Teachers’ Performance Related Pay (PRP) Input september 2019

Who to call for assistance For advice on accessing the PRP system via the SAP portal please contact the helpdesk on: - 01992 555000 Comnet 25000 sap.support@hertfordshire.gov.uk If your enquiry is related to the PRP process itself please refer to the guidance available on The Grid in the first instance here http://www.thegrid.org.uk/info/payroll/performance.shtml If you are unable to resolve your query contact the HR/Payroll Customer Support Team by phone on 01992 556500 or by e-mail to: hrpayrollqueries@hertfordshire.gov.uk . If you need any assistance with accessing the PRP system, please contact the helpdesk, as detailed above. The majority of calls are answered by first line support. If your call relates to the PRP process itself please refer to the guidance available on The Grid for clarification. If you are unable to resolve your query contact the HR/Payroll Customer Support Team by phone on 01992 556500 or by e-mail to: hrpayrollqueries@hertfordshire.gov.uk

Logging in to SAP To access the PRP, double click on your Internet Explorer icon. Please note that SAP is not compatible with Edge, Firefox or Chrome browsers.

Accessing PRP If The Grid homepage does not automatically open, type the url, http://www.thegrid.org.uk/ into the address bar and press Enter. Click on School Admin.

Accessing PRP Towards the bottom of the page, in the middle section, click on Schools Remote Timesheet.

Accessing the SAP Portal On the right hand side, click on Access to SAP System. Alternatively, type into the address bar: - https://portal.hertfordshire.gov.uk/irj/portal And press Enter .

SAP Log On Screen The SAP Log on screen displays. To save you entering the address each time, this can be added to your internet favourites, as detailed on the following pages.

Adding SAP to your Internet favourites To add SAP to your internet favourites, click on Favourites > Add to Favourites. A pop up box appears, with the name, ‘SAP NetWeaver Portal’ displayed. This name can be changed to something more relevant and meaningful to you. Type in your chosen name. Click on Add.

Using favourites Now that the address has been added to your favourites, SAP can be accessed in future by clicking on Favourites and selecting the entry.

Signing in to SAP The SAP Log In screen is displayed. Type in the User ID, which has been sent to you by e mail or post. User names are not case sensitive. Type in the two digits of your PIN that are requested. The PIN is case sensitive, so ensure that CAPS LOCK is on if your PIN contains letters. Click on PIN Authenticate. If your User ID and PIN have been entered correctly, the Password box appears. Type in your password, as sent to you with your User ID. NB Passwords are case sensitive. Click Log On. The first time that you log in, you will be prompted to change your password and subsequently every ninety days. NB The PIN and Password allow three attempts before they are locked. If either becomes locked, please contact the helpdesk, on 01992 555000, who will unlock and reset them for you.

Selecting TEACHERS PRP The page reloads, with links across the top. Click on Teachers PRP.

PRP Timetable The PRP Timetable is displayed. Please note the dates that PRP entry is open for the current month / year. To add your ratings, click on Enter PRP ratings.

Selecting employee The PRP page loads with some advisory notes at the top. These notes will differ to those shown in this manual. Please ensure that you read the latest information when logging in to PRP. Beneath the advisory notes, a grid loads, with all of your teachers listed in alphabetical order by last name. Select the teacher that you wish to record PRP for, by clicking to the left of the line that they appear in. This highlights the entire line.

Entering prp In addition to the salary scale, any changes to TLR/SEN/Additional Allowances will also be made via this method. Having selected the appropriate teacher, click on Create Entry. NB If the Create Entry button is not displayed, click onto a different teacher and back to the one that you wish to record the entry for. The button then appears.

Entering new pay scale point The details for the chosen teacher as at 31st August are displayed. The system will no longer display Reference points within each pay range. Schools will now enter the full time equivalent annual salary as a monetary value only.   Any adjustment should reflect the framework set out in the School's pay policy adopted for the period covered by the appraisal cycle. Please Note: Those on the first point of the payscale e.g. Main Pay Scale 1, Upper Pay Scale 1 etc. will automatically increase in order to keep them within the minimum salary for that payscale.

