1. © 2006 Nova Scotia Government All rights reserved. Display and Reporting

2. © 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 emails during training u Participate in group exercises u Respect time frames

3. © 2006 Nova Scotia Government All rights reserved. Display and Reporting Course Map Display and Reporting Display and Reporting Overview Organizational Management Personnel Administration Benefits Administration Time Management Payroll Reporting Tools

4. © 2006 Nova Scotia Government All rights reserved. Course Objectives At the end of this course participants will be able to: u Understand and explain the components of the HR/Payroll module u Understand how SAP enables you to display or analyze information, use reports to extract and manipulate the data from the system u Display and execute a number of reports for all functional areas

5. © 2006 Nova Scotia Government All rights reserved. Overview Display and Reporting Display and Reporting Overview Organizational Management Personnel Administration Benefits Administration Time Management Payroll Reporting Tools

6. © 2006 Nova Scotia Government All rights reserved. Overview Objectives At the end of this module participants will be able to: u Explain the components of the HR/Payroll module u Explain the types of reports available in SAP; Standard and Custom

7. © 2006 Nova Scotia Government All rights reserved. SAP HR Applications In Scope HR Human Resources HR Human Resources Organizational Management Personnel Administration Payroll Benefits Administration Time Management

8. © 2006 Nova Scotia Government All rights reserved. Types of Reports Standard reports delivered with SAP Custom ABAP reports (tailored to meet business requirements)

9. © 2006 Nova Scotia Government All rights reserved. Reporting Tools Display and Reporting Display and Reporting Overview Organizational Management Personnel Administration Benefits Administration Time Management Payroll Reporting Tools

10. © 2006 Nova Scotia Government All rights reserved. Reporting Tools Objectives At the end of this module participants will be able to: u Understand reports and how they are executed u Explain the steps to modify a report layout u Explain the steps to create, save and modify a variant u Explain steps to print a report and export report information outside of SAP

11. © 2006 Nova Scotia Government All rights reserved. Transaction Codes for Reports u SAP has more than 230 standard and custom reports u There is some reporting that is specific to the School Boards and as a result, many custom reports were developed u Each of these reports in SAP has a unique transaction code u Custom delivered report transaction codes begins with the letter “Z”

12. © 2006 Nova Scotia Government All rights reserved. The Report Selection Screen u An input screen for executing a report u Allows flexibility in selection criteria u Contains a series of selection fields that are arranged in group boxes according to content u The selection screen structure is similar for all reports within SAP

13. © 2006 Nova Scotia Government All rights reserved. The Report Selection Screen

14. © 2006 Nova Scotia Government All rights reserved. Further Selections u Additional selection fields can be added to the selection screen by choosing the Further selections button u Use this button when the fields included in the selection screen do not meet your reporting requirements

15. © 2006 Nova Scotia Government All rights reserved. Further Selections

16. © 2006 Nova Scotia Government All rights reserved. Period Section

17. © 2006 Nova Scotia Government All rights reserved. Selection Section

18. © 2006 Nova Scotia Government All rights reserved. Program Selection Section

19. © 2006 Nova Scotia Government All rights reserved. Sorting u You can determine how the output list will be sorted before a report is executed:

20. © 2006 Nova Scotia Government All rights reserved. Organizational Structure u Org structure can be used to run a report for employees assigned to specific Organizational units u A dialog box appears, in certain reports, to select one or more organizational units, for example: S_PH0_48000450, TASK MONITORING u When the report is executed, it only runs for employees who belong to the selected organizational units (or an underlying organizational unit)

21. © 2006 Nova Scotia Government All rights reserved. Organizational Structure

22. © 2006 Nova Scotia Government All rights reserved. Multiple selections u When more than one value needs to be entered for a selection field u When a range of values needs to be entered for a selection field

23. © 2006 Nova Scotia Government All rights reserved. Multiple Selection (Single Values)

24. © 2006 Nova Scotia Government All rights reserved. Multiple Selection (Range of Values)

