1. © 2006 Nova Scotia Government All rights reserved. Hire

2. © 2006 Nova Scotia Government All rights reserved. Agenda u Welcome u Introduction of facilitators u Logistics and Ground Rules u Objectives and overview of the course

3. © 2006 Nova Scotia Government All rights reserved. Introducing the players u Trainer u Participants

4. © 2006 Nova Scotia Government All rights reserved. Logistics and Ground Rules u Training facility information (breaks, lunch, etc.) u Cell phones / Blackberrys on silent mode u No email during training u Participate in group activities u Respect time frames

5. © 2006 Nova Scotia Government All rights reserved. Hire Objectives At the end of this course, you will be able to: u Define new terms and concepts u Explain and execute the Hiring and Rehire actions u Explain and execute Hiring actions for Concurrent Employment and Multiple Assignments u Explain the concept of Smoothing u Audit transactions to validate results u Describe the integration points with other SAP functional areas

6. © 2006 Nova Scotia Government All rights reserved. Hire Hiring and Rehire Actions Smoothing Concurrent Employment Overview Multiple Assignments Reports and Auditing

7. © 2006 Nova Scotia Government All rights reserved. The SAP R/3 Integration Model R/3 Client / Server ABAP Client / Server ABAP CO Controlling CO Controlling AA Asset Accounting AA Asset Accounting PS Project System PS Project System WF Workflow WF Workflow IS Industry Solutions IS Industry Solutions HR Human Resources HR Human Resources SD Sales & Distribution SD Sales & Distribution PP Production Planning PP Production Planning QM Quality Mgmt QM Quality Mgmt FI Financial Accounting FI Financial Accounting PM Plant Main- tenance PM Plant Main- tenance MM Materials Mgmt MM Materials Mgmt

8. © 2006 Nova Scotia Government All rights reserved. SAP HR Applications In Scope HR Human Resources HR Human Resources Personnel Administration Benefits Administration Time Management Payroll Organizational Management Organizational Management

9. © 2006 Nova Scotia Government All rights reserved. Employee Life-Cycle Employee Life Cycle Separation Compensation / Cost Planning Payroll Time Reporting N S EWTravel Benefits HiringHiring Life changes Org. Management

10. © 2006 Nova Scotia Government All rights reserved. Overview Hire Hiring and Rehire Actions Smoothing Concurrent Employment Overview Multiple Assignments Reports and Auditing

11. © 2006 Nova Scotia Government All rights reserved. Overview At the end of this module, you will be able to: u Describe the new terms and concepts related to Hiring and Rehire actions u Explain Personnel Administration

12. © 2006 Nova Scotia Government All rights reserved. New Terms and Concepts u Master Data u Transaction Codes

13. © 2006 Nova Scotia Government All rights reserved. What is Master Data? u Employee master data is the central component of Human Resources and supplies information used by all SAP modules. u Master data is a centralized record - created once and then reused and changed throughout the entire system. u Master data can be viewed and changed by authorized end users only.

14. © 2006 Nova Scotia Government All rights reserved. What is Personnel Administration? u The Personnel Administration component of the Human Resource Module is used to record, store and maintain HR Master Data. This data ultimately forms the on-line personnel file u The purpose of the Personnel Administration process is to ensure that relevant and accurate data about employees is collected, maintained and available for reference

15. © 2006 Nova Scotia Government All rights reserved. What is an Infotype? u All employee master data is stored in electronic records called infotypes. u An “information type” or “Infotype” is a grouping of data fields that contain specific employee data u Each infotype is viewed as a separate screen in SAP, similar to a piece of paper from the employee’s personnel file.

16. © 2006 Nova Scotia Government All rights reserved. Transaction Codes u A transaction code is a sequence of characters that identifies a transaction in the SAP System. u A transaction code can contain up to 20 characters and should always begin with a letter. u To use a transaction, you enter the transaction code in the command field and press ENTER.

