Food and Nutrition Services Managers Human Resource Actions Processing (HRAP)

Food and Nutrition ServicesManagers

Human Resource Actions Processing (HRAP)

2F&NS Human Resource Actions Processing

Agenda

One: Human Resource Action Processor Overview

Two: Employee iViews

Three: HR Actions Navigation & Selecting an iForm

Four: Search HR Actions & Review Withdrawn Items

Five: Actions Processing – Position Control

Six: Actions Processing – Personnel Actions

Seven : Actions Processing – Separation & Terminations

Eight: Navigating the Universal Worklist (UWL)

Nine: Maintain HR Master Data

Ten: Employee Self Services (ESS)

Section Two: HR Reporting and Business Intelligence

Unit OneUnit OneHuman Resource Action Processor Human Resource Action Processor

Overview and NavigationOverview and Navigation

Key TerminologyPortal A site that functions as a point of access to information on the

web. SAP will be accessed through the BRITE portal.

Interactive Form (iForm) An electronic form within SAP used to request an HR Action. Becomes part of employee’s record. (Adobe Acrobat Reader software required.) Forms must be accessed using a PC they do not functioning on a Mac.

Human Resource Action Processor (HRAP)

Replaces the ZPAF processor. The HRAP will initiate the iForms and access employee data.

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.

iViews Snapshot of specific pieces of employee information.

Universal Worklist (UWL) Replaces former SAP inbox. The UWL contains the HR Actions requiring manager’s approval and/or any notifications of other actions pertaining to the manager’s employees.

SAP 4.6b Broward’s legacy system that contains the history and data from 2001-2007.

SAP ECC Broward’s Finance, Human Resource, Payroll and Professional Development System. Employee master data is maintained beginning 2008; however, some historical data was converted.

Food & Nutrition Services

(69725000)Barbara Leslie

Area 1(69725010)

Tammy Webster

Monarch High

(63541099)

Area 3(69725030)

Melanie Sewell

Area 2(69725020)

Kim Prestera

Tedder Elementary(60571099)

Parkside Elementary(63631099)

Blanche Ely High

(60361099)

Markham Elementary(61671099)

Ramblewood Middle

(62721099)

* Marc Zelin marked as substitute

Sample of Food & Nutrition Services

HR Business Processes not Changing

These HR business processes are NOT changing at this time:

Leave of Absence, FMLA, Disability, etc. Retirement Submitting Declaration of Vacancies

iForm Process Flow

F&NS Location Manager

Initiates Information using HRAP

Supervisor

Reviews Information

Approve

Information is Executed or

workflows to HRIS

Finish

Central F&NS HR Action Processor

Reviews request and adds

information to the iForm

Workflow Notice

HRAP &/or Employee

receive notice action

completed

Preparing Your Computer & BRITE Web site

The iForms only work on a PC. They do not work on a Mac.

BRITE has been working with F&NS to ensure all sites have the appropriate computers

Validate your settings are accurate on your computer. Contact your Help Desk

Tour with Betty Brite & Online Library

HR Action Processor Navigation Screen

3bNOTE: F&NS will not use all of this functionality.

Do not use this worklist.

HR Action Processor: Navigating to SAP Access

SAP Access Tab

HRAP Tab

SAP Easy Access Menu

Reports Window

Demo & Exercise: Log in & Navigate to HRAP

Let’s log in to the BRITE Portal and navigate to the HRAP tab. You will need the following information from your data sheet:

User ID Password

Unit TwoUnit TwoEmployee iViewsEmployee iViews

HRAP iViews

0001 Organizational Assignment

0002 Personal Data

0006 Address (Permanent)

0019 Monitoring of Tasks

0022 Education and Training

0040 Objects on Loan (New!)

0041 Date Specifications

Work Schedule

Salary & Wage Types

Absence Days (New)

Communication

0795 Certification (New!)

0796 Duty Assignment (New!)

9003 Out-of-field (New Look & Functionality! )

Employee iViews: Basic Employee Search

Employee iViews: Advanced Employee Search

Employee iViews: Overview1

Employee iViews: Organizational Assignments

Employee iViews: Objects on Loan

Employee iViews: Personal Data

Employee iViews: Monitoring of Tasks

Employee iViews: Date Specifications

Employee iViews: Absence Days

Employee iViews: Salary Data

Employee iViews: Salary Wage Types

Employee iViews: Planned Working Time

Unit Three:Unit Three:HR ActionsHR Actions

Navigation & Navigation & Selecting an HR iFormSelecting an HR iForm

Process Execution

Actions executed immediately upon approval by Administrator:

Additional positions (with certain exceptions)

Executed after HRAP processes, Administrator receives notification

Separation of employment (voluntary, i.e. personal resignation)

Actions executed by the appropriate department upon approval by Supervisor :

Remaining Additional positions (Staffing, Sub Central, HRIS)

