Food and Nutrition Services SAP Overview for HR and Payroll

2Food and Nutrition Services Key Terminology BRITE 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. 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.) Manager Self Service (MSS) Workplace for administrators to view team data and approve personnel actions created/changed by the HR Actions Processor (HRAP). Employee Self Service (ESS) Workplace for employees to view personal information and request changes. Business Intelligence (BI) Repository of SAP information for the purpose of reporting. Employee iViewSnapshot of specific pieces of employee information on the BRITE Portal.

3Food and Nutrition Services Introduction to Employee Self Service (ESS)

4Food and Nutrition Services At the end of this lesson, participants will be able to:  Log in to the BRITE Portal  Navigate the ESS main screen  View and manage your Contact Information and Addresses  Display your Salary Statements  Register for a Course Lesson Objectives

5Food and Nutrition Services ESS: Navigating the Portal & ESS User ID: P + leading zeros + personnel number (i.e., P ) Initial Password: mmddyyyy (i.e., au271966)

6Food and Nutrition Services ESS: Navigating the Portal & ESS

7Food and Nutrition Services ESS: Contact Information – Change Own Data To update your own contact information:  Click Change Own Data  Enter contact information for any or all of the fields to the left  Click Review to verify data entered  Click Save to save the contact information  NOTE: is an essential field, so ensure you have entered your address correctly, as communications will be sent to this address. If you don’t have an address, please see your site contact.

8Food and Nutrition Services ESS: Contact Information – Update Address 1.Click Edit to edit the existing Permanent residence address. Options:  Permanent residence – home address  Temporary residence – address to be used temporarily (for example, summer address)  Emergency contact – name and address to be used in case of emergency 1

9Food and Nutrition Services ESS: Contact Information – Update Address 2.Update address and telephone fields as needed 3.Choose validity date for change to take effect (either today or as of a specific future date) 4.Click Review and verify changes on the next screen 5.Click Save Jump to BRITE

10Food and Nutrition Services ESS: Payment – View Salary Statement  Select Salary Statement  Click Show Overview to view other pay periods or click Previous or Next Salary Statement buttons as appropriate  View the salary statement  Click Send Print Request  Click Exit Jump to Sim

11Food and Nutrition Services ESS: Professional Development – Book a Course  Locate the Course you want to book  Click To Registration  Click Book this Course Jump to Sim

12Food and Nutrition Services Human Resource Actions

13Food and Nutrition Services At the end of this lesson, participants will be able to describe the steps to:  Navigate the HR Action Processor (HRAP) screen  View employee information  Process employee actions Lesson Objectives

14Food and Nutrition Services HR Actions: HRAP Navigation Screen

15Food and Nutrition Services HR Actions: Employee iViews

16Food and Nutrition Services HR Actions Process Flow Start HRAP Initiates HR Process Administrator Reviews HR Process in MSS Approve SAP/HRIS Process is Executed Finish

17Food and Nutrition Services HR Actions: Process Execution Actions executed immediately upon approval by Administrator:  Additional positions  One-time payments  Separation of employment Actions executed by the appropriate department upon approval by Administrator:  Change in pay  Demotion  Reassignment  Transfer  Return from leave  Create position  Maintain position  Sick leave budget Jump to BRITE

18Food and Nutrition Services Time Recording

19Food and Nutrition Services Key Improvements in Time Administration  Time recording via CATS (Cross Application Time Sheet)  Single point of time entry  Absences and attendances can be entered for a single or multiple employees on the same screen for the entire payroll period  CATS will replace the current ZA71 screen and minimize use of PA61  Enhancements will allow display of leave balances and validation of secondary positions of employees  Overtime will be system calculated for both primary and secondary positions  Time from external systems (KRONOS & COMPASS) will be interfaced via CATS in SAP  Provides the ability to require District-wide systematic approval of time before it is paid