17. © 2006 Nova Scotia Government All rights reserved. Transaction Codes (PA40) u The PA40 transaction code is used to access the Personnel Actions in SAP u An action allows you to complete all required infotypes in one continuous transaction

18. © 2006 Nova Scotia Government All rights reserved. Personnel Actions – PA40 Infotype... Org.Assignmt (Infotype 0001) Actions (Infotype 0000) Personnel actions PerNo. Start Hiring Org. reassign. Leaving 4711

19. © 2006 Nova Scotia Government All rights reserved. Transaction Codes (PA30) u The PA30 transaction code is used to maintain or update individual infotypes and must never be used to perform an action. u When in maintain mode the employee record can be viewed as well as updated, and is locked to any other user or information processing.

20. © 2006 Nova Scotia Government All rights reserved. Transaction Codes (PA20) u The PA20 transaction code is used to display or view employee information. u When in display mode the record cannot be modified. u This is a read-only view of the employee file and is recommended when the employee record does not need to be changed or modified.

21. © 2006 Nova Scotia Government All rights reserved. Integration Points with Other SAP Functional Areas u Payroll – the employee’s pay u Time Management – quota entitlements u Benefits Administration – eligible benefit plans

22. © 2006 Nova Scotia Government All rights reserved. Module Review 1.Transaction Code PA20 Display HR Master Data is used for what function? 2.Transaction Code PA30 Maintain HR Master Data is used for what function? 3.What transaction code is used to record a personnel action and create a new record?

23. © 2006 Nova Scotia Government All rights reserved. Answers to Module Review 1.Transaction code PA20 Display HR Master Data is used for what function? Display (PA20) is used for viewing employee information. When you are in Display mode the record cannot be modified. 2.Transaction code PA30 Maintain HR Master Data is used for what function? Maintain (PA30) is used for updating and maintaining individual infotypes. 3.What Transaction Code is used to record a personnel action and create a new record? Transaction Code PA40 Personnel Action is used to record actions such as hiring, rehire etc.

24. © 2006 Nova Scotia Government All rights reserved. Hiring and Rehire Actions Hire Hiring and Rehire Actions Smoothing Concurrent Employment Overview Multiple Assignments Reports and Auditing

25. © 2006 Nova Scotia Government All rights reserved. The Hiring and Rehire Actions At the end of this module, you will be able to: u Describe the new terms and concepts related to Hiring and Rehire actions u Explain and execute the Hiring and Rehire actions u List the different reasons associated with the Hiring and Rehire action u Define the concept of delimiting a vacancy

26. © 2006 Nova Scotia Government All rights reserved. New Terms and Concepts u Validity period u Delimit Vacancy

27. © 2006 Nova Scotia Government All rights reserved. The Hiring Action u An employee is hired by performing a PA40 Personnel Action. When performing the Hiring personnel action, all of the infotypes that you need to maintain to hire an employee are displayed automatically, one after the other. u The Hiring action will create a new record and automatically assign a personnel number to the employee.

28. © 2006 Nova Scotia Government All rights reserved. The Hiring Action u When executing the Hiring personnel action, different types of data is entered in the various infotypes: –Organizational Data –Personal Data –Payroll –Contractual and Corporate Agreements –Time Data

29. © 2006 Nova Scotia Government All rights reserved. The Hiring Action (cont’d) u Reasons for the Hiring action: –Hire Pensioned Teacher – New Position –Fill Temporary Absence –Special Project –Concurrent Employment –Job Share Hire

30. © 2006 Nova Scotia Government All rights reserved. The Rehire Action u Rehire is performed through a PA40 personnel action and will take a terminated employee and place them to an active status. u The Rehire personnel action is used to rehire an employee who was previously employed with a School Board and information previously existed in SAP. u When an employee is rehired, their existing personnel number is used. All of the infotypes that you need to maintain to rehire an employee are displayed automatically, one after the other.

31. © 2006 Nova Scotia Government All rights reserved. The Rehire Action u Several infotypes will already be populated with the employee’s original master data and will appear during the Rehire action. u It is important to verify this information and make the necessary changes where applicable. For example, personal data, address, bank details.

