Personnel Records Super User

2 Objectives  Understand the changes the new SAP ECC 6.0 system will bring.  Understand changes in the new processes.  Understand the new BI reporting system.

3Personnel Records Super User Agenda LessonTime One: SAP Terminology Two: HR Master Data Three: All Days Paid Four: Reporting

4Personnel Records Super User Key Terminology Manager Self Service (MSS) Workplace for administrators to approve absence requests for vacation and sick personal time, time entries, and personnel actions. Employee Self Service (ESS) Workplace for employees to view personal information, request changes, and submit absence requests for vacation and sick personal reasons to manager for approval. Business Intelligence (BI) Repository of SAP information for the purpose of reporting. Salaried EmployeeContracted salaried employee with a work schedule rule assigned. Example – Teacher, Principal, Office Manager Hourly Employee w/Work Schedule Contracted hourly employee with a work schedule rule assigned. Example – Custodian, Cafeteria Worker ‘True’ Hourly Employee Non-contract employee with no assigned work schedule. Example – Substitute Teacher, Temporary Worker

5Personnel Records Super User Key Terminology Perpetual Calendar A continuing calendar that crosses over fiscal years without interruption and is not tied to the school calendar. Each Perpetual Calendar pay period consists of 14 calendar days/10 weekdays (starting on Mondays and ending on Sundays) and is paid on the Friday after the pay period ends. PortalA 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.) Employee iViewSnapshot of specific pieces of employee information on the BRITE Portal.

6Personnel Records Super User Key Terminology CATSCross Application Time Sheets – enter attendance and absence transactions into SAP for either a single or multiple employees on a single screen for the entire payroll period. KRONOS/ COMPASS External time keeping systems from which time will be imported into SAP. COMPASS is used by maintenance and transportation employees. KRONOS is used to capture time for sub teachers, voc tech staff, and some maintenance and transportation employees. Retro or Adj. (Adjustments) An adjustment made to an employee’s pay for a prior pay period. This term will eliminate ‘Differences from pre’ from the pay statement.

7Personnel Records Super User Key Changes for Personnel  Implementation of revised coding of SAP HR Enterprise and Personnel Structure results in more efficient reporting of employee groupings.  Link from SAP to IXOS continues to be available in new system.  Online requests for employee information from internal & external sources will be time/date stamped & processed in a central location.  Employee requests will be initiated or completed online, such as resignation or retirement and changes in address, tax deductions, beneficiary, etc.  Create, approve and access performance evaluations through the on-line system.  Improved reporting available in ESS regarding yearly employment and salary.  Employee can view employment & salary history online, and request via online form.

8Personnel Records Super User To recap, understanding the role that each object plays and the relationships between the objects is critical to being able to work within the SAP environment. Persons are assigned to positions Person Organizational Units describe the various schools/departments that exist within SBBC Positions are specific classifications of work duties Jobs are general classifications of tasks routinely performed together Job Position Org. Unit Chiefs manage the organizational unit Chief Primary Objects of the Organizational Structure

HR Master Data

10Personnel Records Super User 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.

11Personnel Records Super User PA20: Display HR Master Data Type the employee’s personnel number and click Enter on your keyboard. 1 Click the appropriate tab to display infotypes for that functional area. 2

12Personnel Records Super User PA20: Display HR Master Data Click the selection button to the left of the infotype. 3 Select the period if appropriate or click All (not all infotypes will require period selection). 4 An alternative to selecting the appropriate tab and infotype in steps 2 and 3 is to simply type the infotype number (if known) in the Infotype field. 5

13Personnel Records Super User 1 Object Manager

14Personnel Records Super User Object Manager

15Personnel Records Super User Key Infotypes for Personnel Infotype 0019Monitoring of Tasks Infotype 0041Date Specifications Infotype 0022Education and Training Infotype 0554Hourly Rate per Assignment Infotype 0014Recurring Payments/Deductions Infotype 0015Additional Payments Infotype 0007Planned Working Time Infotype 0008Basic Pay Infotype 0077Additional Personal Data Infotype 2001Absences Infotype 2002Attendances

