CSC Proprietary and Confidential 1 Forms Lesson 3 After completing this lesson, you will be able to select and complete the most common forms.

CSC Proprietary and Confidential 2 Forms Overview

CSC Proprietary and Confidential 3 Forms Throughout this lesson, we will: List the most common SAP MSS forms Explain workflow –For SAP MSS forms completion process Walk through commonly used forms: –Terminations –Cost Center Change Form –Employee Data Change Form Forms: Overview (Workflow)

CSC Proprietary and Confidential 4 Forms The SAP MSS tool allows managers to process HR transactions using different SAP MSS forms Once a form is submitted, it will flow to the next manager for approval – reminders are sent every 24 hours –After 72 hrs without approval, the request will flow to the next manager or Queue Admin –Forms will not be escalated to group presidents –Forms cannot be redirected to others Employee Data Change form may flow to Compensation for review/approval Forms: Overview (Workflow)

CSC Proprietary and Confidential 5 The functions that can be performed using the SAP MSS forms replace the Change Request Database There are four types of SAP Forms available: –Employee Self Service, Manager Self Service, HR Initiator, Financial Role This topic will focus on the Manager Self Service Forms SAP MSS Forms Benefits include: –Current data is pre-populated –Can attach documents –Follows approval workflow –Queue Admin will continue to review forms Forms: Overview Forms

CSC Proprietary and Confidential 6 Forms Forms: Overview * The Cost Center Code can be retrieved from the Employee Organizational Assignment Report or from your Business Unit Finance department Before you open a form, you MUST have the new values ready to complete the form Cost Center Code To save frustration, delays, and errors, have the Cost Center Code on hand BEFORE opening a form!

CSC Proprietary and Confidential 7 Forms Forms: Overview To view forms, you MUST have: –Adobe Reader 8 as an absolute minimum; it is strongly recommended that you have Adobe Reader 10 or higher –All visuals used in this course were captured from Adobe Reader 10 If you are not using version 10, your results may differ from the graphics shown in this course

CSC Proprietary and Confidential 8 Forms Fields that have a blue background on the forms (excluding the Instruction area) are fields where you can enter and select data Fields that have an arrow attached to them provide a dropdown list which you can select from Forms: Overview

CSC Proprietary and Confidential 9 Forms Available Forms Topic 1 After completing this topic, you will be able to select where to find information on each form that is available to you.

CSC Proprietary and Confidential 10 Forms Below is a list of available SAP MSS Forms: List of Forms: Form Types Termination Form –Process voluntary termination or involuntary termination for end of casual assignment Cost Center Change –Change the cost center code only Employee Data Change –To initiate various types of employee data changes including, job title, pay, work schedule, employee group/subgroups, and work contract Leave Request –Request leave of absence on behalf of employee Reorg (Org Unit/Position) Form - Change the cost center, org unit due to a reorganization; not to be used for a transfer Special Payment Request New - Create new special payment Revision of Special Pay - Adjust existing special payment

CSC Proprietary and Confidential 11 Forms Where can you find form information in the SAP MSS portal? –On the Manager Self Service page, there is a list of the available forms and a high-level description of their uses and purposes List of Forms: Form Types

CSC Proprietary and Confidential 12 Forms Walk Through: Termination Topic 2 After completing this topic, you will be able to enter the data needed in the correct fields to complete the Termination form.

CSC Proprietary and Confidential 13 Forms This is the Employee Termination Form Most Commonly Used Forms: Termination Form

CSC Proprietary and Confidential 14 Forms Note that some fields are pre- populated with the employee’s current information; this will assist you in the completion of the form. –These fields cannot be edited by you Most Commonly Used Forms: Termination Form

CSC Proprietary and Confidential 15 Forms Employee ID, Employee Name, Employment Status, and Business Area are pre-populated in the top section Most Commonly Used Forms: Termination Form

CSC Proprietary and Confidential 16 Forms Instructions (highlighted in blue) give a high-level process to complete the form Most Commonly Used Forms: Termination Form

CSC Proprietary and Confidential 17 Forms Employee Information is pre- populated with the employee’s current information; this cannot be changed on the form Most Commonly Used Forms: Termination Form

CSC Proprietary and Confidential 18 Forms Employee Termination Details section is completed by the Organizational Chief; all fields with “*” before them are required to be completed before validation Last Working Day requires the date in the format dd-mm-yyyy Action Type field is a drop-down list from which you can select an option Reason for Action field is a drop- down from which you can select an option Most Commonly Used Forms: Termination Form

CSC Proprietary and Confidential 19 Forms Previous Comments field will be populated with any comments that were entered by other individuals in the workflow process Current Comments field is where you can add any comments necessary at the time of completing this form –This field will only accept text; it will not accept graphics. Most Commonly Used Forms: Termination Form

CSC Proprietary and Confidential 20 Forms Walk Through: Cost Center Change Topic 3 After completing this topic, you will be able to enter the data needed in the correct fields to complete the Cost Center Change Form.