32. © 2006 Nova Scotia Government All rights reserved. The Rehire Action u Reasons for the Rehire Action: –Reappointment –Recall –Grievance Win –Displaced Employee –Rehire Pensioned Teacher –Job Share Rehire –Rehire Teacher as Sub

33. © 2006 Nova Scotia Government All rights reserved. Infotypes Created during the Hiring Action (maintained through the Rehire Action) u Some Master Data infotypes are: 0001 Organizational Assignment 0001 Organizational Assignment 0002 Personal Data 0002 Personal Data 0006 Address 0006 Address 0007 Planned Working Time 0007 Planned Working Time 0008 Basic Pay 0008 Basic Pay 0009 Bank Details 0009 Bank Details 0021 Family/Related Persons 0021 Family/Related Persons 0016 Contract Elements 0016 Contract Elements 0019 Monitoring of Tasks 0019 Monitoring of Tasks 0041 Date Specifications 0041 Date Specifications 0027 Cost Distribution 0027 Cost Distribution 0000 Actions 0000 Actions 0224 Canadian Taxation 0224 Canadian Taxation

34. © 2006 Nova Scotia Government All rights reserved. Additional Infotype and/or subtypes u In SAP, the sequence of infotypes displayed by running the Hiring or Rehire personnel actions ensures that the essential data on the employee is stored in the system u Additional employee data can be entered or changed through transaction code PA30 when the Hiring or Rehire actions are complete u Important to Note: Always complete the action! Re-execute the personnel action or update individual infotypes through PA30

35. © 2006 Nova Scotia Government All rights reserved. Validity Dates for The Hiring/Rehire Actions u The entry date (start date for the validity period) is an important date for many procedures within Personnel Administration u For the hire/rehire date, enter the date on which the employee becomes active with the school board

36. © 2006 Nova Scotia Government All rights reserved. Validity Dates for The Hiring/Rehire Actions u In SAP, December 31, 9999 is the default end date for the validity period. This means that the employee´s validity period is unlimited. u Each record has a validity period (date range) associated with it, which creates a history

37. © 2006 Nova Scotia Government All rights reserved. Delimiting a Vacant Position u When an employee is hired/rehired, he or she is placed in a position u If the new position is vacant, the Delimit vacancy dialog box appears. Delimiting assigns an end date to a record. u This is where it needs to be specified if and when this position is to be delimited. Confirm the requirements with Yes or No

38. © 2006 Nova Scotia Government All rights reserved. Verifying The Hiring/Rehire Actions u You can check the data that you have entered by either re-executing the hiring or rehire personnel actions or verify individual infotypes in PA30.

39. © 2006 Nova Scotia Government All rights reserved.  Demonstration  Exercise  Demonstration  Exercise Demonstration and Practice

40. © 2006 Nova Scotia Government All rights reserved. Module Review 1. When would you use the Rehire action over the Hiring action? 2. List some infotypes created during the Hiring and Rehire actions. 3. What is a validity period and why is it important? 4. Explain delimiting a vacant position.

41. © 2006 Nova Scotia Government All rights reserved. Answers to Module Review 1. When would you use the Rehire action over the Hiring action? The Hiring action is used to hire a new employee to the school board and the Rehire action is used to reactivate a previous employee who’s information exists in SAP. 2. List some infotypes created during the Hiring and Rehire actions. Personal Data, Basic Pay, Planned Working Time, Organization Assignment

42. © 2006 Nova Scotia Government All rights reserved. Answers to Module Review 3. What is a validity period and why it is important? Each record has a validity period (date range) associated with it which creates a history. The entry date (start date for the validity period) is an important date for many procedures. In SAP, December 31, 9999 is the default end date for the validity period. This means that the employee’s validity period is unlimited. 4. Explain delimiting a vacant position. Delimiting assigns an end date to a record. If the new position is vacant, the Delmit vacancy dialog box appears to enter the date in which the employee is being hired or rehired. The hire/rehire date is essentially the end date of the position vacancy.

43. © 2006 Nova Scotia Government All rights reserved. Smoothing Hire Hiring and Rehire Actions Smoothing Concurrent Employment Overview Multiple Assignments Reports and Auditing

44. © 2006 Nova Scotia Government All rights reserved. At the end of this module, you will be able to: u Describe the new terms and concepts related to Smoothing u Understand and explain the Smoothing concept u Explain and create Infotype 2012 flags to ensure SAP processes an employee’s pay correctly Smoothing

45. © 2006 Nova Scotia Government All rights reserved. New Terms and Concepts u Smoothing u Time Transfer Specifications (IT2012) u Time Transfer Type

46. © 2006 Nova Scotia Government All rights reserved. Smoothing u Smoothing is based on days worked and paid out over a fixed number of payroll periods. u A Smooth paid employee is determined either by Collective Agreements or business practices.

