End users basic_navigation_for_hr-payroll-events_06-05-08

SAP Basic eNavigation and Fundamentals:SAP Basic eNavigation and Fundamentals:Getting Into SAPGetting Into SAP

2Basic Navigation in SAP

BRITEBRITE

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


SAP ECCSAP 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


SAP BRITE WebsiteSAP BRITE Website

www.broward.k12.fl.us/erpwww.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:


Logging into the BRITE PortalLogging 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


Initial Password SelectionInitial Password Selection

Click to change your password


Password Rules for BRITE Portal LogonPassword 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


Portal AssistancePortal Assistance

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


BRITE Portal ScreenBRITE 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


SAP Access via the BRITE PortalSAP Access via the BRITE Portal

Select the SAP Access tab

Then click the ECC Production link,

which will open SAP in a new window.


Copyright Pop-up Window Copyright Pop-up Window

You will only see this the first time you log on to SAP.

Click the green check icon to

continue

SAP Basic eNavigation and Fundamentals:SAP Basic eNavigation and Fundamentals:Getting Around in SAPGetting Around in SAP


SAP User Menu 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


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 Navigation Buttons


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 AreaToolbars & Navigation Area


Moving from the Easy Access Screen to Moving from the Easy Access Screen to TransactionsTransactions

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?


Getting Around Getting Around

1. Fast Path

2. User or SAP menus

3. Favorites

3.

1.

There are three ways to access transactions in SAP:

2.


Accessing a Transaction using the Fast Accessing a Transaction using the Fast Path FieldPath 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


If you Close the Fast Path Field by MistakeIf you Close the Fast Path Field by Mistake

Select to re-open the Fast Path

field

Now you can enter your transaction

code


Navigating to a Transaction Using the User Navigating to a Transaction Using the User Menu 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


Is there an Easier Way to Navigate? Is there an Easier Way to Navigate?

How can I easily get to where I need to be?

Set up Favorites!


FavoritesFavorites

You can set up links to commonly used transactions in the Favorites folder.


Creating a FavoriteCreating a Favorite

Select the transaction from the SAP menu

Click Menu > Favorites > Add


Changing the Name of a FavoriteChanging the Name of a FavoriteSelect 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.

SAP Basic eNavigation and Fundamentals: SAP Basic eNavigation and Fundamentals: Other SAP BasicsOther SAP Basics


Displaying the Technical Names for Displaying the Technical Names for TransactionsTransactions

From the menu bar, select Extras > Settings:

Select Display technical names

Click the green check icon

Click the green check to continue


Displaying the Technical Names for Displaying the Technical Names for Transactions (Part Two)Transactions (Part Two)

Technical Names Not Displayed

Technical Names Displayed


Sample Transaction ScreenSample 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).


Types of FieldsTypes 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


Moving from One Transaction to AnotherMoving from One Transaction to Another

You must type /N before the transaction code to move from one transaction to another.


System MessagesSystem 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 Type Message Description

Error Messages Indicates a problem that must be corrected before continuing.

Information Messages No action is required. SAP is informing you of a particular fact or condition. However, you must hit enter past the message.

Warning Messages Indicates there may be a problem with the data you have entered. You may have to correct the problem before continuing.


Creating a SessionCreating 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


Ending a Session 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


Logging Off 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


Field HelpField 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

Human Resources and Payroll OverviewHuman Resources and Payroll Overview


Role DescriptionsRole 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


What’s Different in Navigating the Portal?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.


Key TermsKey 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.)

iViews Snapshots 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.


Key TermsKey Terms

CATS Cross 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.


Current State Future StatePositions 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?What’s Changing with Human Resource Actions?


What Does the HR Actions Process Look Like?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


Current State Future StateTime 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?What’s Changing with Payroll?


What Does the CATS Time Entry Process Look Like?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

Organizational Management StructureOrganizational Management Structure


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 ObjectivesLesson Objectives


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 OffersOrganizational Management Offers


Sample of SBBCs Organizational ChartSample of SBBCs Organizational Chart

EXECUTIVE DIRECTORStudent Support Services

& ESE

E-019

THE SCHOOL BOARD OF BROWARD COUNTY,

FLORIDA

SUPERINTENDENTOF SCHOOLS

A-001

DEPUTY SUPERINTENDENT

Educational Programs & Student Support

(35)

(32)

COORDINATORSchool Improvement

R-034(28)

DIRECTORExceptional Student

Education

MANAGERSSS/ESE Electronic Management System

EZ IEP

COORDINATORMedicaid

E-028(27)


Education

DIRECTORSSS Fiscal & Data

Operations

(29)

(26)

E-130

E-131

Special Programs

SPECIALIST(Title I)

Elementary

EE-005(25)

SPECIALIST(Title I) Non-Public

Neglect & Delinquency

EE-003(25)

SPECIALIST(Title I)

Secondary

EE-004(25)

SPECIALIST(ESEA Title I)Basic Parent

Involvement Program

EE-008(25)

DIRECTORTitle I, Migrant & Special Programs

E-022(30)

SPECIALIST(ESEA Title I)

Basic Schoolwide Project & Program

Improvement

EE-007(25)

(2)

