Non-Instructional Staffing Super User Training June 18, 2008

2Super User Staffing Accessing SAP

3Super User Staffing SAP ECC What 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

4Super User Staffing SAP BRITE Website  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:

5Super User Staffing Logging into the BRITE Portal User Login ID Entry format = P Letter “P” plus 8 digits Personnel Number If personnel number is less than 8 digits (i.e ), then leading zero(s) should be added to it Password (first time users only) Entry format= ja 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

6Super User Staffing 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 internet Reports

7Super User Staffing 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

8Super User Staffing 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.

9Super User Staffing Terminology & What’s Changing

10Super User Staffing Key Terminology PortalA 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 FormAn 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 iViewSnapshot of specific pieces of employee information on the BRITE Portal.

11Super User Staffing 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  Reappointment Process  Location and Staffing will Execute Actions  Staffing Departments  Additional Positions (Instructional Staffing)  Terminations

12Super User Staffing What is Changing  Using the Board Agenda (9010) to Create Board List  Staffing departments can execute  Online Creation and Maintenance for Positions  No longer use paper PRF  HR Administrative Services Functionality  Manager Self Service (MSS) Functionality  Work flow  Employee Self Service (ESS)  New look, easier navigation, more functionality  Reports

13Super User Staffing What is Not Changing  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

14Super User Staffing Personal Data Infotypes

15Super User Staffing Personnel Data Infotypes 0001Organizational Assignment 0002Personal Data 0006Addresses 0016Contract Elements 0019Monitoring of Tasks 0021Family/Related Person 0022Education and Training 0024Qualifications 0025Appraisal 0028SBBC Security and Exams 0033SBBC Experience Years 0034Corporate Function (New!) 0040Objects on Loan (New!) 0041Date Specifications 0077Additional Personal Data 0105Communication 0302Additional Actions 0554Hourly Rate per Assignment 0795CertificationCertification (New!) 0796DutyDuty Assignment (New!) 9001Inservice (New Look!) 9003Out-of-fieldOut-of-field (New Look & Functionality! ) Board Agenda Reappointment (New!) Exit Interview Exit Interview (New!) 9023Previous Employers – Work Exp Credit Previous Employers – Work Exp Credit (New Functionality!) NOTE: Links work in Slide Show view (F5)

16Super User Staffing 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.

17Super User Staffing PA20: Display HR Master Data Type 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. 4 Select the period if appropriate or click All (not all infotypes will require period selection). 3 56

18Super User Staffing 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) Simply type the infotype number in the Infotype field. 3

19Super User Staffing Infotype 0001: Organizational Assignment

20Super User Staffing Infotype 0002: Personal Data

21Super User Staffing Infotype 0006: Addresses

22Super User Staffing Infotype 0016: Contract Elements

23Super User Staffing Infotype 0019: Monitoring of Tasks

24Super User Staffing Infotype 0022: Education and Training

25Super User Staffing Infotype 0024: Qualifications

26Super User Staffing Infotype 0033: SBBC Experience Years

27Super User Staffing Infotype 0034: Corporate Function (New!) Codes:

28Super User Staffing Infotype 0040: Objects on Loan (New!) This Infotype generates a property pass:

29Super User Staffing Infotype 0041: Date Specifications

30Super User Staffing Infotype 0077: Additional Personal Data

31Super User Staffing Infotype 0105: Communication NOTE: Add 0010 to the Subtype (Sty) field to view

32Super User Staffing Infotype 0302: Additional Actions

33Super User Staffing Infotype 0554: Hourly Rate per Assignment New! Now you can view the org unit number and name.

34Super User Staffing Infotype 795: Certification Overview (New!)

35Super User Staffing Infotype 795: Certification Individual Certificate (New!)

36Super User Staffing Display: Duty Assignment Infotype in SAP 6.0 Infotype 796 (New!) 1. 2.

37Super User Staffing Display: Out of Field Infotype in SAP 6.0 Infotype 9003 (New Functionality!)

38Super User Staffing Infotype 9020: Exit Interview (New!)

39Super User Staffing Infotype 9023: Other/Previous Employers (New Functionality!) Return to List 1 2

40Super User Staffing Knowledge Check Which transaction should I use if I want to display data? A.PA20 B.PA30 C.LSO5 D.DATA1

41Super User Staffing Questions?

Employee Self Service (ESS)

43Super User Staffing 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

44Super User Staffing Employee Self Service (ESS)

45Super User Staffing 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

46Super User Staffing 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.

47Super User Staffing 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)

48Super User Staffing Questions?

