All Materials in this Presentation are Fulton County Schools Confidential SAP A+ Fulton County Schools Introduction to Human Capital Management Version 2.0

All Materials in this Presentation are Fulton County Schools Confidential Learning Objectives Upon completion of this section, you will be able to: Understand what SAP is Understand how SAP will help FCS Describe the functionality of the Human Resources (HR) module Identify the major components of the HR module Identify the five major applications of the HR module

All Materials in this Presentation are Fulton County Schools Confidential What is the A+ Project? Fulton County Schools is embarking on a project to support on- going business operations Included in this project is: Replace aging and sub-optimal business systems in Human Resources (HR) Finance Logistics Implement an Enterprise Resource Planning (ERP) system called SAP

All Materials in this Presentation are Fulton County Schools Confidential Why is FCS Changing Software Systems? We currently have a number of inefficient and redundant data management processes Going to a new software system, like SAP, will help break the cycle of inefficiency SAP will help to reduce paperwork, reduce duplicate manual processes, and implement a more reliable and scalable solutions Will be able to construct a foundation to meet the future educational needs of an aggressively growing county

All Materials in this Presentation are Fulton County Schools Confidential What Will We Achieve? Significantly improved FCS operations and management in: Finance Personnel Administration Payroll Pension Administration Purchasing Inventory Control Improved quality and access to information available at all levels in the organization Improved reliability and stability of the systems supporting key areas of FCS operations

All Materials in this Presentation are Fulton County Schools Confidential Whats the Benefit for You? A Best Business Practices information system that will provide: Automation of manual processes Increased productivity Elimination of redundant work Data integrity – data is entered once and used by all One system to learn and support Ability to report on and analyze the organization as a whole instead of one department at a time Ability to communicate with systems that are not part of SAP Data can be shared across modules without dual entry

All Materials in this Presentation are Fulton County Schools Confidential What is an ERP System? ERP stands for Enterprise Resource Planning Enterprise Resource Planning systems (ERPs) integrate all data and processes of an organization into a unified system A typical ERP system will use multiple components of computer software and hardware to achieve the integration A key ingredient of most ERP systems is the use of a unified database to store data for the various system modules By selecting specific components a company can customize the ERP system to meet their needs

All Materials in this Presentation are Fulton County Schools Confidential What is SAP? SAP is the worlds largest ERP software company SAP stands for Systems, Applications and Products for Data Processing Implemented in more than 36,000 companies with more than 12 million users Worlds third-largest independent software supplier Provide companies with the ability to have a common corporate database for a comprehensive range of applications One database instead of databases for each department that dont talk to each other

All Materials in this Presentation are Fulton County Schools Confidential HR Module The HR application module supports the business activities associated with Personnel Administration and Personnel Planning and Development

All Materials in this Presentation are Fulton County Schools Confidential HR Applications Organizational Management Personnel Planning & Development Payroll Accounting Personnel Management Time Management

All Materials in this Presentation are Fulton County Schools Confidential Organizational Management Organizational Management: Object types Reports Personnel Planning & Development Payroll Accounting Personnel Management Time Management Organizational Management

All Materials in this Presentation are Fulton County Schools Confidential Organizational Management Organizational Management provides a comprehensive and dynamic model of the organizations structure The organizational plan consists of the following object types: Organizational units Positions Jobs By establishing relationships amongst these object types, a hierarchy that matches the organizational structure can be created

All Materials in this Presentation are Fulton County Schools Confidential Object Type Terminology Organizational unit: The principal object in an organizational plan Represents an organizational entity (such as department, division, or group) which performs specific functions within a company Job: It is a general classification of duties versus a specific set of duties that must be performed Many employees can hold the same type of job, such as manager, professional assistant, or teacher Jobs are used as the basis for creating positions, i.e., employees are not assigned to jobs, they are assigned to positions

All Materials in this Presentation are Fulton County Schools Confidential Object Type Terminology (continued) Position: Individual, employee assignments within the company Linked together by creating relationships, which allows for the chain of command to be identified within the organizational structure

All Materials in this Presentation are Fulton County Schools Confidential OM Master Data Elements Position Person(s) Assigned Job Assigned Qualification(s) Assigned Cost Center Assigned Organizational Unit(s) Assigned

All Materials in this Presentation are Fulton County Schools Confidential Attributes of Positions (Example) 2 nd Grade Teacher FTE: 1.0 Mary Smith Person ID: Assigned: 100% 8/6/07 – 12/31/07 Elementary Teacher (P-5) Early Childhood Certification Cost Center: 5XXX Alpharetta ES Position Begin: 1/1/2006 End: 12/31/9999

All Materials in this Presentation are Fulton County Schools Confidential Organizational Management: Reports The following are examples of Organizational Management reports: Organizational plan Job index Open Positions Position Descriptions Qualifications

All Materials in this Presentation are Fulton County Schools Confidential Personnel Planning & Development Personnel Development: Qualifications and requirements Career and succession plans Reports Organizational Management Payroll Accounting Personnel Management Time Management Personnel Planning & Development

