ETS/SAP Support Center 2 nd Quarter Networking Sessions

1. ETS/SAP Support Center2nd Quarter Networking Sessions November - December 2004 Presenters: Joanne Auerbach Karen Diamond Robbin McGill

2. OptiSpool What is OptiSpool? A centralized web server that allows users to view, search and print report files via their web browser application • OptiSpool is an alternative to district printing, copying, and manually distributing hard copy computer generated “reports” SAP 2nd Quarter Networking Session

3. Basic Features • Receive archived files immediately upon creation • Exact format as on paper • Skip to the exact page you wish to see • Print any page or pages • Attach notes to report pages • Search for specific information • Secure SAP 2nd Quarter Networking Session

4. Why is SBBC Implementing OptiSpool? • Stakeholders request • CELT analysis indicated Principals needed to receive their financial reports in a more efficient manner • Pilot tested by Budgetkeepers’ Committee and various departments • Improve the reporting process SAP 2nd Quarter Networking Session

5. What will the results be? • Results – • Immediate access to reports • Ability to view data as needed and print only what is necessary for each individual • Savings in resources to district • Dollars • People • For EOM Financial Reports estimated savings in time is approximately 8-10 business days SAP 2nd Quarter Networking Session

6. SBBC ImplementationPlan • Immediately – MSA Financial Reports* *A matrix of specific reports is available on the OptiSpool website FY5 • SAP Reports • TERMS Reports SAP 2nd Quarter Networking Session

7. Implementation Timelines • August 31, 2004 • End of Month Financial Reports • October 2004 • ETS upgraded OptiSpool server software • October – November 2004 • Parallel testing for EOM Financials • Based on test feedback ETS will determine cut off for distribution of paper reports SAP 2nd Quarter Networking Session

8. System Requirements • Internet Explorer • PC – IE 5.5 or higher • Mac – OS 9.0, IE 5.1.7 or higher • Netscapeis not supported • Does not work with Pop-up Blockers • Contact TLC to delete temporary Internet files • Site User ID and Password (supplied by ETS Help Desk 754-321-0411) SAP 2nd Quarter Networking Session

9. Access web/optispool • Site User ID = SP0155350 • SP01 + 4-digit Org Unit # + School Type (District-based type will be 0, Elementary – 1, Middle – 2, etc.,) • Initial Password = Same as User ID • Passwords have 45-day expiration • Times Out when idle for 10 minutes • Locks after 3 unsuccessful login attempts SAP 2nd Quarter Networking Session

10. PAF Reminders • Memos for correction • No longer accepted by (HRIS) Human Resources Information Systems • Fix the problem with a ZPAF action • ZPAFs allowed back to July 1, 2003 • Impacts current fiscal year’s budget • Creation dates of 120 days or more than the From date require Area approval SAP 2nd Quarter Networking Session

11. Leaves of Absence • Leaves Department • Processes the leave of absence after the employee contacts the Leaves Department (954-712-3420) • School/Location • Completes Request for FMLA Application and forwards to Leaves Department • Forwards Medical Certification to Leaves Department • Initiates Stop Payment action • Contacts Payroll to lock employee record • Creates Return from Leave ZPAF • All other leave actions have been deactivated SAP 2nd Quarter Networking Session

12. Missing Stop Payments • Stop Payment Actions (PA40) • Personnel Records creates monthly report • Gradual increase (District-wide) in missing Stop Payment actions since April 2004 • More than 200 Employment Terminations created in August 2004 with no Stop Payment action • School/location should create Stop Payment for employees who are Terminated or on Leaves of Absences • Contact Payroll to Lock Employee’s Record SAP 2nd Quarter Networking Session

13. NEW What’s • Paraprofessional Consolidation • Effective 7/1/04 Calendar eliminated from title • 2 New Job Class numbers added • 910054 Tch Aide Alliance 186 Day • 930040 Tch Asst Alliance 186 Day • Some Job Class numbers delimited • All para positions updated programmatically • Do Not Use Old Job Class Numbers on PRFs SAP 2nd Quarter Networking Session

14. NEW What’s • Supplement Wage Type Table • New rates and Wage Types based on bargaining unit negotiations • Rates retroactive to 7/1/04 • ZPAF’s created after 11/1/04 must have the new rates or HRIS will reject ZPAF • ZPAFs currently in Workflow will be adjusted SAP 2nd Quarter Networking Session