20Food and Nutrition Services CAT2: Record Working Times Options for entering time in CAT2:  No Cost Override – time entered will be charged to the standard budget for the employee’s position  Cost Override – time entered will be charged to a different budget than the standard budget for the employee’s position (reclassification)  Secondary Position – time entered for the employee’s secondary position/assignment

21Food and Nutrition Services CAT2: Record Working Times Record time for employees: Jump to Sim

22Food and Nutrition Services Cutover Dates

23Food and Nutrition Services Strategy for Cutover  Shut down current SAP system June 21- June 30, 2008  Ensure accuracy of data in the new system  Ensure clean data moving from one system to another  Meet with stakeholders  Stakeholders will be involved in determining dates and workarounds  Communicate the Plan  Individual instructions will be designed for each specific role (i.e. payroll person, PAF processor, etc.) identifying action needed to be taken  Apply lessons learned from other School Districts

24Food and Nutrition Services Strategy for Cutover: Human Resources  ZPAF System shut down Friday, June 6 th at 5pm  A ZPAF must have all the approvals by June 6, 2008, at 5 pm in order to allow HRIS to process by Friday, June 20, 2008  HR Actions can resume on Tuesday, July 1, 2008 using the new SAP system  HRIS will continue processing up to June 20, 2008 and resume on July 1, 2008  New Hires/Summer Term  Essential new hires will continue to be processed  Teachers will continue to be hired in Summer CAFS & information will be loaded into SAP  Other staffs Additional Position ZPAFs must be created by June 6. A manual process will be implemented June 7 – June 30, 2008  Summer Training hours will be accepted (possible work around)  Terminations/Resignations/Retirements/Leaves  ZPAFs not accepted after Friday, June 6, 2008  A manual process will be used from June 7, 2008 – June 30, 2008  Manual Processes  Critical HR processes will continue from June 7, 2008 – June 30, 2008

25Food and Nutrition Services Strategy for Cutover: Payroll  Last Day for Time Entry is Friday, June 20, 2008  Payroll contacts will be required to project time for:  AA Schedule: June 21 – 22, 2008 (2 days)  This will affect staff hired for summer term (teachers, teacher aides, substitute teachers, community schools and centers)  BB Schedule: project time for June 21-30, 2008 (10 days) ( 4 Saturdays or Sundays)  Risk to projecting time  Overpayments  Sick and Vacation time not reported  No Retroactivity in the New SAP System  No transactions can be processed with a date that is prior to:  Employees on BB Payroll = June 23, 2008  Employees on AA Payroll = June 30, 2008  Manual processes will need to be completed for actions affecting an employee’s pay prior to the dates listed above.

26Food and Nutrition Services Training Strategy

27Food and Nutrition Services The F&NS Department will receive training in a phased approach. Role Date June 25June 26August 5 August 7 August 6 August 8 SupervisorsTraining: HR Actions Part A Time: 8:30 – 1:00 p.m. and 2:00 to 4:00 p.m. (Supervisors will join managers for afternoon Payroll session ) Training: HR Actions Part B Time: 8:30 – 1:00 p.m. and 2:00 to 4:00 p.m. (Supervisors will join managers for afternoon Payroll session) Summer Managers Training: Payroll Part A Time: 2:00 to 4:00 p.m. Training: Payroll Part B Time: 2:00 to 4:00 p.m. All ManagersTraining: Payroll and HR Actions Part A Time: 7:30 a.m. to 3:30 p.m. Training: Payroll and HR Actions Part B Time: 7:30 a.m. to 3:30 p.m. * There will be additional training for Managers mid-September Training Strategy: FNS Training Deployment Plan

28Food and Nutrition Services Core TrainingSupplemental Training  Create and Maintain Positions  Reassignment and Transfer Forms  Change in Pay  Demotion  Additional Positions  Terminations  PA20 – iViews  Reports  ZTIM, CADO  ZEARNINGS  ZSTAFF  Time Entry  One Time Payments  Return to Work  Sick Leave Budget  Training Registrations Training Strategy: Key HR/Payroll Actions