SAP Time Entry

1. SAP Time Entry HR/Payroll/Regional Timekeepers/Administrators

2. Introduction

3. Housekeeping • There will be regularly scheduled breaks • Make notations on your handouts (not in notebooks) • Turn your cell phones and pagers off • Ask questions and participate in class • Only be in the SAP system during class (not Outlook or internet) • Use your breaks to view/answer your e-mails • Keep down side conversation • Unanswered questions are posted to the parking lot

4. Prerequisites Prior to this course, you must have completed: • SAP Navigation • ESS Enter Time

5. Course Agenda • Overview • (Section 1) HR Organizational Structure • (Section 2) Time Entry • (Section 3) The FMLA Workbench • Estimate Course Length – 6.5 hours

6. Course Learning Objectives Upon completion, you should be able to: • Explain the benefits of implementing SAP at CDOT • Identify new terms and concepts • Discuss the HR Organizational Structure • Explain the Time Entry process • Enter and change time in SAP for employees • Maintain the FMLA Work bench • Perform queries on Time Sheet Entries

7. Course Components • Business Process Concepts • Exercises • Job Aids (on line) • Info Pak™ Work Instructions • Quick Reference Guides

8. SAP Modules FIFinance COControlling MMMaterialsManagement PMPlantMaintenance FMFundsManagement PSProjectSystems REMReal EstateManagement HRHumanResources

9. Course Map Overview SAP Time Entry Section 1: HR Organizational Structure Section 2: Time Entry Section 3: FMLA Workbench

10. Key Benefits of SAP HR Implementing SAP HR has resulted in further standardizing of processes across the state Improves quality and accessibility of data Workflows replace some of the paper-intensive processes with electronic processes and shorten approval times Online and real time availability of data Decentralizes the responsibility for data management Reduces duplicate entry into multiple systems

11. Finance SAP SAP CDOT SAP Integration Materials Management Real Estate Management Human resources

12. Course Map Overview SAP Time Entry Section 1: HR Organizational Structure Section 2: Time Entry Section 3: FMLA Workbench

13. HR Organizational Structure Enterprise Structure Organizational Structure CDOT Company Code Chief HW Eng. Office RTD Organizational Unit Personnel Area Region I Region 2 Maintenance Aurora East Prog. Eng. Position Personnel Subarea Engineering Program Support Aurora Materials Personnel Structure Aurora Right of Way Employee Employee Full-Time Aurora East Proj. Team 1 Group Group Aurora East Proj. Team 3 1A – Exempt Aurora East Proj. Team 5 Employee Employee 1B – Non-Exempt Sub-Group Sub-Group Employee 1C – SES 1E – Executive Director

14. SAP ROLES Managers Time Corrections & Processing Time Keeper/Administrator ESS – Employee MSS – Manager CDOT JOB FUNCTIONS Office Managers Administrative Assistants Program Assistant Supervisor Employee HR Technicians Payroll Accounting CDOT Job Functions & SAP Roles

15. Key Terms and Concepts

16. Key Terms and Concepts

17. Course Map Overview SAP Time Entry Section 1: HR Organizational Structure Section 2: Time Entry Section 3: FMLA Workbench

18. Section 2 Learning Objectives When you complete this section, you should be able to: • Discuss new terms and concepts • Identify the Timekeeper Role and Responsibilities • List the benefits of SAP • Enter time for General CDOT employees. • Change time for General CDOT employees. • Check time sheets for completion and verify status • Display and query information for time sheets

19. Roles and Process

20. Key Terms and Concepts

21. Key Terms and Concepts

22. The Timekeeper Role • The timekeeper has the ability to enter time for an employee, but must only complete a time sheet if the employee is truly unavailable. The time sheet must be submitted by the payroll deadline. • Verifies the employee has released their time sheet to the Supervisor for approval. If not, contact the employee or their Supervisor. • Verifies that approval letters for Injury Leave, Make Whole and STD are valid for the leave time requested. • Verifies leave for FML matches the FML Workbench and the FML administrative process. • Notifies employee and supervisor when the approval letters conflict with the time sheet and follow through with corrections. • Notifies management regarding those employees who may have “use or lose” time at the end of the Fiscal Year

23. Key Processes • ALL employees must record time on a daily basis. • Supervisors are responsible for ‘approving’ time sheets. • Timekeepers serve as a back-up to enter time for employees and provide a quality check. • Engineering continues to receive the cost center coding when the project is set up and funded. • Allocations to projects for labor costs is available immediately. • The key date function in the new ESS Time Entry system is “set” so that the prior Saturday is the beginning of the work week. • The Work Order information automatically populates the attendance type on the time sheet.

24. Benefits of SAP Time Management • Leave request are made directly on the employee time sheet and sent to the supervisor by email for approval. • Upon release of the time sheet, the budget is allocated and reports the accurate balances in ‘real time’.

25. Demonstration Exercise Record Working Time – CAT2 • Instructor will first demonstrate this transaction in the SAP system while the class ‘observes’. • Employees will log into SAP to complete the transaction using the Work Instructions and Exercises.

