1. SAP Basic eNavigation and Fundamentals: Getting Into SAP

2. 2Basic Navigation in SAP BRITE What is BRITE?  Broward Innovative Tool for Education, will streamline Broward’s business systems  Provides staff with access and real-time data in the latest version of the SAP software  Brings one business system to Broward Schools  A project of the Enterprise Resource Planning Department, ERP

3. 3Basic Navigation in SAP 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

4. 4Basic Navigation in SAP SAP BRITE Website www.broward.k12.fl.us/erp  For end users, SAP will now 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:

5. 5Basic Navigation in SAP Logging into the BRITE Portal User Login ID Entry format = P00012345 9 digits (total) starting with the letter p Personnel Number 12345 If personnel number is less than 8 characters, then leading zero(s) should be added to it Password (first time users only) Entry format= ja021956 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

6. 6Basic Navigation in SAP Initial Password Selection Click to change your password

7. 7Basic Navigation in SAP Password Rules for BRITE Portal Logon  Passwords are case sensitive (initial password should be in lowercase)  Minimum six characters, maximum eight characters (a combination of both letters and numbers)  Do not use a space, question mark, or exclamation point in your password  First three characters may not be identical  Must change your password at least once each 45 days  May not repeat a password until five unique passwords have been used

8. 8Basic Navigation in SAP Portal Assistance If you have trouble logging into the BRITE Portal, you will need to contact the BRITE Support Center at (754) 321-8120.

9. 9Basic Navigation in SAP BRITE Portal Screen  The BRITE Portal provides you single sign-on access to systems you need to do your work  Tabs in the Portal 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

10. 10Basic Navigation in SAP 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.

11. 11Basic Navigation in SAP Copyright Pop-up Window You will only see this the first time you log on to SAP. Click the green check icon to continue

12. SAP Basic eNavigation and Fundamentals: Getting Around in SAP

13. 13Basic Navigation in SAP SAP User Menu The default screen is called the SAP Easy Access Screen.  Switch from the User menu (only transactions specific to your role) or the SAP menu (the standard SAP menu) by selecting the appropriate buttons highlighted below  When logging in, either the User menu or the SAP menu will display

14. 14Basic Navigation in SAP  Menu, System, and More… are buttons with black corners indicating a drop down menu  The Menu button is an expandable tool that navigates with arrow keys to submenus  System and More are expandable tool buttons that will display a list of actions Navigation Buttons

15. 15Basic Navigation in SAP Title Bar Navigation Area Status Bar  The Title Bar indicates the name of screen  Navigation Area contains folders and transactions  The Status Bar displays system messages Toolbars & Navigation Area

16. 16Basic Navigation in SAP Moving from the Easy Access Screen to Transactions  What is a transaction?  Enables user to create, change, and display data or run reports in SAP  How do I get to a transaction from the Easy Access Screen?

17. 17Basic Navigation in SAP Getting Around 1.Fast Path 2.User or SAP menus 3.Favorites 3. 1. There are three ways to access transactions in SAP: 2.

18. 18Basic Navigation in SAP Accessing a Transaction using the Fast Path Field  Each transaction in SAP has a transaction code which can be used instead of the menu path to navigate to the transaction  A transaction code can consist of letters, numbers, or both  Type the transaction code in the Fast Path field and click Enter to navigate to that transaction Don’t click this…It will close the Fast Path Field! Fast Path Field

19. 19Basic Navigation in SAP If you Close the Fast Path Field by Mistake Select to re-open the Fast Path field Now you can enter your transaction code

20. 20Basic Navigation in SAP Navigating to a Transaction Using the User Menu  The User menu contains a list of transactions based on your role  Some transactions are grouped within folders  Navigate to these transactions by double- clicking the name of the transaction Double-click to access the transaction

21. 21Basic Navigation in SAP Is there an Easier Way to Navigate?  How can I easily get to where I need to be? Set up Favorites!

22. 22Basic Navigation in SAP Favorites You can set up links to commonly used transactions in the Favorites folder.

23. 23Basic Navigation in SAP Creating a Favorite  Select the transaction from the SAP menu  Click Menu > Favorites > Add

24. 24Basic Navigation in SAP Changing the Name of a Favorite Select the transaction to rename, and then click Menu > Favorites > Change. Enter the name change, and then click the green check icon. Name has been changed in Favorites.

