Food and Nutrition Services SAP Overview for HR and Payroll

Food and Nutrition ServicesFood and Nutrition ServicesSAP Overview for HR and PayrollSAP Overview for HR and Payroll

2Food and Nutrition Services

Key Terminology

BRITE Portal A site that functions as a point of access to information on the web. Examples of a portal include Yahoo, Google, etc. SAP will be accessed through the BRITE Portal.

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.)

Manager Self Service (MSS)

Workplace for administrators to view team data and approve personnel actions created/changed by the HR Actions Processor (HRAP).

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.

Employee iView Snapshot of specific pieces of employee information on the BRITE Portal.


Introduction to Introduction to Employee Self Service (ESS)Employee Self Service (ESS)


At the end of this lesson, participants will be able to:

Log in to the BRITE Portal Navigate the ESS main screen View and manage your Contact Information and

Addresses Display your Salary Statements Register for a Course

Lesson Objectives


ESS: Navigating the Portal & ESS

User ID: P + leading zeros + personnel number (i.e., P00000639)

Initial Password: mmddyyyy (i.e., au271966)


ESS: Navigating the Portal & ESS


ESS: 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.


ESS: 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

1


ESS: 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

2

3

4 5

Jump to BRITE


ESS: 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

Jump to Sim


ESS: Professional Development – Book a Course

Locate the Course you want to book Click To Registration Click Book this Course

Jump to Sim


Human Resource ActionsHuman Resource Actions


At the end of this lesson, participants will be able to describe the steps to:

Navigate the HR Action Processor (HRAP) screen View employee information Process employee actions

Lesson Objectives


HR Actions: HRAP Navigation Screen

1

2 3

4


HR Actions: Employee iViews


HR Actions Process Flow

Start

HRAP

Initiates HR Process

Administrator

Reviews HR Process in

MSS

Approve

SAP/HRIS

Process is Executed

Finish


HR Actions: Process Execution

Actions executed immediately upon approval by Administrator:

Additional positions One-time payments Separation of employment

Actions executed by the appropriate department upon approval by Administrator:

Change in pay Demotion Reassignment Transfer Return from leave Create position Maintain position Sick leave budget

Jump to BRITE


Time RecordingTime Recording


Key Improvements in Time Administration

Time recording via CATS (Cross Application Time Sheet) Single point of time entry Absences and attendances can be entered for a single or multiple

employees on the same screen for the entire payroll period CATS will replace the current ZA71 screen and minimize use of

PA61 Enhancements will allow display of leave balances and validation

of secondary positions of employees Overtime will be system calculated for both primary and

secondary positions

Time from external systems (KRONOS & COMPASS) will be interfaced via CATS in SAP

Provides the ability to require District-wide systematic approval of time before it is paid


CAT2: Record Working Times

Options for entering time in CAT2:

No Cost Override – time entered will be charged to the standard budget for the employee’s position

Cost Override – time entered will be charged to a different budget than the standard budget for the employee’s position (reclassification)

Secondary Position – time entered for the employee’s secondary position/assignment


CAT2: Record Working Times

Record time for employees:

1 2

3

4

Jump to Sim


Cutover DatesCutover Dates


Strategy for Cutover

Shut down current SAP system June 21- June 30, 2008 Ensure accuracy of data in the new system Ensure clean data moving from one system to another

Meet with stakeholders Stakeholders will be involved in determining dates and

workarounds

Communicate the Plan Individual instructions will be designed for each specific role (i.e.

payroll person, PAF processor, etc.) identifying action needed to be taken

Apply lessons learned from other School Districts


Strategy for Cutover: Human Resources

ZPAF System shut down Friday, June 6th at 5pm A ZPAF must have all the approvals by June 6, 2008, at 5 pm in order to

allow HRIS to process by Friday, June 20, 2008 HR Actions can resume on Tuesday, July 1, 2008 using the new SAP

system HRIS will continue processing up to June 20, 2008 and resume on July 1,

2008

New Hires/Summer Term Essential new hires will continue to be processed Teachers will continue to be hired in Summer CAFS & information will be

loaded into SAP Other staffs Additional Position ZPAFs must be created by June 6. A

manual process will be implemented June 7 – June 30, 2008 Summer Training hours will be accepted (possible work around)

Terminations/Resignations/Retirements/Leaves ZPAFs not accepted after Friday, June 6, 2008 A manual process will be used from June 7, 2008 – June 30, 2008

Manual Processes Critical HR processes will continue from June 7, 2008 – June 30, 2008


Strategy for Cutover: Payroll

Last Day for Time Entry is Friday, June 20, 2008

Payroll contacts will be required to project time for:

AA Schedule: June 21 – 22, 2008 (2 days)

This will affect staff hired for summer term (teachers, teacher aides, substitute teachers, community schools and centers)

BB Schedule: project time for June 21-30, 2008 (10 days) ( 4 Saturdays or Sundays)

Risk to projecting time

Overpayments

Sick and Vacation time not reported

No Retroactivity in the New SAP System

No transactions can be processed with a date that is prior to:

Employees on BB Payroll = June 23, 2008

Employees on AA Payroll = June 30, 2008

Manual processes will need to be completed for actions affecting an employee’s pay prior to the dates listed above.


Training StrategyTraining Strategy


The F&NS Department will receive training in a phased approach.

Role

Date

June 25 June 26 August 5

August 7

August 6

August 8

Supervisors Training:

HR Actions Part A

Time: 8:30 – 1:00 p.m. and 2:00 to 4:00 p.m.

(Supervisors will join managers for afternoon Payroll session)

Training:

HR Actions Part B

Time: 8:30 – 1:00 p.m. and 2:00 to 4:00 p.m.

(Supervisors will join managers for afternoon Payroll session)

Summer Managers

Training: Payroll Part A

Time:

2:00 to 4:00 p.m.

Training: Payroll Part B

Time:

2:00 to 4:00 p.m.

All Managers Training: Payroll and HR Actions Part A

Time:

7:30 a.m. to

3:30 p.m.

Training: Payroll and HR Actions Part B

Time:

7:30 a.m. to

3:30 p.m.

* There will be additional training for Managers mid-September

Training Strategy: FNS Training Deployment Plan


Core Training Supplemental Training

Create and Maintain Positions Reassignment and Transfer Forms Change in Pay Demotion Additional Positions Terminations PA20 – iViews Reports

ZTIM, CADO ZEARNINGS ZSTAFF

Time Entry

One Time Payments Return to Work Sick Leave Budget Training Registrations

Training Strategy: Key HR/Payroll Actions

Documents

Food and Nutrition Services SAP Overview for HR and Payroll