Change in pay (HRIS) Demotion (HRIS) Reassignment (HRIS) Transfer (HRIS) Return from leave (HRIS) Create position (Central F&NS) Maintain position (Central F&NS) Termination (involuntary, i.e.,

abandonment of position) (Staffing)

Interactive Forms (iForms)

• Position Request Forms (PRF) will be completed on-line

• iForms replace ZPAFs and are used to process HR Actions

• Attach required documents to the on-line HR Action• Additional Positions/Assignment & Separation of

Employment• Do not process on Mondays (Payroll locked)

• 10 minute window to complete the form• Error message are displayed on the top of the form• Each form will have a reference number, except the

Position Request forms

Navigating the Work Overview

MinimizeMaximize

Close Window

Three Types of Interactive Forms

Navigating an Interactive Form

Accessing the HR Actions for Individual Employee

Interactive Forms: Accessing the iForm

Interactive Form: Completed Process

• After you have submitted the form you will receive the above message and a reference number.Close out of the window by clicking the red “X” box.

Interactive Form: Save as Draft

• After you have saved as draft, the message on the top will appear.Close out of the window by clicking the red “X” box.

Unit FourUnit FourSearch iFormsSearch iForms

& Review Withdrawn iForms& Review Withdrawn iForms

There are different ways to search for the iForms depending on the iForm.

Position Request Forms Do not have a search functionality at this time.

HR Actions accessed using Start Processes Use “Search Processes”

Other Payments Search One Time/Supplements Not used by F&NS

Interactive Forms: Search Processes

Interactive Forms: Search Processes Contd.

Interactive Forms: Withdrawn

Interactive Forms: Withdrawn form

• Scroll down the form to the comment section.

Unit Five:Unit Five:Actions Processing – Actions Processing –

Position ControlPosition Control

Position Control: Staffing Report

Demo & Exercise: Staffing Report

Let’s run the Staffing Report with the following variables: Object ID (Org Unit) – 61241000 Reporting Period – Today All Positions Sort Options – Org unit/title

Position Control: Create Position

HRAP/Manager

Initiates Position Creation Process

Supervisor

Prints the form out

Approve

Central F&NS

Processes Position in

Finish

HRAP/Manager receives notice

action completed

Director

Reviews the hardcopy

form & gives Central PBC

person a copy.

Supervisor

Accesses iForm and approves

Notification

Demo & Exercise: Create Position

Let’s request a new position using the Adobe Interactive Form for:

Food Service General Worker Cooper City High Effective July 1, 2008

Position Control: Change Position

HRAP/Manager

Initiates Change Position

Supervisor

Prints the form out

Approve

Central F&NS

Processes Position in

Finish

HRAP/Manager receives notice

action completed

Director

Reviews the hardcopy

form & gives Central PBC

person a copy.

Supervisor

Accesses iForm and approves

Notification

Unit Six:Unit Six:Actions Processing – Actions Processing –

Personnel ActionsPersonnel Actions

Personnel Actions: Change in Pay

HRAP/Manager

Initiates Change in

Pay Process

Supervisor

Reviews Change in

Pay in UWL

Approve

Processes Change in Pay in SAP

Finish

Central FNS HR Action Processor

information

Notification

HRAP & Employee

completed

Demo & Exercise: Change in Pay

Let’s request a Change in Pay for Mary Jackson: Date of Change in Pay – 08/05/2008 Reason – Hours/percent change Payroll Area – Bi-Weekly AA Work Schedule – 7.0H Mon-Fri %age – 100.00

Personnel Actions: Additional Positions

HRAP/Manager

Initiates Additional Position Process

Supervisor

Reviews Additional Position in

Approve

Finish

Additional Position

Processed in SAP

information

Notification

HRAP & Employee

completed

Demo & Exercise: Additional Position

Let’s request an Additional Position for Mary Jackson: Position – 89003728 Start Date – 09/29/2008 Reason for Secondary Position – Temporary Worker Additional Position Text – Food Service Additional

Position

Personnel Actions: Additional Position

2 Position Text Organizational Unit Text4

Personnel Actions: Reassignment

HRAP/Manager

Initiates Reassignment

Process

Supervisor

Reviews Reassignment

in UWL

Approve

Processes Reassignment

in SAP

Reassignment within an Organization Unit

informationFinish

Notification

HRAP & Employee

completed

Personnel Actions: Transfer

Transfer between Organization Units

ReleasingHRAP

Initiates Transfer Process

ReceivingHRAP/Manager

Receives and Adds

Transfer Information

Approve

Processes Transfer in

Receiving Supervisor

Reviews Transfer in

information

Finish

Notification

HRAP & Employee

may receive notice action

completed

Demo & Exercise: Transfer

Let’s request that Consuela Stone be transferred from her current position and school to a new position and school:

New Org Unit – 63391099 Date of Transfer – 08/05/2008 Position – 80007950 Reason for Transfer – Regular/Lateral Transfer Payroll Area – Bi-Weekly BB Work Schedule – 7.0H Mon-Fri %age – 100.00