Process Overviews

50Super User Staffing 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)

51Super User Staffing HR Actions

52Super User Staffing Interactive Form: Example

53Super User Staffing Personnel Actions: Additional Positions

54Super User Staffing Knowledge Check Which HR Action will the Staffing departments execute? A.Separation of Employment B.Supplements C.Termination D.One Time Payment

55Super User Staffing Questions?

56Super User Staffing 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 Overview Summary

57Super User Staffing Part Two Action & Transaction Processing

58Super User Staffing Human Resources Administrative Services (HRAS)& Navigating the UWL

59Super User Staffing HR Action Processor Navigation Screen

60Super User Staffing Navigating the Universal Worklist – Tasks 1 2 3

61Super User Staffing Navigating the Universal Worklist - Notifications 4 5

62Super User Staffing Navigating the Worklist – Tracking 6 7

63Super User Staffing Interactive Forms: Search Processes 1 2 3

64Super User Staffing Interactive Forms: Search Processes 4 5

65Super User Staffing Knowledge Check Which tab in the Universal Worklist (UWL) shows items requiring your attention? A.Tasks B.Alerts C.Notifications D.Tracking

66Super User Staffing Employee iViews

67Super User Staffing 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

68Super User Staffing Employee iViews: Overview

69Super User Staffing Employee iViews: Employee Search

70Super User Staffing Employee iViews: General Data

71Super User Staffing Employee iViews: Objects on Loan Personal Data

72Super User Staffing Employee iViews: 1 Date SpecificationsMonitoring of Tasks 1

73Super User Staffing Employee iViews: Absence Days 23 1

74Super User Staffing Employee iViews: Education Employee iViews: Certifications

75Super User Staffing Employee iViews: Salary Data 1 Salary Data Salary Wage Types 1 2 Planned Working Time 1

76Super User Staffing 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

77Super User Staffing 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

78Super User Staffing Questions?

79Super User Staffing Navigating the forms

80Super User Staffing Adobe Interactive Forms: Navigation

81Super User Staffing Adobe Interactive Forms: Navigation

82Super User Staffing Actions Processing – Terminations

83Super User Staffing 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

84Super User Staffing Termination: Involuntary Start HRAP Initiates Termination Process Administrator Reviews Termination in MSS Approve Staffing Processes Termination in Background Finish

85Super User Staffing Termination: Initiated by HRAP 1

86Super User Staffing Termination: Executed by Staffing

87Super User Staffing Termination: Executed by Staffing

88Super User Staffing Questions?

89Super User Staffing Board Agenda

90Super User Staffing Board Agenda List

91Super User Staffing Reappointment Overview

92Super User Staffing 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 Non-Instructional Staffing Instructional Staffing Receives notification Download info to database (Inst DB) Locations approve and send notification process is completed Schools Start

93Super User Staffing ZHPR_REAPPRI?: Reappointment Letters Info of next slides from Func specs

94Super User Staffing Reappointment Header Data

95Super User Staffing TRANS?: Non-Instructional Report

96Super User Staffing HR Reporting and Business Intelligence (BI)

97Super User Staffing 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

98Super User Staffing 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. PortalA point of access through a website to the SAP system. Users will access both ECC and BI through Reports tab on the BRITE portal.

99Super User Staffing 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

100Super User Staffing 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

101Super User Staffing Navigation: Select the Reports Subfolder 2 3

102Super User Staffing Navigation: Subfolder Examples

103Super User Staffing Navigation: Select the Report 4

104Super User Staffing 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

105Super User Staffing Navigation: Select Report Filter Criterion 5

106Super User Staffing Navigation: Using Matchcode for Variant Selection 6 7 8

107Super User Staffing Navigation: Save Variant Selection/Report Criteria

108Super User Staffing Navigation: Retrieving Variant Selection/Report Criteria

109Super User Staffing Display: Report Results

110Super User Staffing Display: Sorting Data 1 2

111Super User Staffing Display: Add or Replace Field for Viewing

112Super User Staffing Display: Changing Layout Note the changes to the Row selection:

113Super User Staffing Display: Additional Fields 1 2

114Super User Staffing Output Options: Printing and Exporting

115Super User Staffing Favorites: Save as a Favorite To save the layout for the report: 1 2 3

116Super User Staffing Favorites: Retrieving a Favorite

117Super User Staffing 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

118Super User Staffing Knowledge Check When executing a report in BI, you can:  Move rows  Add free characteristics  Export to Excel  All of the above

119Super User Staffing Questions?