47. © 2006 Nova Scotia Government All rights reserved. How Smoothing is Calculated for Teachers u For Teaching employees – the smoothed bi-weekly rate is used to calculate an annual salary which is then divided by the number of teaching days to find the actual daily rate. u Essentially, the annual salary that an employee earns for their number of days of work (i.e. 195) is paid or smoothed over a longer period. u A teacher who works 195 days in a school year, will be paid over 26 pay periods (12 Months) which is the equivalent of 260 days. For example: Bi-weekly rate of $2,645.846 x 26 = Annual Salary of $68,791.99 Annual salary of $68,791.99 ÷ 195 days = Actual Daily rate of $352.77

48. © 2006 Nova Scotia Government All rights reserved. How is smoothing calculated for Non- Teaching Employees u For Non-Teaching employees - the actual hourly rate or bi- weekly rate is used to determine an annual salary for the actual time worked. This annual salary is then divided over a longer period of time to determine the smoothed rate. u For example: Hourly rate of $15.64 x 7 hours per day = Daily rate of $109.48 Daily rate $109.48 x 195 working days/year = $21,348.60 annual salary Annual Salary $21,348.60 / 22 pay periods = $970.39 smooth bi- weekly salary Smooth bi-weekly $970.39 / 70hrs = $13.87 Smooth Hourly Rate

49. © 2006 Nova Scotia Government All rights reserved. Time Transfer Specifications u Time Transfer Specifications flags are critical to ensure that an employee is paid correctly Time Transfer Type 1150 - Smooth: Planned Work Days (establishes the number of planned working days remaining in the school year or contract as per the Collective Agreement) Time Transfer Type 1148 - Smooth: Number of PPs (establishes the number of pay periods remaining in the school year or contract as per the Collective Agreement) Time Transfer Type 1149 - Smooth Calculation Method (establishes a method of calculation)

50. © 2006 Nova Scotia Government All rights reserved. Time Transfer Types u Flags required for Teaching Employees: 1150 Smooth: Planned Working Days 1148 Smooth: Number of PPs u Flags required for non-Teaching Employees – 1150 Smooth: Planned Working Days 1149 Smooth: Calculation Method 1148 Smooth: Number of PPs

51. © 2006 Nova Scotia Government All rights reserved. Time Transfer Specifications Flags u Time Transfer Specifications flags must be created for 1 day only.

52. © 2006 Nova Scotia Government All rights reserved. Time Transfer Specifications u Time Transfer Type 1150 - Smooth: Planned Work Days Although the screen default shows number of hours, enter the number of days.

53. © 2006 Nova Scotia Government All rights reserved. Time Transfer Specifications u Time Transfer Type 1148 - Smooth: Number of PPs Although the screen default shows Number of hours, enter the number of pay periods.

54. © 2006 Nova Scotia Government All rights reserved. Time Transfer Specifications u Time Transfer Type 1150 - Smooth: Planned Work Days Although the screen default shows number of hours, enter the number of days.

55. © 2006 Nova Scotia Government All rights reserved. Time Transfer Specifications u Time Transfer Type 1149 - Smooth: Calculation Method Although the screen default shows Number of hours, enter the correct calculation method.

56. © 2006 Nova Scotia Government All rights reserved. Time Transfer Specifications u Time Transfer Type 1148 - Smooth: Number of PPs Although the screen default shows Number of hours, enter the number of pay periods.

57. © 2006 Nova Scotia Government All rights reserved. Module Review 1. What circumstances determine when an employee needs to be flagged for smooth pay? 2. What flags need to be set to ensure that a teaching employee’s pay is processed properly? Non-teaching? 3. How is smoothing accomplished?

58. © 2006 Nova Scotia Government All rights reserved. Module Review Answer 1. What circumstances determine when an employee needs to be flagged for smooth pay? Part-time hourly, term employees or an employee that is hired part-way through a year will need to have flags created to ensure their pay is smoothed correctly over the remainder of the school year.