DIRECTORDropout Prevention

Alternative Education

E-126(29)

SPECIALISTDropout

Prevention

EE-133(25)

CoordinatorStudent Planning

SPECIALISTDropout Prevention

Program Development & Improvement

EE-134(25)

CoordinatorStudent Planning

COURTS LIAISON

EE-135(25)

(2)

Outreach to Health & Human Service Organizations

COORDINATORFamily Counselors

E-013(27)

DIRECTORSchool Social Work

& Attendance

E-121(28)

CLINICAL NURSING SUPERVISOR

Exceptional Ctr ESE Cluster Headstart Full

Service Program Sites w/ Med. Complex Students

EE-125(25)

COORDINATORGuidance, BRACE & Academic Advisement

E-123(27)

(3)

COORDINATORSeverely EmotionallyDisturbed Network

E-080(27)

DIRECTORHealth Education

Services

E-065(28)

CURRICULUM SPECIALIST

Health Education Services

E-026(27)

DIRECTORPsychological Services/

504

E-120

(28)

THE SCHOOL BOARD OF BROWARD COUNTY, FLORIDA2008-2009 ORGANIZATIONAL CHART

EDUCATIONAL PROGRAMS & STUDENT SUPPORT

DIRECTORA++/NCLB

- 4B -

DIRECTORPsychological Services/504Lane Roosa

COORDINATORDue Process

E-070(27)



Specific Learning Disabilities

E-061(27)



Mentally Handicapped

E-060(27)


CURRICULUM SPECIALISTEmotionally

Handicapped

E-057(27)


COORDINATORFl. Diagnostic & Learn

Resource System

E-071(27)


Hearing/Visually Impaired

E-064(27)



Speech-Language Physically Impaired

E-062(27)


Education

E-003(30)


Autism

(27)

(2)

COORDINATORBehavior

(27)E-134

E-125E-081

COORDINATORPreschool ESE

(27)

Board Approved: 05/06/2008


Organizational StructureOrganizational 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.


Primary Objects of the Organizational Primary Objects of the Organizational StructureStructure

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:


Organizational Units (O)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)

Superintendent’s Office

(69511000)

LyonsMiddle

(63101000)

LyonsMiddle

(63101000)

ElyHigh

(60361000)

ElyHigh

(60361000)

LibertyElementary(63821000)

LibertyElementary(63821000)

Treasurer‘s Office

(69704000)

Treasurer‘s Office

(69704000)

BudgetOfficeOffice

(69703000)(69703000)

BudgetOfficeOffice

(69703000)(69703000)

North Area Superintendent’s

Office(69551000)

North Area Superintendent’s

Office(69551000)

CFO(69730000)

CFO(69730000)


Jobs (C) 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.


Jobs (C) 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

JobSAP 4.6 SAP 6.0 Class Job Title10001007 16020211 20211 GENERAL CLERK I (SCHOOL-BASED)10001008 16020215 20215 CLERK TYPIST I10001009 16020219 20219 CLERICAL DAYS BEYOND10001010 16020220 20220 GENERAL CLERK II (SCHOOL-BASED)10001011 16020221 20221 GENERAL CLERK II10001012 16020222 20222 CLERK TYPIST II

Job ID


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)Positions (S)

Job: Teacher – Grade 2

Position:Teacher – Grade 2

Position:Teacher – Grade 2

Position: Teacher – Grade 2

Tom RichardsSue Smith

Daryl Jones


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)Positions (S)


Persons (P)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.


Organizational Unit

Organizational Unit

ChiefsChiefs

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.


Organizational Structure & All its AttributesOrganizational Structure & All its Attributes

Described by/Describes

Belongs to/Incorporates

Held/Holds

Cost Center3501101010

(Default)

Has

Fund 1000(1018)

Fund 4230Grant No. CA83000001.0708

WBS CA830000101.0101

(1018)

Title I

50%

50%

PersonJane Smith

PersonJoe Jones

PositionTeacher – 1st Grade

PositionTeacher – 1st Grade

Fund 1000(1018)

Held/Holds

JobTeacher – 1st Grade

100%

Belongs to/Incorporates

OrganizationDania

Elementary


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

positionsPerson

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 ManagementRelationships in Organizational Management


Enterprise StructureEnterprise Structure

Personnel Area (PA)– Identifies personnel

groups used in SAP– SBBC uses the 21

Bargaining Unit/Meet and Confer groups

Personnel Area SAP 4.6

SAP ECC

Teachers INST IN01

Hourly Adult INST IN02

School Based Admin

ADMN AD03

Admin (Union) ADMN AD02Personnel 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

AreaSAP 4.6

SAP ECC

196 day calendar TE96 0007

244 day calendar SU44 0030

Examples

Examples

The coding is changing for the Enterprise Structure. See the ERP website for the complete list.


Personnel StructurePersonnel 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 4.6bSalaried 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)


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

SummarySummary


Course SummaryCourse 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

Follow-Up & Support OptionsFollow-Up & Support Options


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

BRITE CAB Conference

BRITE LITES (By Role)

User Support OptionsUser Support Options

ESS Appraisal

BlackboardFollow-UpFollow-Up

Documents

End users basic_navigation_for_hr-payroll-events_06-05-08