25. SAP Basic eNavigation and Fundamentals: Other SAP Basics

26. 26Basic Navigation in SAP Displaying the Technical Names for Transactions From the menu bar, select Extras > Settings:  Select Display technical names  Click the green check icon Click the green check to continue

27. 27Basic Navigation in SAP Displaying the Technical Names for Transactions (Part Two) Technical Names Not Displayed Technical Names Displayed

28. 28Basic Navigation in SAP Sample Transaction Screen Tab Use the Tab key on your keyboard or your mouse to move from field to field (such as From and To below).

29. 29Basic Navigation in SAP Types of Fields  Mandatory fields have a check mark  Fields with a matchcode icon allow the user to search for available entries Matchcode icon Mandatory field

30. 30Basic Navigation in SAP Moving from One Transaction to Another You must type /N before the transaction code to move from one transaction to another.

31. 31Basic Navigation in SAP System Messages  System messages will display to the bottom left of the screen  Errors must be corrected before proceeding  Click Enter to proceed past a warning message  Budget, Procurement, Payroll, and HR will each have their own system message codes. System Messages will be trained in each of the fundamental courses. Message TypeMessage Description Error MessagesIndicates a problem that must be corrected before continuing. Information MessagesNo action is required. SAP is informing you of a particular fact or condition. However, you must hit enter past the message. Warning MessagesIndicates there may be a problem with the data you have entered. You may have to correct the problem before continuing.

32. 32Basic Navigation in SAP Creating a Session You can create additional “sessions” only by clicking on the ECC Production link on the SAP Access tab of the portal, which will open up additional SAP browser windows. *GUI stands for “Graphical User Interface.” This simply means you will be accessing SAP through the web. Click ECC Production – XEP 500 – WebGui to create a new session and get to the SAP Easy Access screen

33. 33Basic Navigation in SAP Ending a Session  Ending a session is another way of logging off SAP  Save your work before you close a session  From the menu bar choose System> End Session  Additional logons you may have in SAP will remain open –Each session must be closed separately

34. 34Basic Navigation in SAP Logging Off  Select System > Log off  You will be warned about saving your data even if you have saved it!  Select “Yes” to log off  Other sessions will remain open

35. 35Basic Navigation in SAP Field Help  Position the cursor in a field and select F1 on the keyboard  A pop-up box will appear that provides an explanation of the field Example of Field Help Click in the field

36. Human Resources and Payroll Overview

37. 37Basic Navigation in SAP Role Descriptions Human Resources Action Processor (HRAP) – replaces PAF Processor:  Utilizes the HR Administrative Services (HRAS) function to create, execute and delimit HR activities/processes  Data is populated on Adobe Interactive forms and once executed updates the backend system (SAP) Payroll Contact:  Enters attendance and absences into SAP system  Researches and communicates payroll issues to management and/or employees  Runs reports for audit documentation

38. 38Basic Navigation in SAP What’s Different in Navigating the Portal?  Human Resource Action Processors (HRAP) will have a separate tab within the Portal to:  View employee data  Initiate employee actions  Administrators will have a separate tab within the Portal to:  View employee data  Approve leave requests for vacation and sick personal reasons, time entries, and personnel actions  Payroll Contacts will access SAP using the SAP Access tab within the Portal Note: Navigation for each role will be covered in-depth in the corresponding training course for that role.

39. 39Basic Navigation in SAP Key Terms 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.) iViewsSnapshots of employee data within the Portal for quick reference. Manager Self Service (MSS) Workplace for administrators to approve personnel actions created/changed by the HR Actions Processor, as well as leave requests and time. 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.

40. 40Basic Navigation in SAP Key Terms CATSCross 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. Retro or Adj. (Adjustments) An adjustment made to an employee’s pay for a prior pay period. This term will eliminate “Difference from pre” from the pay stub. 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 and are paid on the Friday after the pay period ends.

41. 41Basic Navigation in SAP Current StateFuture State Positions are created/changed through a manual, paper process Positions will be created/ changed electronically Use ZPAF to process HR actions Use Adobe Interactive Forms to process HR actions PAFs may take a number of days until approved and processed within SAP HR actions will be approved by the Administrator and the system updated immediately, with certain exceptions Employee resignations are submitted via paper form and processed via ZPAF Employee will be able to resign directly through ESS What’s Changing with Human Resource Actions?

