HRIS Super User Training
Agenda
Lesson
Time
One: HRIS Overview
Two: Process Overviews
Three: Navigating the Worklist
Four: Personnel Information Display
Five: HR Actions
Six: Other Transactions
HRIS
2
HRIS Overview
Key Terminology
Portal
A 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.) Replaces ZPAF transaction.
HRAP
HR Action Processor role, which replaces the PAF Processor.
Manager Self Service
(MSS)
Workplace for administrators to approve personnel actions
created/changed by the HR Actions Processor.
Employee Self
Service (ESS)
Workplace for employees to view personal information and
request changes.
Business
Intelligence (BI)
Repository of SAP information for the purpose of reporting.
Employee iView
Snapshot of specific pieces of employee information on the
BRITE Portal.
HRIS
4
What Is Changing Highlights





New codes in the enterprise structure
Actions and Action Reasons have changed
Hiring is one action
Adobe forms are replacing ZPAF
Processors will be entering bank information and e-mail
address of new employees
 External registrants for classes will be in SAP
 Workflow notification will be sent to employees for some
actions
HRIS
5
What Is Changing Highlights
 Benefits department enters non-instructional cafeteria
plans on Infotype 0236 (credit plan)
 The Payroll Department will perform a payroll follow-up to
pay out vacation or sick time, if applicable, for those
affected by retirement, separation of employment actions,
or calendar changes
 Exit interview for the state is now an infotype IT9020
 Supplements and one-time payments will be entered by
the schools/departments
 Staffing Departments will be performed Terminations
(abandonment of positions)
 Separation of Employment will be performed by the
schools/departments and notification will be sent to the
employee’s email address.
HRIS
6
What Is Not Changing Highlights




Basic hiring process is the same
Corrections still use PA30
One-time payments done through a memo
Segmentation and prioritization of work (by job
classification)
 I9 Updates (Infotype 0094)
HRIS
7
Enterprise Structure Review
Personnel Area (PA)
 Specific entity for
Personnel Administration
 Broward uses the
Bargaining Unit/Meet
and Confer groups
Examples
Personnel Area
SAP
4.6
SAP
ECC
Teachers
INST
IN01
Temp Hrly Adult Voc
INST
IN02
School Based Admin
ADMN AD03
Admin (Union)
ADMN AD02
Personnel Sub Area (PSA)
 Is a sub division of the personnel
area. Used to control pay scale,
wage types, and work schedule
planning.
 Broward uses the Board
Approved Calendars
HRIS
8
Examples
Personnel Sub
Area
SAP
4.6
SAP
ECC
196 day calendar TE96
0007
244 day calendar SU44
0030
Personnel Structure
Employee Group
Employee Sub Group
SAP 4.6b
SAP 4.6b
SAP ECC
Active
Salaried Full time (SF)
Salaried w/Benefits)
(01)
Inactive
Salary Parttime (SP)
Salary Partime, benefits (SB)
Retired
Hourly Full-time (HF)
Withdrawn
Hourly Full-time (HP)
SAP ECC
Hourly Partime, benefits (HB)
Hourly Partime, 3 hours( H3)
Temporary (03)
Temp Hourly Adult
Voc/Coach (04)
Active FT (1)
100% only
Hourly Other (HO)
Active PT (2)
Hourly Sub (HS)
Substitute (06)
Inactive (3)
Pool Substitutes (PO)
Nonemployee (08)
Student Workers/Exempt (SE)
Conversion (99)
Withdrawn (4)
NonEmployee (8)
Hourly Temp (HT)
Student Workers/Non exempt
(SN)
Temporary Hourly (TH)
HRIS
Hourly w/Benefits
(02)
9
Pool Subs (05)
Crosswalk
HRIS
10
Process Overviews
Hiring Process Flow
Start
HRIS
Perform Hire
Action
HR Action
Processor
Receive
Workflow
notification of
new
employees
Finish
HRIS
Workflow
notification
sent to
location and
employee
HRIS
HRIS &
Benefits
Employee
Employee
Receive email
notification to
perform onboarding
process
Log into ESS
12
Receive
workflow
notification
from
employee
HR Actions Forms




Change in Pay
Transfer
Reassignment
Demotion
 Return to Work
 Additional Position
 Working While on Leave
HRAP
Start
Initiates HR
Process
Administrator
Reviews HR
Process in
MSS
HRIS
SAP/HRIS
Approve
13
Process is
Executed
Finish
Navigating the Worklist
HRIS
14
Navigating the Universal Worklist – Tasks
1
2
3
HRIS
15
Navigating the Universal Worklist - Notifications
4
5
HRIS
16
Navigating the Worklist – Tracking
6
7
HRIS
17
Manager Self-Service – Approve HR
Actions
1
2
HRIS
18
Manager Self-Service – Approve HR
Actions
3
HRIS
19
Knowledge Check
Which tab in the Universal Worklist (UWL) shows
everything you need to process?