25. © 2006 Nova Scotia Government All rights reserved. Working With Variants u Report variants enable the reuse of selection criteria that has already been specified for a report u The values are entered and the variant is saved u Every time the variant is retrieved, the system automatically updates the selection fields with the information saved in the variant u A lot of time can be saved by working with variants: –For example, when a report that is regularly executed uses extremely complex selection criteria

26. © 2006 Nova Scotia Government All rights reserved. Saving A Variant

27. © 2006 Nova Scotia Government All rights reserved. Retrieving a Variant u The variant can later be reused when the report is accessed and the variant is retrieved u The system automatically updates the fields on the selection screen with the information saved in your variant u The variant can be executed immediately without having to enter the selection criteria again.

28. © 2006 Nova Scotia Government All rights reserved. Retrieving A Variant Select:

29. © 2006 Nova Scotia Government All rights reserved. Executing A Report u When all criteria has been entered in the report selection screen and the report is ready to be viewed u Click the execute button to display the results.

30. © 2006 Nova Scotia Government All rights reserved. Report Layout u Once a report is executed the layout can be changed u Select the Change layout button from the tool bar u This layout can then be saved for future viewing of the report

31. © 2006 Nova Scotia Government All rights reserved. Report Layout u The look of the report can also be changed by dragging columns u Right mouse click on any column and the option of hiding or sorting that column appears on the drop down menu u Reports in SAP also have totaling and sub-totaling capabilities.

32. © 2006 Nova Scotia Government All rights reserved. Saving a Layout u Once the report has the desired look, the layout can be saved for future running of the report u Choose the Save Layout button on the toolbar.

33. © 2006 Nova Scotia Government All rights reserved. Choosing a Layout u The next time the report is executed an existing layout that was just saved can be used u Click the Choose layout button from the toolbar

34. © 2006 Nova Scotia Government All rights reserved. Report Outputs SAP Report Download to Excel or Word Displayed List Printer Save

35. © 2006 Nova Scotia Government All rights reserved. Report Output

36. © 2006 Nova Scotia Government All rights reserved. Exporting a Report

37. © 2006 Nova Scotia Government All rights reserved. Organizational Management Display and Reporting Display and Reporting Overview Organizational Management Personnel Administration Benefits Administration Time Management Payroll Reporting Tools

38. © 2006 Nova Scotia Government All rights reserved. At the end of this module participants will be able to: u Explain Organizational Management u Understand Organizational Management navigation u Understand options for performing a search u Display and view Organizational Management data Organization Management Objectives

39. © 2006 Nova Scotia Government All rights reserved. What is SAP Organizational Management u The Organizational Management component of the Human Resource Module is creates and manages the organizational plan. u Various objects are created and maintained as part of the organizational plan: organizational units, jobs and positions.

40. © 2006 Nova Scotia Government All rights reserved. Organizational Units

41. © 2006 Nova Scotia Government All rights reserved. Organizational Management Reports u The Organizational Management component offers numerous reports to access data on the Organizational Plan. u Some of the Standard Reports are: –Organizational Structure with Positions (S_AHR_61016494) –Organizational Structure with Persons (S_AHR_61016495) u Some of the Custom Reports are: –Report Structure with Persons (ZRE_RHXSTR04) –Incumbent Detail (ZRHROM014)

42. © 2006 Nova Scotia Government All rights reserved. Demonstration  Report Structure with Persons Exercise 1  Organizational Structure with Positions Demonstration  Report Structure with Persons Exercise 1  Organizational Structure with Positions Demonstration and Practice

43. © 2006 Nova Scotia Government All rights reserved. Personnel Administration Display and Reporting Display and Reporting Overview Organizational Management Personnel Administration Benefits Administration Time Management Payroll Reporting Tools

44. © 2006 Nova Scotia Government All rights reserved. Personnel Administration Objectives At the end of this module participants will be able to: u Understand and explain the Personnel Administration module u Explain and execute Personnel Administration reports