42. 42Basic Navigation in SAP What Does the HR Actions Process Look Like? Start HRAP Initiates HR Process Administrator Approves HR Process in MSS Complete? SAP HR Action is Completed Finish HRIS/Staffing HR Action is Executed in SAP Finish Yes No

43. 43Basic Navigation in SAP Current StateFuture State Time entered through PA61, PA71, and ZA71 Time entered through CAT2 Time approved on paper, through ZTIM and ZEARNINGS reports Time approved electronically through Manager Self Service (MSS) Flexible Employee Data report run directly in SAP Flexible Employee Data report run through Business Intelligence (BI) in the Portal ZDAB and ZTIM run as separate reports Retroactive Changes to Time Data combines information into one report What’s Changing with Payroll?

44. 44Basic Navigation in SAP What Does the CATS Time Entry Process Look Like? Start Payroll Contact Enters Time via CAT2 Administrator Reviews Time in MSS Approve Employee Receives Payment Finish Payroll Dept Processes Payroll

45. Organizational Management Structure

46. 46Basic Navigation in SAP At the end of this lesson, participants will be able to: –Describe the overall organizational structure within SBBC –Recognize the primary objects of the organizational structure in SAP –Explain the relationships between objects within organization management Lesson Objectives

47. 47Basic Navigation in SAP  Provides a way to construct and maintain a model of the district’s organizational structure  Used to direct the workflows  Ensure functional integration and organizational alignment throughout the district  Display reporting relationships  Reports Organizational Management Offers

48. 48Basic Navigation in SAP Sample of SBBCs Organizational Chart

49. 49Basic Navigation in SAP Organizational Structure  All positions belong to an org unit and do not move from one org unit to another.  Holders of positions can move from one org unit to another. People hold only one primary position, but can hold as many secondary positions as they are offered and have time to work.  Jobs hold the general attributes of the position, i.e., education qualifications, salary schedule, etc.

50. 50Basic Navigation in SAP Primary Objects of the Organizational Structure Organizational Unit (O) Describe the various departments that exist within BCPS. Examples include: Superintendent’s Office, North Area Superintendent Office, New River Middle School, etc. Job (C)General classifications of tasks and attributes that are routinely performed together and include Teacher, Principal, Office Manager, etc. Position (S)Individual employee assignments in the district and include Paraprofessional, Teacher-Science, Associate Superintendent HR, Office Manager, etc. Person (P)Specific individuals who hold positions within the district. Organizational Management houses the building blocks that provide the foundation for the entire structure of SAP:

51. 51Basic Navigation in SAP Organizational Units (O)  Are represented by “O” in SAP and are 8 digits.  The first digit will be a 6 no longer a 0.  Describe the various departments/schools that exist within BCPS.  Multiple organizational units and their inter-relationships form the Organizational Hierarchy.  Each organizational unit is managed by a Chief.  The example shows the Superintendent’s Office as “root” organizational unit and CFO and North Area Superintendent’s Office as two subordinate units with subsequent subordinate units that report to them. Superintendent’s Office (69511000) Lyons Middle (63101000) Ely High (60361000) Liberty Elementary (63821000) Treasurer‘s Office (69704000) BudgetOffice(69703000) North Area Superintendent’s Office (69551000) CFO (69730000)

52. 52Basic Navigation in SAP Jobs (C) Job: Director Position: Director, Benefits Position: Director, Budget Position: Director, Non-Instructional Staffing  Jobs are represented by “C” in SAP.  Jobs are general classifications of tasks that are routinely performed together and represent a unique classification of responsibilities.  Jobs hold attributes, such as education and salary scale, and are attached to positions.  Examples include Director, Teacher – Grade 2, Principal - Elementary, Office Manager II - High, etc.

53. 53Basic Navigation in SAP Jobs (C)  Jobs IDs in SAP 6.0 are determined by the salary object and Job Class #.  Jobs in SAP 4.6B were systemically assigned without logic.  Job Class #’s are unchanged from old SAP to new SAP

54. 54Basic Navigation in SAP  Positions are represented by “S” in SAP..  Positions are the individual employee assignments in the district.  Positions are occupied by persons.  Positions impact the budget.  As a rule, only one employee occupies a primary position. Positions (S) Job: Teacher – Grade 2 Position: Teacher – Grade 2 Position: Teacher – Grade 2 Tom RichardsSue Smith Daryl Jones

55. 55Basic Navigation in SAP  Many work-related attributes, such as workflow, approvals and security are attached to the position.  Once you have a job, you must specify the number of corresponding positions required in the organization.  A position inherits a job’s tasks but you can also define additional tasks related to duties performed specifically by that position.  A position references a job directly. If characteristics of a job are changed, this has an effect on the positions related to that job. Positions (S)

56. 56Basic Navigation in SAP Persons (P)  Persons are represented by “P” in SAP.  Persons (SBBC employees) are assigned to positions within the organizational structure. Additional personal information (i.e., home address, emergency contact, education, etc.) for persons is maintained in SAP.  Generally, only one person should occupy a primary position at one time.  The person carries his or her personal information to the position and this information transfers with the person if they transfer to another position.