Personnel Actions: Return to Work

HRAP/Manager

Initiates Return to

Work Process

Supervisor

Reviews Return to

Work Request in UWL

Approve

Processes Return to

Work Request in SAP

Finish

Notification

HRAP & Employee

completed

information

HRAP/Manager

Initiates Demotion Process

Supervisor

Reviews Demotion in

Approve

Processes Demotion in

CentralFNS HR Action Processor

information Finish

Notification

HRAP & Employee

completed

Personnel Actions: Demotion

Unit Seven:Unit Seven:Actions Processing – Actions Processing –

Separation of EmploymentSeparation of Employment

Separation of Termination Types

Termination

Executed by the Staffing Departments

Employee is terminated due to

disciplinary action, performance,

abandonment of position, etc.

Separation of Employment

Executed by the HR Action Processor

Employee submits voluntary

resignation letter to HR Action Processor

at location

Separation of Employment: Initiated by HRAP

HRAP/Manager

Initiates the Separation of Employment

Process

HRAP/Manager

Receives & Executes

Termination Process

Location

Termination is Processed

in SAP

Supervisor

Receives Notification of Termination in

Finish

Notification

HRAP & Employee receives

notice action completed

Enter the effective date of the resignation. For example, if the last day worked is 9/3/08 then the effective date will be 9/4/08. DO NOT ENTER THE LAST DAY WORKED.

Termination: Involuntary

HRAP/Manager

Initiates Termination

Process

Supervisor

Reviews Termination

in UWL

Approve

Staffing

Processes Termination

in Background

Finish

Notification

HRAP & Employee

completed

Termination: Initiated by HRAP

Unit Eight:Unit Eight:Navigating the Navigating the

Universal Worklist (UWL)Universal Worklist (UWL)

Navigating the Universal Worklist – Tasks

3 Do not use this section or the buttons.

Navigating the Universal Worklist - Notifications

Navigating the Worklist – Tracking

Do not use these buttonsDo not use these buttons

Manager Self-Service – Approve HR Actions

Unit Nine:Unit Nine:Display HR Master DataDisplay HR Master Data

PA20: Display HR Master Data

Infotype 0006: Addresses

Unit Ten:Unit Ten:Introduction to Introduction to

Employee Self Service (ESS)Employee Self Service (ESS)

What is Employee Self Service (ESS)?

Brand new interface to access and update employee information– very user friendly!

Contact Information

Who’s Who: Look up contact information for employee’s within SBBC.

Change Own Data: Update your own contact information. Addresses: Update home and temporary addresses.

Contact Information – Options

Who’s Who basic search: search for employee contact information by last name or first name.

Advanced search: search for employee contact information by organizational unit, position, job, etc.

Change Own Data: update your own contact information including extension, e-mail, building number, etc.

Contact Information – Who’s Who (Basic)

Enter part of Last Name and/or First Name

Click Search… The Result List will display Click the Last Name of the

employee for whom you wish to view the profile

Contact Information – Employee Profile

The Employee profile displays: Communication information Department data Miscellaneous personal

information

Contact Information – Who’s Who (Advanced Criteria)

From Who’s Who, click Advanced search

Enter criteria based on any or all of the fields listed to the left

Click Search… The Result List will display Click the Last Name of the

employee for whom you wish to view the profile

NOTE: If you do not know the complete information for a particular field, perform a “wildcard” search. Enter a partial value in any of the fields with an asterisk * before or after the value. For instance, if you are searching for an employee with a last name that starts with “Wil” enter Wil* in the last name field.

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: E-mail is an essential field, so ensure you have entered your e-mail address correctly, as e-mail communications will be sent to this address. If you don’t have an e-mail address, please see your site contact.

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

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

Payment

Salary Statement: View and print your pay stubs. Bank Information: View and/or update your bank details for direct deposit. W-4 Tax Withholding: View and/or change your W-4 withholding

allowances. Employment Verification: Request verification to be faxed or mailed to a

third party. Year Round Pay selection: Submit your selection for Year Round Pay. W-2 Reprint: Request a copy of your W-2 from the previous year.

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

Payment – Update Bank Information

1. Click Edit to change the existing bank deposit details New Main bank – you are required to have one (1) main bank

established for direct deposit New Other Bank – you can set up no more than four (4) additional

banks for direct deposit

Payment – Update Main Bank Information

2. Enter changes as needed: Nine digit bank routing

number Account number for

direct deposit Checking or Savings Purpose of account

3. Click Review and verify data

4. Click Save

NOTE: For assistance with your bank routing number and account number, please refer to the sample check on the next slide. Please contact your financial institution if you have further questions regarding your account.

Payment – Update Main Bank Information

Professional Development

Food and Nutrition Services Managers Human Resource Actions Processing (HRAP)

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