45. © 2006 Nova Scotia Government All rights reserved. What is Personnel Administration? u The Personnel Administration component of the Human Resources Module is used to record, store and maintain HR Master Data. u This data ultimately forms the on-line personnel file

46. © 2006 Nova Scotia Government All rights reserved. PA20 Transaction Code u The PA20 transaction code is used to display or view employee information. When you are in Display mode the record cannot be modified. u This is a read-only view of your employee file and is recommended when the employee record does not need modifications

47. © 2006 Nova Scotia Government All rights reserved. Display Time Data - PA51

48. © 2006 Nova Scotia Government All rights reserved. Personnel Administration Reports u The Personnel Administration component offers numerous reports to access data on the most important questions concerning the Personnel Administration. u Some of the Standard Reports are: –The Date Monitoring Report (S_PH0_48000450) –The Flexible Employee Data Report (S_AHR_61016362) u Some of the Custom Reports are: –Salary Increment (ZFHRAA001) –School Board Audit Report (ZRHRPA003) –Pay Scale Reclassification (ZRRCMP0042)

49. © 2006 Nova Scotia Government All rights reserved. The SAP Library SAP Library will provide an overview of standard reports Select the standard report from your Favorites or the Tree Menu and Select the Help Icon

50. © 2006 Nova Scotia Government All rights reserved. Demonstration  Salary Increment Report Exercise 2  Pay Scale Reclassification Demonstration  Salary Increment Report Exercise 2  Pay Scale Reclassification Demonstration and Practice

51. © 2006 Nova Scotia Government All rights reserved. Benefits Administration Display and Reporting Display and Reporting Overview Organizational Management Personnel Administration Benefits Administration Time Management Payroll Reporting Tools

52. © 2006 Nova Scotia Government All rights reserved. Benefits Administration Objectives At the end of this module participants will be able to: u Explain the Benefits Administration Module u Explain and execute Benefits Administration reports

53. © 2006 Nova Scotia Government All rights reserved. Benefits Administration u The Benefits Administration functional area of the Human Resources Module is used to enroll employees in eligible benefit plans. u Benefit plans include: –Savings (Pension) –Health (Medical, Dental) –Insurance (basic, dependant and optional life, AD&D and optional, Long Term Disability)

54. © 2006 Nova Scotia Government All rights reserved. Display of Benefits u SAP is very date driven u Benefit data can be displayed by entering specific selection criteria u Results can be displayed by organizational unit, by individual, by benefit area or benefit plan

55. © 2006 Nova Scotia Government All rights reserved. Benefit Administration Reports u The Benefits Administration component offers numerous reports to access data on the most important questions concerning the Benefits Administration. u Some of the Standard Reports in this module are: –Participation Monitor Report (HRBEN0003) –Eligible Employee Report (HRBEN0071) –Participation (HRBEN0072) –Changes in Eligibility (HRBEN0079)

56. © 2006 Nova Scotia Government All rights reserved. Participation Monitor Report (HRBEN0003)

57. © 2006 Nova Scotia Government All rights reserved. Demonstration  Participation Exercise 3  Changes in Eligibility Demonstration  Participation Exercise 3  Changes in Eligibility Demonstration and Practice

58. © 2006 Nova Scotia Government All rights reserved. Time Management Display and Reporting Display and Reporting Overview Organizational Management Personnel Administration Benefits Administration Time Management Payroll Reporting Tools

59. © 2006 Nova Scotia Government All rights reserved. Time Management Objectives At the end of this module participants will be able to: u Understand and explain the Time Management functional area u Explain Time Management reports

60. © 2006 Nova Scotia Government All rights reserved. Time Management

61. © 2006 Nova Scotia Government All rights reserved. Time Management Reports u The Time Management component offers numerous reports to access data on the most important questions concerning the Time Management. u Some of the Standard Reports are: –CADO - Display Time Sheet Data by Personnel Number –PT50 - Quota Overview – one employee u Some of the Custom Reports are: –ZPT_BAL00 – Cumulated Time Evaluation Results –ZRHRTM006 – Days Taught & Claimed Report –ZPT_ERL00 – Review Time Evaluation Errors –ZRHRTM008 – Attendance and Absence History –ZRHRTM010 – Consecutive Substitution Days