57. 57Basic Navigation in SAP Organizational Unit Chiefs  Chiefs manage the organizational unit and sit on top of the reporting hierarchy for that particular organizational unit.  Chiefs report to other chiefs as organizational units report to other organizational units.  The designation of a position as a Chief is reflected in the position attributes.  The chief will have the Manager Self Service (MSS) functionality.

58. 58Basic Navigation in SAP Organizational Structure & All its Attributes Described by/Describes Belongs to/Incorporates Held/Holds Cost Center 3501101010 (Default) Has Fund 1000 (1018) Fund 4230 Grant No. CA83000001.0708 WBS CA830000101.0101 (1018) Title I 50% Person Jane Smith Person Joe Jones Position Teacher – 1 st Grade Position Teacher – 1 st Grade Fund 1000 (1018) Held/Holds Job Teacher – 1 st Grade 100% Belongs to/Incorporates Organization Dania Elementary

59. 59Basic Navigation in SAP 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 positions Person 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 Relationships in Organizational Management

60. 60Basic Navigation in SAP Enterprise Structure Personnel Area (PA) –Identifies personnel groups used in SAP –SBBC uses the 21 Bargaining Unit/Meet and Confer groups Personnel AreaSAP 4.6 SAP ECC TeachersINSTIN01 Hourly AdultINSTIN02 School Based Admin ADMNAD03 Admin (Union)ADMNAD02 Personnel Sub Area (PSA) –Is a sub division of the personnel area. Used to control pay scale, wage types, and work schedule planning. –Broward uses the 27 Board Approved Calendars Personnel Sub Area SAP 4.6 SAP ECC 196 day calendarTE960007 244 day calendarSU440030 Examples The coding is changing for the Enterprise Structure. See the ERP website for the complete list.

61. 61Basic Navigation in SAP Personnel Structure Employee Group SAP 4.6b Active Inactive Retired Withdrawn SAP ECC Active FT (1) 100% only Active PT (2) Inactive (3) Withdrawn (5) NonEmployee (8) NEVER USE Employee Sub Group SAP ECC Salaried w/Benefits) (01) Hourly w/Benefits (02) Temporary (03) Hourly Adult/Coach (04) Pool Subs (05) Substitute (06) Nonemployee (08) NEVER USE Conversion (99) SAP 4.6b Salaried Full time (SF) Salary Parttime (SP) Salary Partime, benefits (SB) Hourly Full-time (HF) Hourly Full-time (HP) Hourly Partime, benefits (HB) Hourly Partime, 3 hours( H3) Hourly Other (HO) Hourly Temp (HT) Hourly Sub (HS) Pool Substitutes (PO) Student Workers/Exempt (SE) Student Workers/Non exempt (SN) Temporary Hourly (TH)

62. 62Basic Navigation in SAP The organizational hierarchy created in SAP provides the foundation for a variety of key activities including automated workflow, approvals, and security access. Summary

63. 63Basic Navigation in SAP Course Summary You should now be able to: Log on/off the BRITE Portal Navigate the SAP Easy Access screen Identify transactions in SAP Access transactions using:  Transaction codes  User menu  Favorites folders Navigate transaction screens Enter data in fields using  Free entry (manual typing)  Matchcodes (look up) Recognize system messages Access Help for field definitions Describe Human Resource and Payroll changes Understand the Organization and Enterprise Structures

64. Follow-Up & Support Options

65. 65Basic Navigation in SAP  BRITE Support Center 754-321-8120  BRITE Website: web/erp -or- http://www.broward.k12.fl.us/erp/  e-Learning  Context Sensitive Help  Online Training Library Online Training Library  BRITE CAB Conference  BRITE LITES (By Role) User Support Options  ESS Appraisal  Blackboard Follow-Up