All Materials in this Presentation are Fulton County Schools Confidential Personnel Planning & Development: Personnel Development Personnel Development enables a business to link current and future work requirements with employees skills, qualifications, and preferences 2007

All Materials in this Presentation are Fulton County Schools Confidential Personnel Planning & Development: Reports Personnel Development Reports

All Materials in this Presentation are Fulton County Schools Confidential Personnel Management Personnel Management: Employee Master Data Employee benefits Employee separations Information systems Employee benefits Reports Organizational Management Personnel Planning & Development Payroll Accounting Time Management Personnel Management

All Materials in this Presentation are Fulton County Schools Confidential Personnel Management: Employee Master Data SAP contains information types for storing employee master data

All Materials in this Presentation are Fulton County Schools Confidential Personnel Management: Employee Master Data (continued) The personnel action function sequentially groups infotypes together to create a personnel procedure for each action Examples of personnel actions are: Hiring Benefits Transfer Separation Events (0000)) Personal Data (0002) Organizational Assig. (0001) Corporate Structure Personnel Structure Organizational Structure

All Materials in this Presentation are Fulton County Schools Confidential Personnel Management: Employee Separations Leave of Absence (LOA) Disability Retirement Termination Death

All Materials in this Presentation are Fulton County Schools Confidential Personnel Management: Employee Benefits Employee benefits are processed/maintained/ handled through the Benefits Administration application The Benefits Administration application provides all functionality required to offer and enroll an employee into a benefit plan The functionality of the Benefits Administration application includes benefits enrollment, plan management, information access, and salary administration

All Materials in this Presentation are Fulton County Schools Confidential Personnel Management: HR Information System The HR Information System (HRIS) application offers a broad range of reporting functions for all areas of Personnel Management

All Materials in this Presentation are Fulton County Schools Confidential Personnel Management: Reports The following are examples of Personnel Management reports: Master Data List report Master Data Statistics report Infotype log

All Materials in this Presentation are Fulton County Schools Confidential Time Management Time Management: Work schedules Time records Attendance and absence records Attendance and absence quotas Error corrections Reports Organizational Management Personnel Planning & Development Payroll Accounting Personnel Management Time Management

All Materials in this Presentation are Fulton County Schools Confidential Time Management: Time Management Application The Time Management application processes employee data pertaining to time: Establishes and maintains work schedules Timesheet data entry using CATS Records and processes personnel time worked Performs evaluations based on time 2007

All Materials in this Presentation are Fulton County Schools Confidential Time Management: Reports The following are examples of Time Management reports: Personal Work Schedule report Daily Work Schedule report Attendance report Absences report Error list

All Materials in this Presentation are Fulton County Schools Confidential Position Budgeting and Control Offers solution that integrates the Human Resource and Financial aspects of Personnel activities Allows the user to view a breakdown of the Funds Management totals by position Functions as a sub-ledger to Funds Management Allows the user to view salary and benefit totals by Funds Center (Department)

All Materials in this Presentation are Fulton County Schools Confidential Position Budgeting and Control (continued) Allows multiple employees to be assigned to and financed via a single position Creates an encumbrance in Funds Management and PBC when a position is financed Multiple sources can be used to fund a single position Checks that all persons are financed before payroll is processed Reduces commitment at each Payroll posting Provides the option to perform an availability control for both FTE and dollars within customizable tolerance profiles.

All Materials in this Presentation are Fulton County Schools Confidential Payroll Accounting Payroll Accounting: Gross payroll Net payroll Payroll Run Payroll Accounting Reports Organizational Management Personnel Planning & Development Personnel Management Time Management Payroll Accounting

All Materials in this Presentation are Fulton County Schools Confidential Payroll Accounting The Payroll Accounting applications primary function is to compensate employees for completed work Net Payment GrossDeductions

All Materials in this Presentation are Fulton County Schools Confidential Payroll Accounting: Payroll Run Processing a payroll run consists of five steps: Release payroll run Start payroll run Check payroll results Correct payroll data Exit payroll run

All Materials in this Presentation are Fulton County Schools Confidential Payroll Accounting: Reports The following are examples of Payroll Accounting reports: Federal Unemployment Insurance Report (FUI) State Unemployment Insurance Report (SUI) New Hire Reporting HIPPA Report

All Materials in this Presentation are Fulton County Schools Confidential Learning Objectives Review What are the key object types within Organizational Management? The key object types within Organizational Management are organizational units, positions, and jobs What is the functionality of the HR module? The HR module supports the business activities needed to hire, manage, schedule, and pay employees of a company

All Materials in this Presentation are Fulton County Schools Confidential Learning Objectives Review (continued) What are the five major applications of the HR module? Organizational Management, Personnel Planning & Development, Personnel Management, Time Management, Payroll Accounting

All Materials in this Presentation are Fulton County Schools Confidential Question and Answers