A.
B.
C.
D.
HRIS
Tasks
Alerts
Notifications
Tracking
20
Questions?
HRIS
21
Personnel Information Display
Personnel Data Infotypes
0001
Organizational Assignment
0077
Additional Personal Data
0002
Personal Data
0094
Residence Status
0006
Addresses
0105
Communication
0016
Contract Elements
0302
Additional Actions
0019
Monitoring of Tasks
0554
Hourly Rate per Assignment
0021
Family/Related Person
0795
0022
Education and Training
Certification and Licensing
(New!)
0024
Qualifications
0796
Duty Assignment (New!)
0025
Appraisal
9001
Inservice (New Look!)
0028
SBBC Security and Exams
9003
0033
SBBC Experience Years
Out-of-Field (New Look &
Functionality! )
0034
Corporate Function (New!)
9010
Board Agenda
0035
Company Instructions
9023
Other/Previous Employers
(New Functionality!)
0040
Objects on Loan (New!)
0041
Date Specifications
HRIS
23
NOTE: Links work in
Slide Show view (F5)
Infotype 0034: Corporate Function (New!)
Codes:
HRIS
24
Return to List
Infotype 0040: Objects on Loan (New!)
This Infotype generates a property pass:
HRIS
25
Return to List
Infotype 0796: Duty Assignment (New!)
HRIS
26
Return to List
Infotype 9001: Inservice (New Look!)
HRIS
27
Return to List
Infotype 9003: Out-of-Field
(New Look and Functionality!)
HRIS
28
Return to List
Infotype 9023: Other/Previous Employers
(New Functionality!)
HRIS
29
Return to List
Exercise: View infotypes
Let’s view the following infotypes using PA20 for
Employee #45 - BUGG,JANET
 Certification and Licensing (IT0795)
 Hourly Rate Per Assignment (IT0554)
 Basic Pay (IT0008)
HRIS
30
Employee iViews
HRIS
31
Employee iViews: Overview
HRIS
32
Employee iViews: Basic Employee Search
2
1
3
HRIS
33
Employee iViews: Advanced Employee Search
1
2
3
4
HRIS
34
Employee iViews: Search Results
1
3
2
HRIS
35
Employee iViews: General Data
2
1
3
HRIS
36
Employee iViews: Organizational Assignments
1
2
HRIS
37
Exercise: View infotypes using iViews
Let’s view the following infotypes using the iViews for
Employee #45 - BUGG,JANET
 Address (IT0006)
 Certification and Licensing (IT0795)
 Basic Pay (IT0008)
HRIS
38
HR Actions
HRIS
39
PA40: HR Actions
3
1
2
HRIS
40
PA40: New Hires
1
2
HRIS
41
Exercise: Hire an Employee
Let’s hire an employee using PA40
 FLANAGAN HIGH
80130291 – TEACHER-LANGUAGE ARTS
80024542 – CLERK TYPIST II SCH-BASED
80131888 – TCH CURRICULUM FACILITATOR
 SILVER TRAIL MIDDLE
80012667 – TEACHER-LANGUAGE ARTS
80131854 – BEHAVIOR TECHNICIAN
80012928 – FACILITIES SERVPER AIDE
HRIS
42
Rehire Action
4
1
2
3
HRIS
43
PA40: Rehire Action
3
1
2
HRIS
44
PA30: Create and Change Infotypes
HRIS
45
Object Manager
2
1
3
4
5
6
HRIS