62. © 2006 Nova Scotia Government All rights reserved. Cumulated Time Evaluation Results, Time Balances/Wage Types (zPT_BAL00) u Use this report to view all time types and wage types created through Time Evaluation. u Cumulated Time Evaluation Results is broken into three sections as follows: –Day Balances – Time Types displayed for each individual day –Cumulated Balances - Time types display as a total for the period the report is run –Time Wage Types – Wages Types created for Overtime, Call In, etc. which are passed to payroll

63. © 2006 Nova Scotia Government All rights reserved. Days Taught & Claimed Reporting (ZRHRTM006) u The purpose of this report is to produce the Statement of Days Taught and Claimed for a regular teacher u This report can also produce a Substitute Work History report for a substitute teacher. u The Days Taught and Claimed process will occur automatically through the daily entry of Attendances and Absences

64. © 2006 Nova Scotia Government All rights reserved. CADO – Display Time Sheet Data CADO is used to verify that all data entered into CAT2 This report can be used for one employee only, a group of employees

65. © 2006 Nova Scotia Government All rights reserved. PT50 – Quota Overview PT50 is used to review entitlements generated by Time Evaluation and to review absences that may have been entered in CAT2 that affects the reduction of a quota bank This transaction can only be run for one employee at a time For Teachers, Quota Overview will show in Days, and for Non- Teachers it will show in hours

66. © 2006 Nova Scotia Government All rights reserved. Demonstration  Consecutive Substitution Days Exercise 4  Attendance and Absence History Demonstration  Consecutive Substitution Days Exercise 4  Attendance and Absence History Demonstration and Practice

67. © 2006 Nova Scotia Government All rights reserved. Payroll Display and Reporting Display and Reporting Overview Organizational Management Personnel Administration Benefits Administration Time Management Payroll Reporting Tools

68. © 2006 Nova Scotia Government All rights reserved. Payroll Objectives At the end of this module participants will be able to: u Explain the Payroll Module u Explain and execute Payroll reports

69. © 2006 Nova Scotia Government All rights reserved. Payroll Area u A Payroll Area represents a grouping of employees for whom payroll should be run together –Generally, these employees share the same payroll periods –Teachers - Payroll area 05 –Regular Non-Teachers – Payroll area 06 –All Substitutes, casuals or Spares - Payroll 10

70. © 2006 Nova Scotia Government All rights reserved. Payroll Reports u The Payroll component offers reports to access data on the most important questions concerning the Payroll. u Standard Report: –Display Payroll Results (PC_Payresults) u Custom Report: –ZRHRPY033 – Smoothing Adjustment Report

71. © 2006 Nova Scotia Government All rights reserved. Display Payroll Results (PC_PAYRESULTS)

72. © 2006 Nova Scotia Government All rights reserved. Display Payroll Results (PC_PAYRESULTS)

73. © 2006 Nova Scotia Government All rights reserved. Display Payroll Results (PC_PAYRESULTS)

74. © 2006 Nova Scotia Government All rights reserved. Payroll Simulation u Payroll simulation is a tool within the payroll application which allows you to run payroll in simulation/test mode u Simulation is a proactive means of discovering errors to correct prior to payroll being run for real

75. © 2006 Nova Scotia Government All rights reserved. Demonstration  Payroll Simulation Exercise 5  Smoothing Adjustment Report Demonstration  Payroll Simulation Exercise 5  Smoothing Adjustment Report Demonstration and Practice

76. © 2006 Nova Scotia Government All rights reserved. WEB SITE INFORMATION To view answers that have resulted from the Parking Lot the JEM Website is: www.projectjem.ednet.ns.ca If you think that you may want to access the Student Sandbox, a request must be made to the JEM Training Team at the following e-mail address: jemtraining@gov.ns.ca

77. © 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. u Course Name: GEN6500 Display & Reporting Evaluation