CSC Proprietary and Confidential 21 Forms This is the Cost Center Change Form Most Commonly Used Forms: Cost Center Change Form

CSC Proprietary and Confidential 22 Forms Note that some fields are pre- populated with the employee’s information; this will assist you in the completion of the form Most Commonly Used Forms: Cost Center Change Form

CSC Proprietary and Confidential 23 Forms Employee ID, Employee Name, Employment Status, and Business Area are pre-populated in the top section Most Commonly Used Forms: Cost Center Change Form

CSC Proprietary and Confidential 24 Forms Instructions (highlighted in blue) give a high-level process to complete the form Most Commonly Used Forms: Cost Center Change Form

CSC Proprietary and Confidential 25 Forms Employee Cost Center Details section is completed by the Organizational Chief; all fields in light blue are required to be completed before validation Date requires the date in the format dd-mm-yyyy (refers to the date of change) Cost Center Current field is pre- populated with the existing Cost Center New field is where the new Cost Center code plus the Controlling Area is entered Most Commonly Used Forms: Cost Center Change Form

CSC Proprietary and Confidential 26 Forms Most Commonly Used Forms: Cost Center Change Form Previous Comments field will be populated with any comments that were entered by other individuals in the workflow process Current Comments field is where you can add any comments necessary at the time of completing this form –This field will only accept text; it will not accept graphics

CSC Proprietary and Confidential 27 Forms Walk Through: Employee Data Changes Topic 4 After completing this topic, you will be able to enter the data needed in the correct fields to complete the Employee Data Changes Form.

CSC Proprietary and Confidential 28 Forms This is the Employee Data Changes Form Most Commonly Used Forms: Employee Data Changes Form

CSC Proprietary and Confidential 29 Forms Note that some fields are pre- populated with the employee’s information; this will assist you in the completion of the form. –These fields cannot be edited by you Most Commonly Used Forms: Employee Data Changes Form

CSC Proprietary and Confidential 30 Forms Employee ID, Employee Name, and Employment Status and Business Area are pre-populated in the top section Most Commonly Used Forms: Employee Data Changes Form

CSC Proprietary and Confidential 31 Forms Instructions (highlighted in blue) give a high-level process to complete the form Most Commonly Used Forms: Employee Data Changes Form

CSC Proprietary and Confidential 32 Forms Employee Data Changes Details section is completed by the Organizational Chief –Date field in light blue is required to be completed before validation Date requires the date in the format dd- mm-yyyy (this refers to the date of change) Most Commonly Used Forms: Employee Data Changes Form

CSC Proprietary and Confidential 33 Forms Lower section of the Employee Data Changes Details section contains radio buttons that require selection; you must select “Yes” or “No” based on the changes being made to the employee’s new data Most Commonly Used Forms: Employee Data Changes Form

CSC Proprietary and Confidential 34 Forms Most Commonly Used Forms: Employee Data Changes Form Previous Comments field will be populated with any comments that were entered by other individuals in the workflow process Current Comments field is where you can add any comments necessary at the time of completing this form –This field will only accept text; it will not accept graphics

CSC Proprietary and Confidential 35 Forms Adding an Attachment & Completing a Form Topic 5 After completing this topic, you will be able to attach a document to a form and send the form into the approval process.

CSC Proprietary and Confidential 36 Forms Adding an attachment is completed by clicking Add Attachment above the form on the upper left; select Add Attachment to open options for uploading the attachment –Do NOT use the Adobe paperclip to add an attachment; this will sometimes cause the attachment to be incorrectly filed with the document Most Commonly Used Forms: Adding an Attachment

CSC Proprietary and Confidential 37 Forms Select Browse to search for the document you want to attach Most Commonly Used Forms: Adding an Attachment

CSC Proprietary and Confidential 38 Forms Browse pop-up box will open and allow you to select the document or datasheet you would like to attach –Select Open once you have selected the document or data sheet you would like to attach Most Commonly Used Forms: Adding an Attachment