26. Rules for Entering or Changing an Employee Timesheet • Only if the employee is unavailable • Instructed to do so by the Supervisor • If the absence or attendance type is incorrect and the employee is unavailable: • Injury leave is charged without an approval letter • STD is charged without an approval letter • Make Whole is charged without an approval letter • Leave granted by the Appointing Authority that does not match the timesheet coding i.e. Jury, Administrative, Bereavement • Attendance type is incorrect

27. Demonstration Exercise Change Working Time (for others)– CAT2 • Instructor will first demonstrate this transaction in the SAP system while the class ‘observes’. • Employees will log into SAP to complete the transaction using the Work Instructions and Exercises.

28. Demonstration Exercise Time Leveling – CATC • Instructor will first demonstrate this transaction in the SAP system while the class ‘observes’. • Employees will log into SAP to complete the transaction using the Work Instructions and Exercises.

29. Key Benefits • Every person in CDOT will have a time sheet that is specific to the employee • Real time data for management of projects and maintenance activities • Corrections of time sheets are immediate • System provides status of time sheets at any time • Time and leave are tracked in one system with a history available

30. Review of Time Process The system is different, not the Process! • Employee enters time into time sheet • Employee saves and releases the time sheet to the Supervisor for approval • Supervisor approves or rejects the timesheet • If the supervisor rejects the timesheet, the employee must make corrections to the time sheet • Employee must repeat saving and releasing the timesheet to the Supervisor for approval

31. Payroll Deadlines All payroll deadlines for submitting time sheets still apply: • MONTHLY – MUST BE RELEASED BY 10:00 A.M. THE FIRST WORKING DAY OF THE FOLLOWING MONTH FOR APPROVAL • BI WEEKLY – MUST BE RELEASED BY 10:00 A.M. ON EVERY MONDAY EACH WEEK FOR APPROVAL

32. Section Objectives Review You should now be able to: • Discuss new terms and concepts • Understand the Timekeeper Role and Responsibilities • Understand the benefits of SAP • Enter time for General CDOT employees. • Change time for General CDOT employees. • Check time sheets for completion and verify status • Display and query information for time sheets

33. Section Questions • What are the three SAP HR structures? • What is the transaction code to enter time for an employee? • How is a time sheet pre populated with information? • What is the definition for CATS?

34. Course Map Overview SAP Time Entry Section 1: HR Organizational Structure Section 2: Time Entry Section 3: FMLA Workbench

35. Section Learning Objectives When you complete this section, you should be able to: • Describe FMLA • Identify the key benefits of the FMLA Workbench • Create a Leave Request in the FMLA Workbench • Change a Leave Request in the FML Workbench • Review time history for employees

36. Fiscal Year - FML Prior to July 07 • Family/Medical Leave (FML) provides up to 520 hours of job protection per fiscal year to eligible employees for a serious health condition or the addition of a child.  FML is a type of unpaid leave that runs concurrently with all other types of leave (paid and unpaid), except when designated as "make whole" on worker's compensation.  While "make whole" applies, Family/Medical Leave Act (FMLA) qualifying leave does not count against an employee's FML entitlement. • FML must be designated within two business days of the request for leave.  Designation entails either verbal or written notification that an event may qualify for FML.  Verbal notification must be followed by written notification within one week of the leave request.  The FML Notice constitutes written designation of FML.  When leave is requested in advance, discuss the terms stated on the written notice with the employee and obtain the employee's signature.  When the employee is unavailable to discuss the notice in person (i.e., under emergency circumstances), send the notice via certified mail, return receipt requested. • FML under most circumstances should be conditionally designated, pending receipt of medical certification, especially when the leave is due to an employee's own or qualifying family member's serious health condition In the event of a conditional designation, an employee must be notified of the final status of the designation via a letter of confirmation or denial.

37. Key Benefits • Management can track leave usage, recorded work time, and work order activity • Automatic record of changes and history available • Supervisor and Employee see the available leave usage for the employee • Time is recorded on a daily basis for planning • Immediate evaluation of budget and funding

38. Demonstration Exercise Create Leave Request – PTFMLA • Instructor will first demonstrate this transaction in the SAP system while the class ‘observes’. • Employees will log into SAP to complete the transaction using the Work Instructions and Exercises.

39. Demonstration Exercise Change Leave Request – PTFMLA • Instructor will first demonstrate this transaction in the SAP system while the class ‘observes’. • Employees will log into SAP to complete the transaction using the Work Instructions and Exercises.

40. Demonstration Exercise Review History – CADO • Instructor will first demonstrate this transaction in the SAP system while the class ‘observes’. • Employees will log into SAP to complete the transaction using the Work Instructions and Exercises.

41. Section Objectives Review You should now be able to: • Explain FMLA • Explain the key benefits of the FMLA Workbench • Create a Leave Request in the FMLA Workbench • Change a Leave Request in the FML Workbench • Review history for employees

42. Section Questions • FMLA provides how many hours of job protection (when eligible) per year per employee? • What type or certificate is required for FMLA? • How many days do you have to submit written or verbal notification of an event that may qualify for FMLA?

43. Course Objectives Review You should now be able to: • Explain the benefits of implementing SAP at CDOT • Define new terms and concepts • Explain the HR Organizational Structure • Explain the Time Entry process • Enter and change time in SAP for employees • Maintain the FMLA Work bench • Perform queries on Time Sheet Entries and review history

44. Course Questions • What is the transaction code to enter time for an employee? • What are the three types of time sheets? • How is a time sheet pre populated with information? • What is the definition for CATS?

45. Open Forum • Question or Comments?