Non-Instructional Staffing Super User Training June 18, 2008

1. Non-Instructional Staffing Super User TrainingJune 18, 2008

2. Accessing SAP

3. 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 Currently, Broward uses SAP 4.6 b and is implementing SAP/ECC 6.0

4. SAP BRITE Website www.broward.k12.fl.us/erp • For end users, SAP will now be accessed through the web. • For super users, SAP can 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. Logging into the BRITE Portal • User Login ID • Entry format = P00012345 • Letter “P” plus 8 digits • Personnel Number 00012345 • If personnel number is less than • 8 digits (i.e. 12345) , 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. BRITE Portal Screen • The BRITE Portals provide you access to the SAP systems • The tabs in the Portals 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 and Reports will only be available from the intranet • Employee Self Service (ESS), HR Action Processor (HRAP) & Manager Self Service (MSS) will be available from the internet Reports

7. Super Users Options SAP through the portal using the windows GUI. Limited staff in HRIS and Staffing will use the HR Action Processor tab to execute the HR Actions that have been approved by the manager.

8. SAP Access via the BRITE Portal Select the SAP Access tab Then click the Windows Gui link. Then click the ECC Production link, which will open SAP in a new window.

9. Terminology & What’s Changing

10. Key Terminology

11. What is Changing • Enterprise Structure • New Infotypes • 9023 Work Exp Credit, 795 Certification, 796 Duty Assign, 9003 Out-of-field, 9020 Exit Interview, 9011 Reappointment • Reappointment Process • Location and Staffing will Execute Actions • Staffing Departments • Additional Positions (Instructional Staffing) • Terminations

12. What is Changing • Using the Board Agenda (9010) to Create Board List • Staffing departments can execute • Online Creation and Maintenance for Positions • No longer use paper PRF • HR Administrative Services Functionality • Manager Self Service (MSS) Functionality • Work flow • Employee Self Service (ESS) • New look, easier navigation, more functionality • Reports

13. What is Not Changing • Declaration of Vacancy/Requisitions • Instructional continue to use DOV • Noninstructional submit hard copy • Hiring • Instructional continue to use DOV • Noninstructional fax preclearance • Leaves, Retirements, FMLA, Disability

14. Personal Data Infotypes

15. Personnel Data Infotypes NOTE: Links work in Slide Show view (F5)

16. PA20: Display HR Master Data • PA20 is the simplest way to display information on an employee. • Information is stored within various Infotypes. • IMPORTANT: If you have access to PA20 and PA30 it is critical to remember to display information only in PA20. If you use PA30 you will lock the employee record so that others cannot make changes.

17. PA20: Display HR Master Data 1 Type the employee’s personnel number and click Enter on your keyboard. 2 Click the appropriate tab to display infotypes for that functional area. 5 6 3 4 Click the selection button to the left of the infotype. Select the period if appropriate or click All (not all infotypes will require period selection).

18. PA20: Display HR Master Data - Alternative 1 Type the employee’s personnel number and click Enter on your keyboard. 4 5 5 2 Select the period if appropriate or click All (not all infotypes will require period selection). 3 Simply type the infotype number in the Infotype field.

19. Infotype 0001: Organizational Assignment

20. Infotype 0002: Personal Data

21. Infotype 0006: Addresses

22. Infotype 0016: Contract Elements

23. Infotype 0019: Monitoring of Tasks

24. Infotype 0022: Education and Training

25. Infotype 0024: Qualifications

26. Infotype 0033: SBBC Experience Years

27. Infotype 0034: Corporate Function (New!) Codes:

28. Infotype 0040: Objects on Loan (New!) This Infotype generates a property pass:

29. Infotype 0041: Date Specifications

30. Infotype 0077: Additional Personal Data

31. Infotype 0105: Communication NOTE: Add 0010 to the Subtype (Sty) field to view email:

32. Infotype 0302: Additional Actions

33. Infotype 0554: Hourly Rate per Assignment New! Now you can view the org unit number and name.

34. Infotype 795: Certification Overview (New!) 4. 1. 2. 3.

35. Infotype 795: Certification Individual Certificate (New!) 1. 2. 4. 5. 3.

36. Display: Duty Assignment Infotype in SAP 6.0Infotype 796 (New!) 1. 2.

37. Display: Out of Field Infotype in SAP 6.0Infotype 9003 (New Functionality!) 1. 1 2 2. 3. 3

38. Infotype 9020: Exit Interview (New!)

39. Infotype 9023: Other/Previous Employers (New Functionality!) 1 2 Return to List

40. Knowledge Check Which transaction should I use if I want to display data? • PA20 • PA30 • LSO5 • DATA1

41. Questions?

42. Employee Self Service (ESS)

43. ESS Resident Experts Utilizing ESS Resident Experts is part of the ESS Deployment Strategy • ESS “resident experts” will form a cadre of knowledgeable individuals who will be able to assist their staff with using ESS to conduct the following actions: • Professional Development • Benefit Assignments • Time Absence Requests

44. Employee Self Service (ESS)

45. Employee Submits Resignation through ESS Start HRAP Administrator SAP Approve Receives and Completes Termination Process Reviews Termination in MSS Termination is Processed in Background Finish Separation of Employment: Initiated through ESS Coming Soon

46. Employee Self Service – DRAFT! • The employee will submit his/her resignation online. • He/she will update personal information via the Exit Interview. • The Separation of Employment form will then go to the HRAP for processing. NOTE: This is a sample and should be considered draft only. You will be notified by your location when this process is available online. You may still submit your resignation through the current procedures.

47. Demonstration: ESS Let’s play with ESS • Contact Information • Career and Job • Education • Certification • Out-of-field • Duty Assignment • Life & Work Events • Onboarding (Coming Soon) • Submit Resignation (Coming Soon)

48. Questions?

49. Process Overviews

50. HRAP Initiates HR Process Start Administrator SAP/Staffing Approve Finish Reviews HR Process in MSS Process is Executed HR Actions Forms that Staffing will Execute • Terminations • Additional Position (Inst Staffing) • Working While on Leave (Inst Staffing)