Salaries other than pay scale points AND EXCLUDING COST OF LIVING AWARD Please note – If no change is made to the teacher record, their pay will remain at the 31st August, 2018 level and Cost of Living increase will only be applied to those teachers on the first point of each scale to ensure they are paid the minimum salary for that scale.

Salaries other than pay scale points AND EXCLUDING COST OF LIVING AWARD Click on Save If you have no changes to make to the grade but do wish to amend the TLR/SEN/Additional Allowances, click on Save and you will progress to the allowances screen.

Success message after saving Having saved any pay grade changes, the message above appears, confirming that any changes have been saved. Behind the message, any allowances currently paid to the selected teacher are displayed. If the teacher is not in receipt of any allowances, the initial input screen is displayed behind the message. Click on OK.

Failure Messages If you input an amount which does not fall between the lower and upper limits for the allowance, the first message shown above appears. Click on OK. A second, more detailed message advises why the changes have not been saved. Click on OK and amend your entry.

Amending allowances To increase the value of one of the allowances, click into the New Allowance field for the relevant allowance and type in the new monthly value. Once all allowances for this employee have been updated, as required, click on Save. The success message displays and you are returned to the initial input screen. You should only use this system to apply a pay award increase to an allowance. Any change to the level of allowance, such as moving from TLR 2a to TLR 2b, is a contractual change  and should be notified by completion of a Change to Employment details form. NB Where the teacher is in receipt of an Allowance’, the amount shown is the full time monthly amount. Allowances are pro rated for part time employees. Changes to allowances other than TLR/SEN/Additional Allowances, such as Recruitment & Retention Allowances, should be notified by completion of a Change of Employment Details Form.

Amending an entry If you have made an incorrect entry, or entered the details on the wrong teacher, you have the option to amend or delete the entry. Entries can be amended or deleted at any point in the process, during the periods that PRP is open. The PRP status indicates whether the entry displayed has been entered, authorised or processed to payroll. If you are unsure if the entries have been successfully authorised, you can check here. The statuses are as follows:- E – Entered A – Authorised by school approver C – Processed to teacher’s personnel/pay record. (Completed). To amend or delete an entry, select the required teacher and click on Amend Entry or Delete Entry, as appropriate.

Amending an entry If you are amending an entry, the current entry is displayed and you can make amendments as detailed in the previous pages.

Deleting an entry To delete an entry, select the employee from the list and then click onto the line that you wish to delete. Although the line is already highlighted, you need to click onto it to enable the delete function. Click on Delete entry. The success message shown above displays.

PRP APPROVAL

Approving PRP Entries The approver, usually the Headteacher, needs to log in to SAP using their own unique ID, PIN and password. When clicking on Teachers PRP, the entries made for the School automatically display. The approver needs to check that the entries are correct. NB For each teacher listed, there is a lot of information displayed. Please note that there is a scroll bar at the bottom of the screen, as well as one to the right hand side. You need to drag the bottom scroll bar across to see all of the information. If the scroll bar is not visible on your screen, you will need to refer to your IT support, as your resolution may need to be adjusted.

Authorisation Once the entries have been verified, the approver needs to click on the Authorise button. The button can be found by scrolling down, as shown above. Click on Authorise.

Success message The message shown above displays to confirm that all entries have been authorised. Click on OK

Once approved Once the entries have been approved successfully, the inputter can access PRP and see that the status of each entry is now A for approved. Any entries still showing as E for entered have not yet been authorised.

When prp input is closed The dates that PRP is open for input run in line with those for payroll each month. These dates will also be published on the Home page of the Schools SAP Portal. ( https://portal/hertfordshire.gov.uk/irj/portal ) If you try to access Teachers PRP when it is not open for input, a message displays advising you that input is not currently open.

Support Support for the timesheet is provided by the SAP support team. We can be contacted by telephone on 01992 555000, or Comnet 25000. Choose the options for IT/SAP for SAP support. You can e mail us at :- sap.support@hertfordshire.gov.uk Please, do not call payroll direct, as we need to log your call and make sure that it is allocated to the right person. Additional guidance, payroll cut off dates and access forms can be found on the Grid at : - http://www.thegrid.org.uk/info/payroll/timesheet.shtml If you have any comments, or feedback on Teachers PRP or the materials, please do let us know.