15. NEW What’s • Employee Subgroup • TH (Temporary Hourly) for Part-time Adult Vocational Teachers converted programmatically • All active positions were converted programmatically • Use new ESG when creating or reactivating positions that were affected by the change • List of Job Class numbers affected by change • Updated Employee subgroups list SAP 2nd Quarter Networking Session

16. NEWS Food & Nutrition Services • Approving ZPAFs • As of October 19, 2004 • Any electronic PAFs created for Food Service Managers or workers with an effective date of 7/1/04 or later will automatically go to the Food Nutrition Services Department (#09725000) if Staffing Department approval is needed • ZPAF effective dates prior to 7/1/04 will be routed to Noninstructional Staffing SAP 2nd Quarter Networking Session

17. NEWS Food & Nutrition Services • Position Request Forms • Effective September 1, 2004, Food and Nutrition Services began processing all Position Request Forms for the Food Service employees • Managers’ Meetings • Held monthly to communicate process changes • Updated web sitehttp://web/hrms/cafeteria_managers.htm SAP 2nd Quarter Networking Session

18. NEW What’s in ESS • Appraisals • History of completed and incomplete business event appraisals • Inservice Reports • Report of Business Events attended • Inservice Points Requirement • Attendance at all sessions, completion of follow-up activity, and completed business event appraisal prior to close-out date, is required for inservice points SAP 2nd Quarter Networking Session

19. NEW What’s • Importing SAP Reports into FileMaker Quick Reference • Create SAP reports, save as an Excel document, then import into FileMaker database SAP 2nd Quarter Networking Session

20. UPDATED What’s • Report Matrix • Revised 10/04 to include available SAP reports • HRMS New/Revised Documentation Matrix 10/04 • ESS User Guide 8/04 • Complete step-by-step instructions of ESS menus and options • Including BE Appraisals & Inservice Reports SAP 2nd Quarter Networking Session

21. Time Management (PA61, PA71) • DailyTime Entry • Enter Today’s time Tomorrow • Delays cause more work for others • Overtime Entries • Calculated by week not by payroll period • Verify attendance and absence hours for employees who have primary positions to ensure that you use the correct subtype for additional positions SAP 2nd Quarter Networking Session

22. Time Management (PA61, ZA71) • Display HR Master Data (PA20) • Attendance IT2002 and Absence IT2001 • Use to verify attendances and absences on primary positions to determine correct overtime payment subtype (OTS, OTP) • Organizational Assignment IT0001 • Overtime Exempt Status • Exempt -- No Overtime • Non-Exempt --Yes Overtime SAP 2nd Quarter Networking Session

23. $ $ $ $ $ $ $ $ $ $ $ $ Time Entry for Secondary Positions (ZA71) • Noninstructional Overtime Eligible Employees (SubType Entry) • Additional Position Only (subs or temps) • RGR up to 40 hours for workweek • OTP for hours above 40 • Primary positions with work schedule • OTS up to 40 hours for workweek • OTP for hours above 40 SAP 2nd Quarter Networking Session

24. $ $ $ $ $ $ $ $ $ $ $ $ Time Entry for Secondary Positions (ZA71) • Noninstructional Non-Overtime Eligible Employees (SubType Entry) • Primary position with work schedule • OTS for all hours SAP 2nd Quarter Networking Session

25. $ $ $ $ $ $ $ $ $ $ $ $ Time Entry for Secondary Positions (ZA71) • Instructional Employees (SubType Entry) • Secondary positions • RGR for all hours reported • NOTE: Instructional Employees are not eligible for overtime, thus all hours above their work schedule should be reported in ZA71 SAP 2nd Quarter Networking Session

26. REMINDER! $ $ $ $ $ $ $ $ $ $ $ $ Before and After School Care (BASC) Positions The Employee Relations Department is working closely with the FOPE (union), the Payroll Department and the SAP Support Center to ensure the district is in compliance with the Fair Labor Standards Act regarding overtime payment to employees. While these parties work on a solution, please continue to enter time on Board Approved positions as previously instructed. SAP 2nd Quarter Networking Session

