adjust the start date to 02.03.2010

Position number is required

Enter the casual position number to proceed.

You may use the drop down box to locate the casual position number. This should be

highlighted in black, all other position number have been greyed out.

Casual position XXXXXXXXX is not valid from XX.XX.XXXX

You have typed an invalid position number.

Use the drop down box to select a valid casual position number


June 2016

Casual position 999999999 is not valid from XX.XX.XXXX

Position number 999999999 indicates that the casual is currently withdrawn (terminated)

from SAP.

Use the drop down box to select a valid casual position number.

Entry 1000 does not exist – check your entry

Use the drop down box to enter a location in pers.area to proceed.

Personnel sub area is required

Use the drop down box to enter the type of employee in pers.subarea to continue.

Note: The pers.subarea must match the type of employee

Type of employee Pers.subarea

Academic 1000 Academic

General 1055 PACCT RMIT

TAFE/VET 1075 TAFE/VET

.

Do not select a location

below this line as the

workflow will come back as

an error.


June 2016

Date of birth is required

Enter the casual’s date of birth.

It is important to obtain the staff member’s correct date of birth as it will act as their initial

password when logging into ESS.

First name is required

Enter the staff member’s first name to proceed.

Last name is required

Enter the staff member’s surname to proceed.

Personnel number(s) could not be locked

The employee’s record is locked by another user.

You will not be able to proceed until the user has exited out of this record.

Enter data for correction period for payroll area Z1

This is a warning message to advise that you are processing hours that fall outside of the

current pay period (retrospective dates).

16 Casual Processing

June 2016

Entry ASSOC PROFESSOR/MR/MRS/DR etc… does not exist – check your entry

This error appears when rehiring a casual with an invalid title

(designation).

Use the drop down box to select a valid title.

Appears when rehiring a casual that already has a

communication record (used for GroupWise, Novell and ESS).

Simply click on the green tick…

Then click on the green back arrow in the next screen

time administrator - change work schedule via sap …mams.rmit.edu.au/u4z2024ua1sd.pdf · time...

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