16Personnel Records Super User Infotype 0041: Date Specifications 1 2

17Personnel Records Super User Infotype 0019: Monitoring of Tasks 1

18Personnel Records Super User Infotype 0022: Education and Training 1 1

19Personnel Records Super User Infotype 0554: Hourly Rate per Assignment 1 2

20Personnel Records Super User Infotype 0014: Recurring Payments/Deductions 1 2

21Personnel Records Super User Infotype 0015: Additional Payments 1 2

22Personnel Records Super User Infotype 0795: Certification and Licensing

23Personnel Records Super User Infotype 0796: Duty Assignment

24Personnel Records Super User Infotype 9023: Previous Employers

25Personnel Records Super User Infotype 0007: Planned Working Time 2 3 1

26Personnel Records Super User Infotype 0077: Additional Personal Data

27Personnel Records Super User Infotype 2001: Absences 1 2

28Personnel Records Super User Infotype 2002: Attendances 1 2

29Personnel Records Super User Infotype 0008: Basic Pay

30Personnel Records Super User Infotype 0008: Basic Pay Details

All Days Paid Overview

32Personnel Records Super User All Days Paid Concept  Annual contract salary is not changing, but is being redistributed to prevent paying employees in advance  Affects only contract salaried employees  All days between first and last day of contract, excluding weekends, are considered to be “Paid Days,” including worked days, holidays, paid and unpaid days  Salary will be distributed among all “Paid Days” to provide equal paychecks for employees, except for first and last paychecks  Annual Contract Salary, hourly rate for additional positions, and sick leave payout will not be affected

33Personnel Records Super User $0.00$3,000$3, $0.00$750$ /28 -$83.32$750$ /21 -$166.64$750$ /14 -$83.32$750$ /7 on paid dayson work daysEnded DifferenceSalary based Week Unpaid Holiday SFThWTMS SEPTEMBER paid days in the month 18 work days in the month Employee paid $3,000 per month $3,000/18 days = $ per work day $3,000/20 days = $150 per paid day FACTS 4 days worked in each of weeks 1 & 2 5 days worked in each of weeks 3 & 4 Work Days versus Paid Days

34Personnel Records Super User Paid Days $ $ $32,700 Work Days $ $ $32,700 Hourly RateHrs Daily RateDays Salary $32,700 Annual Salary 196 Work Days 214 Paid Days FACTS *Equals days unpaid: 9/13/07, 11/23/07, 12/24/07 thru 12/28/07, 12/31/07, 1/02/08 thru 1/04/08, 1/20/08, 3/21/08, 3/31/08 thru 4/04/08 Work Days196 Additional days between first and last days worked* 18 Paid Days214 Work Days versus Paid Days – Standard 196-day Calendar for

35Personnel Records Super User What Does This Mean? Starting school year, the first and last paychecks for contract salaried employees (except for those on the 240+ day calendars) will be for only the actual days worked in the payroll period

36Personnel Records Super User August 2008   Pay period begins on August 4 and ends on August 17   The 196-day employee starts work on August 11 (estimated)   The employee is paid on August 22 for five days and September 5 for ten days Est. School Start Date Start/End of pay period Employee reports to work Employee receives check SFTWTMS ⌂ ⌂ Sample First Pay Date Information in School Year

37Personnel Records Super User Pay Statement – New Look! Detail on the pay statement will include:  Absence type and hours taken in the pay period shown as part of the Earnings Summary  Incentives paid shown as separate line items  Position numbers and corresponding hourly rates  Under the Leave Summary show: Earned, Fiscal YTD Used and Balance  Leave balances to be updated by pay period, in fractions (i.e., for Sick Leave, half day accruals based on your work schedule) Eliminated from the pay statement:  “Difference from Pre” – instead provide a “Retro” or “Adj.” column for each type of pay (primary, secondary, supplements…)  “EQ Adjustments”

38Personnel Records Super User Pay Statement – New Look! Breaks out Pre & Post Tax Deductions Replaces “difference from pre” Itemizes Primary and Secondary Positions Displays amount(s) of your direct deposit(s) and direct deposit institution(s) Leave balances will be updated every pay period Taxes an employee pays on life insurance premium

39Personnel Records Super User Year Round Pay Option  Year Round Pay (YRP) Option  pre-tax calculation  Per IRS regulations (IRS Code Section 409A):  YRP selection is optional and must be made Annually prior to the first day of the contract calendar  No changes can be made during the year; YRP option cannot be cancelled mid-year  Early payouts will occur only for retirement, early termination, and Board approved leave; no hardship payouts are allowed  Amount is system-calculated  Biweekly pays are calculated on gross Base Salary only  Payments for Supplements, additional hours or positions and Longevity payout are not included in the calculation for the Year Round Pay Option summer checks  Amounts are fixed for the duration of the year  Health insurances, voluntary insurances (cancer, life, pre-paid legal, etc.), union dues, United Way, and other similar deductions will not be deducted from Year Round Pay Option summer checks  Taxes, garnishments, and TSAs will be deducted from Year Round Pay Option summer checks

40Personnel Records Super User Year Round Pay Option Calculation Year Round Pay Completed Worksheet

Reporting

42Personnel Records Super User PUOC_10: Off-cycle Workbench

43Personnel Records Super User PUOC_10: Off-cycle Workbench Pay Statement (DRAFT)

44Personnel Records Super User PUOC_10: Off-cycle Workbench Pay Statement (DRAFT) 9 10

45Personnel Records Super User Questions?