59. © 2006 Nova Scotia Government All rights reserved. Module Review Answers (cont’d) 2. What flags need to be set to ensure that a teaching employee’s pay is processed properly? Non-teaching? 1148 – Smooth: # of PPs and 1150 – Smooth: Planned Working Days will need to record the balance of each for the current school year for teaching employees. 1148, 1149 and 1150 are recorded for non- teaching employees.

60. © 2006 Nova Scotia Government All rights reserved. Module Review Answers (cont’d) 3. How is smoothing accomplished? Smoothing is accomplished by dividing an employee’s annual salary into equal amounts that are paid over a longer period of time than they actually work.

61. © 2006 Nova Scotia Government All rights reserved. Concurrent Employment Hire Hiring and Rehire Actions Smoothing Concurrent Employment Overview Multiple Assignments Reports and Auditing

62. © 2006 Nova Scotia Government All rights reserved. At the end of this module, you will be able to: u Describe the new terms and concepts related to Concurrent Employment u Explain and execute the Hiring action using the reason code Concurrent Employment u Describe the Reference Personnel number and its use Concurrent Employment

63. © 2006 Nova Scotia Government All rights reserved. New Terms and Concepts u Corporate Structure u Concurrent Employment

64. © 2006 Nova Scotia Government All rights reserved. Concurrent Employment u Concurrent Employment is a reason code under the Hiring action and is used to hire an employee into more than one position. u These positions must be in different areas of the Corporate Structure. u The employee will be assigned two personnel numbers.

65. © 2006 Nova Scotia Government All rights reserved. The Reference Personnel Number u The Reference Personnel Number allows different employee numbers to be associated together u It also enables the “sharing” of personal data such as name, SIN, birth date and marital status, etc. u Work related pieces of information are unique to the employee’s situation and are not “shared” (i.e. Basic Pay) u The system will check the Social Insurance Number to ensure that is does not already exist in the system. This will enforce the use of the Reference Personnel Number.

66. © 2006 Nova Scotia Government All rights reserved. Reference Personnel Number

67. © 2006 Nova Scotia Government All rights reserved. Reference Personnel Number Priority IT0121 To create the Reference Personnel Number Priority you must use PA30 after the hire action is completed

68. © 2006 Nova Scotia Government All rights reserved. Infotypes to be Shared u The following are shared infotypes for concurrent employees –IT0002 Personal Data –IT0006 Addresses –IT0021 Family Related Persons

69. © 2006 Nova Scotia Government All rights reserved.  Demonstration  Exercise  Demonstration  Exercise Demonstration and Practice

70. © 2006 Nova Scotia Government All rights reserved. Module Review 1. What is Concurrent Employment? 2. What is the Reference Personnel Number and why is it needed 3. What infotypes are shared for employees with concurrent positions?

71. © 2006 Nova Scotia Government All rights reserved. Answers to Module Review 1. What is Concurrent Employment? Concurrent Employment is a reason under the hiring action used to hire an employee who has multiple assignments within the same business area or across different business areas. The employee in a permanent position during the day and a casual position during the evenings with the same department). 2. What is the Reference Personnel Number and why is it needed? The Reference Personnel Number allows different employee numbers to be associated together. It is needed to hire an employee who has multiple assignments and requires two SAP personnel Numbers. 3. What infotypes are shared for employees with concurrent positions? IT0002 Personal Data, IT0021 Family Related Person and IT0009 Addresses

72. © 2006 Nova Scotia Government All rights reserved. Multiple Assignments Hire Hiring and Rehire Actions Smoothing Concurrent Employment Overview Multiple Assignments Reports and Auditing

73. © 2006 Nova Scotia Government All rights reserved. At the end of this module, you will be able to: u Describe the new terms and concepts related to Multiple Assignments u Explain and execute the Hiring action to assign an employee to Multiple Assignments u Explain when an Organizational Change Action is used to assign an employee to Multiple Assignments u Understanding how SAP tracks Multiple Assignments Multiple Assignments

74. © 2006 Nova Scotia Government All rights reserved. New Terms and Concepts u CAT2 u Work Schedule