CSC Proprietary and Confidential 39 Forms Browse box will close and return you to the form File is now attached to the form; the filename is visible between the Attachments and the Add Attachment button Most Commonly Used Forms: Adding an Attachment

CSC Proprietary and Confidential 40 Forms To remove an attachment, click the Checkbox and select Delete Attachment Most Commonly Used Forms: Removing an Attachment

CSC Proprietary and Confidential 41 Forms The attachment name is no longer visible and the Delete Attachment button is grayed out; this is the confirmation that the attachment has been removed Most Commonly Used Forms: Removing an Attachment

CSC Proprietary and Confidential 42 Forms When you have completed the data entry for your form, you have a few options. –Selecting Save Draft will hold it on your queue, which allows you to return to the form at a later time to complete it –Selecting Check and Send will check the form for errors and omissions; if the form is complete, it will give you a confirmation notice Most Commonly Used Forms: Submitting a Form

CSC Proprietary and Confidential 43 Forms If there are errors, the form will return with the errors listed at the top of the form Most Commonly Used Forms: Submitting a Form

CSC Proprietary and Confidential 44 Forms Once the errors that were listed are corrected, the Check and Send button can be selected again Most Commonly Used Forms: Submitting a Form

CSC Proprietary and Confidential 45 Forms If there are no errors, the confirmation page will appear The data entry process is complete and the form is moved to the next person in the process Most Commonly Used Forms: Submitting a Form

CSC Proprietary and Confidential 46 Forms Workflow Process Topic 6 Forms After completing this topic, you will be able to understand the process that each form follows.

CSC Proprietary and Confidential 47 Forms When you complete a form and click Check and Send, it is forwarded to the approval queue of the next person in the approval process; no further action is required by you –The system will place the form in the queue of the next manager in the approval process for that particular form –If the form is missing information, the next person in the approval chain may return it to your queue requesting the needed information Forms: Workflow Process

CSC Proprietary and Confidential 48 Forms Lockout –Forms will automatically “lock” after 60 minutes of inactivity. If actively working the form it will remain open. It is when you leave it open for an hour with no activity that it locks you out without saving the form –Any information entered will be lost if you have not saved your work by clicking Save Draft; this is a security feature built into the MSS SAP Forms: Workflow Process

CSC Proprietary and Confidential 49 Forms Automatic Monitoring –Once in your queue, you should process the form within 24 hours –If a form remains in a queue, an will be generated every 24 hours to alert you action needs to be taken –If there continues to be no action on a form in the queue after 72 hours, the form will be sent to the next manager in the approval chain or the BU HR Forms: Workflow Process Queue

CSC Proprietary and Confidential 50 Forms The Reorganization (ORG Unit/Position) form will follow this approval workflow: –Initiating manager/chief –BU HR queue administrator –CSS CEP Forms: Workflow Process

CSC Proprietary and Confidential 51 Forms The Termination of Employment form will follow this approval workflow : –Initiating manager/chief –Manager/chief at next level –BU HR queue administrator –CSS CEP Forms: Workflow Process

CSC Proprietary and Confidential 52 Forms The Cost Center Change form will follow this approval workflow: –Initiating manager/chief –BU HR queue administrator –CSS CEP Forms: Workflow Process

CSC Proprietary and Confidential 53 Forms The Employee Data Change form will follow this approval workflow: –Initiating manager/chief –Manager/chief at next level –BU HR queue administrator Additional approval by BU HR Comp matrix, as required –CSS CEP Forms: Workflow Process

CSC Proprietary and Confidential 54 Forms The Special Payment New Request Form will follow this approval workflow: –Initiating manager/chief –Manager/chief at next level –BU HR queue administrator –BU Finance –CSS General Services Forms: Workflow Process

CSC Proprietary and Confidential 55 Forms The Special Payment Revision Request form will follow this approval workflow: –Initiating manager/chief –Manager/chief at next level –BU HR queue administrator –BU Finance –CSS General Services Forms: Workflow Process

CSC Proprietary and Confidential 56 Forms The Work Location Change form will follow this approval workflow: –Initiating manager/chief –BU HR queue administrator –CSS CEP Forms: Workflow Process

CSC Proprietary and Confidential 57 Forms The Leave of Absence form will follow this approval workflow: –Initiating manager/chief –CSS Leave Team Forms: Workflow Process

CSC Proprietary and Confidential 58 Forms This process was designed to give you more time to manage your team by spending less time following a paper trail. The MSS SAP system allows you to efficiently see where any form is in the process, as you will see in the “Task and Status” section of this course. Forms: Workflow Process