27. $ $ $ $ $ $ $ $ $ $ $ $ Before and After School Care (BASC) Positions • Time Entry • Enter Daily • Yesterday's hours/absences should be entered today • The hours/attendances you enter impact other locations' time entries on your employees (OTS/OTP) • Calculate overtime on workweek • Based on the employee physically working 40 hours in a workweek • Absences or holidays will reduce physical attendance SAP 2nd Quarter Networking Session

28. ENHANCED SECONDARY POSITIONS TIME MANAGEMENT (ZA71) • Change/delete hours (PA61) for ALL employees assigned to your location • No more phone calls or emails to primary location or Payroll department to delete entries • Pilot Tested Successfully • Roll Out11/1/04 SAP 2nd Quarter Networking Session

29. ENHANCED SECONDARY POSITIONS TIME MANAGEMENT (ZA71) • Use Deletion of Hours Form for hours that have paid • No more . . . • CPIC User • All entries are identified with user’s ID • Sub Central Access • Secondary position at Sub Central delimited • SAP Tracking turned on • Reports name, date, and time entries were entered or modified SAP 2nd Quarter Networking Session

30. NEW What’s • Attendance/Absence report by employee • Transaction S_AHR_61018660 displays attendance and absences in calendar form SAP 2nd Quarter Networking Session

31. NEW SAP Training Prerequisite • Effective December 1, 2004 • Attendees must submit an SAP Business User Request before attending training • Attendees will be given authorization to SAP at the conclusion of training • http://web/hrms/forms.htm for SAP User Access Form SAP 2nd Quarter Networking Session

32. COMING SOON Payroll Options • Payroll Rewrite Project • Per contract negotiations employees will be able to select payroll options • Annual salary paid during contract term • Annual salary paid over 12 months • Watch for information SAP 2nd Quarter Networking Session

33. CHANGE Organizational Unit • Effective July 1, 2004 • SAP Support Center belongs to ETS (Educational Technology Services) reporting to Vijay Sonty, Chief Information Officer SAP 2nd Quarter Networking Session

34. CHANGE SAP Support Team. . . • Carol McGovern (Former SAP Web Designer) July 2004, assigned to ETS’ Customer Support unit • Rosetta Cheeks (SAP Trainer) July 2004, assigned to SAP Configuration Team (testing, troubleshooting, etc.,) • Edward Clark (New Web Designer) August 2004, joined the SAPSupport Team SAP 2nd Quarter Networking Session

35. UPDATE SAP Trainer Contact • Joanne Auerbach (954-712-2205) • North Area, Piper Zone, Northeast Zone, Superintendent & Board Offices, Comptroller, Auditing, Communications/Strategic Planning, Research & Evaluation, Purchasing, etc. SAP 2nd Quarter Networking Session

36. UPDATE SAP Trainer Contact • Karen Diamond (954-712-2208) • South Central Area, Boyd Anderson Zone, Nova Schools, Grants, Transportation Services, Maintenance and Facilities Departments SAP 2nd Quarter Networking Session

37. UPDATE SAP Trainer Contact • Robbin McGill (954-712-2207) • South Area, Community Schools, Food & Nutrition Services Department, Human Resources & Curriculum/Instructional Support SAP 2nd Quarter Networking Session

38. UPDATE SAP Help Desk Support • Chris Crelin (954-712-2218) • Inservice Facilitator, Technology Liaison Contact, and SAP Help Desk Support • Edward Clark (954-712-2290) • Web Design and SAP Help Desk Support Gina Ferrazzo (Training Analyst/Team Lead) SAP 2nd Quarter Networking Session

39. REMINDERS . . . • Hands On Training Labs • Monday – Friday • 8:30 a.m. – 4:30 pm • Site Visits • Scheduled at your convenience • Mentors Program • Mentors coach new SAP Business Users in the fundamentals of HRMS • Requesting Mentorship? Contact your SAP trainer SAP 2nd Quarter Networking Session

40. SAP (CAB) Conferencing • HRMS and SAP communications directly to your CAB desktop • Late-breaking Changes and Updates • Get the information when it happens • Email Christine Crelin to be added to the conference SAP 2nd Quarter Networking Session

41. Until Next Quarter . . . SAP 2nd Quarter Networking Session