46
Object Manager
HRIS
47
Key Infotypes for HRIS
Infotype 9010
Infotype 0022
Infotype 9023
Infotype 0009
Infotype 0028
Infotype 9011
Infotype 9020
HRIS
Board Meeting Date
Education
Previous Employer
Bank Routing
Security Clearance
Reappointment
Exit Interview
48
Infotype 9010: Board Meeting Date
HRIS
49
Infotype 0022: Education
HRIS
50
Infotype 9023: Previous Employer
1
HRIS
51
Infotype 0009: Bank Routing
HRIS
52
Infotype 0028: SBBC Security and Exams
HRIS
53
Infotype 9011: Reappointment
HRIS
54
Infotype 9020: Exit Interview
HRIS
55
Switching Between Transactions
1
2
3
HRIS
56
Knowledge Check

Which of the following is a new infotype being used by
SBBC.
A.
B.
C.
D.
E.
HRIS
Board Agenda (IT9010)
Security and Exams (IT0028)
Certification and Licensing (IT0795)
Bank Details (IT0009)
None of the above
57
Questions?
HRIS
58
Actions through Adobe Forms
Personnel Actions: Change in Pay
HRAP
Start
Initiates
Change in
Pay Process
Administrator
Reviews
Change in
Pay in MSS
HRIS
HRIS
Approve
60
Processes
Change in
Pay in SAP
Finish
Personnel Actions: Change in Pay
1
2
HRIS
61
Personnel Actions: Change in Pay
3
HRIS
62
Personnel Actions: Change in Pay
4
HRIS
63
Personnel Actions: Change in Pay
5
HRIS
64
Demo & Exercise: Change in Pay
Let’s request a Change in Pay for Eva Garcia:
 Date of Change in Pay – 08/05/2008
 Reason – Hours/percent change
 Payroll Area – Bi-Weekly AA
 Work Schedule – 7.5H Mon-Fri
 %age – 80.00
HRIS
65
Error Messages
HRIS
66
Personnel Actions: Transfer
Releasing
HRAP
Start
Initiates
Transfer
Process
Transfer between Organization Units
Receiving
HRAP
Administrator
Receives and
Adds
Transfer
Information
Reviews
Transfer in
MSS
HRIS
Approve
Processes
Transfer in
SAP
Finish
HRIS
67
Personnel Actions: Transfer
1
2
3
HRIS
68
Personnel Actions: Transfer
4
HRIS
69
Personnel Actions: Transfer
HRIS
70
Personnel Actions: Transfer
5
HRIS
71
Demo & Exercise: Transfer
Let’s request that Consuela Stone be transferred from her
current position and school to a new position and school:
 New Org Unit – 63861000
 Date of Transfer – 08/05/2008
 Position – 80110581
 Reason for Transfer – Regular/Lateral Transfer
 Payroll Area – Bi-Weekly AA
 Work Schedule – 7.5H Mon-Fri
 %age – 100.00
HRIS
72
Knowledge Check
What electronic tool will the HR Action
Processor use to initiate HR Actions?
A.
B.
C.
D.
HRIS
Manager Self Service (MSS)
Employee Self Service (ESS)
Adobe Interactive Form
Business Intelligence (BI)
73
Other Transactions
PO13: Maintain Position
HRIS
75
ZHPA_BOARDAGENDA: Board Agenda
HRIS
76
ZHPA_ZCALC: Calculate Contract Amount
HRIS
77
Questions?
HRIS
78