75. © 2006 Nova Scotia Government All rights reserved. Multiple Assignments u Multiple Assignments is the terminology used to assign an employee to two or more positions that do not cross the corporate structure. The employee will only have one personnel number with multiple positions assigned through IT0001 Organizational Assignment u Exception: part-time salaried employees that do not cross the corporate structure must be processed as Concurrent Employment

76. © 2006 Nova Scotia Government All rights reserved. Multiple Assignments u If multiple assignments are known at the time of hire, additional positions can be recorded during the PA40 Hiring personnel action. u If the employee is assignment to an additional position at any time after the initial hire date, then a PA40 Organizational Change personnel action must be completed.

77. © 2006 Nova Scotia Government All rights reserved. Multiple Assignments u Individual positions and their percentages will be stored/maintained through IT0001 Organizational Assignment.

78. © 2006 Nova Scotia Government All rights reserved. Multiple Assignments u IT0007 Planned Working Time contains the employee’s Work Schedule. It is important to note that the work schedule rule chosen on this screen will represent the total number of hours worked by the employee in all of their positions. u IT0008 Basic Pay contains the employee’s classification, level and rate of pay. On this screen you should record the rate of pay for the original assignment; the time worked in the additional assignment will be entered in CAT2 with the different pay rate. u Cost allocation for the employee’s salary can be maintained through IT0027 Cost Distribution or assigned through CAT2 to assign the number of hours worked to a separate cost centre.

79. © 2006 Nova Scotia Government All rights reserved.  Demonstration  Exercise  Demonstration  Exercise Demonstration and Practice

80. © 2006 Nova Scotia Government All rights reserved. Module Review 1. Which infotype records the Multiple Assignments? 2. If the employee has two different rates of pay, where is each rate recorded? 3. If the multiple assignment is taken on after the initial hire what action will be processed to record the Multiple Assignment in the system?

81. © 2006 Nova Scotia Government All rights reserved. Answers to Module Review 1.Which infotype records the multiple assignments? IT0001 Organizational Assignment will record the position numbers and the percentage of each. 2.If the employee has two different rates of pay, where is each rate recorded? The rate of pay for the first assignment will be recorded on Basic Pay (IT0008), while the different rate of pay will be recorded through CAT2.

82. © 2006 Nova Scotia Government All rights reserved. Answers to Module Review Cont’d 3. If the Multiple Assignment is taken on after the initial hire what action will be processed to record the multiple assignment in the system? Execute an Organizational Change action to record a Multiple Assignment at any time other than the date of hire.

83. © 2006 Nova Scotia Government All rights reserved. Reports and Auditing Hire Hiring and Rehire Actions Smoothing Concurrent Employment Overview Multiple Assignments Reports and Auditing

84. © 2006 Nova Scotia Government All rights reserved. Reports and Auditing u ZRHRPA003 – School Board Audit Report u PC00_M07_CALC_SIMU - Payroll Driver (to perform a payroll simulation)

85. © 2006 Nova Scotia Government All rights reserved. School Board Audit Report ( ZRHRPA003 )

86. © 2006 Nova Scotia Government All rights reserved. School Board Audit Report Output

87. © 2006 Nova Scotia Government All rights reserved. Payroll Simulation (PC00_M07_CALC_SIMU)

88. © 2006 Nova Scotia Government All rights reserved. Payroll Simulation Output

89. © 2006 Nova Scotia Government All rights reserved. Review of Course Objectives At the end of this course, you should be able to: u Define new terms and concepts u Explain and execute the Hiring and Rehire Actions u Explain and execute Hiring actions for Concurrent Employment and Multiple Assignments u Explain the concept of Smoothing u Audit transactions to validate results u Describe the integration points with other SAP functional areas

90. © 2006 Nova Scotia Government All rights reserved. Access Information u To view answers that have resulted from the Parking Lot, for any training session, the web site address is: www.projectjem.ednet.ns.ca u To gain access to the sandbox send an email request to: jemtraining.gov.ns.ca

91. © 2006 Nova Scotia Government All rights reserved. Please complete the course evaluation sheets. u Your input will help to shape future enhancements in the SAP Training Program Evaluation