Human Resource
Actions Processing
(HRAP)
Broward County Public Schools
December 2011
Course Objectives
At the end of this course, participants will be able to:
• Navigate the HR Action Processor Web Page within the BRITE Portal
• Display Employee Information using iViews
• Create and Maintain Positions through Position Control Actions
• Maintain Employee Personnel Information
• Process One-Time Payments and Supplements
• Review and Process Termination of Employees
• Navigate the Universal Worklist (UWL)
• Maintain HR Master Data
• Execute relevant reports
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TABLE
i
1
OF
CONTENTS
Course Objectives
Unit One: Human Resource Action Processor Overview
The Structure of Broward County Public Schools
HRAP Responsibilities
Other HR Business Processes
Key Terminology
Knowledge Check
6
Unit Two: Portal Navigation
Prepare Your Computer
HR Action Processor (HRAP) Navigation Screen
Knowledge Check
13
Unit Three: Navigate, Display, and Maintain HR Master Data via SAP Access
Personnel Data Infotypes
Display HR Master Data
Knowledge Check
25
Unit Four: HR Action Processor Employee iViews
Employee iViews
Employee iViews: Basic Employee Search
Employee iViews: Advanced Employee Search
Employee iViews Infotypes
Knowledge Check
38
Unit Five: iForm Navigation
HR Actions Process Flow
Types of Interactive Forms
Navigating Work Overview and the IForm
Interactive Form: Save As Draft
Knowledge Check
45
Unit Six: Position Control
Staffing Report
Position Holder Information Report
Position Attributes: Review
Position Control: Create/Change Process Flow
Employee Calendar and Percentage Changes
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45
Unit Six: Position Control (cont’d)
Employee Subgroups & Percentage Full-Time
SAP/ECC HR Enterprise Structure
Job Class List Excerpt
HR iForms Glossary and Reminders
Position Request Form (PRF) Validation Errors
Position: Create (iForm work instruction)
Position: Change (iForm work instruction)
Sick Leave Budget: Create (iForm work instruction)
Sick Leave Budget: Delimit (iForm work instruction)
Knowledge Check
82
Unit Seven: Processing Employee Actions
Personnel Actions: Reassignment Process Flow
HR Action Reasons
HR Data Correction Form
Personnel Actions Validation Errors
Reassignment: Create (iForm work instruction)
Personnel Actions: Transfer Process Flow
Transfer: Create (iForm work instruction)
Demotion: Create (iForm work instruction)
Change in Pay: Create (iForm work instruction)
Personnel Actions: Additional Position/Assignment (554) Process Flow
Additional Position/Assignment: Create (iForm work instruction)
Delimit Additional Assignment Form
Additional Assignment: Delimit (iForm work instruction)
Personnel Actions: Working While on Leave Process Flow
Working While on Leave: Create (iForm work instruction)
Personnel Actions: Return to Work Process Flow
Return to Work: Create (iForm work instruction)
Personnel Actions: Separation of Employment Process Flow
Separation of Employment (Resignation) and Retirement Form
Separation of Employment: Create (iForm work instruction)
Personnel Actions: Involuntary Termination Process Flow
Termination: Create (iForm work instruction)
Knowledge Check
141
Unit Eight: Processing Payment Actions
Key Terminology
Supplements (Not Grant Funded) Process Flow
Academic Supplements Wage Types
Nonspecific Supplements Wage Types
Request for Assignment of Non-Specific Supplements Form
Waiver Request For More Than Two Supplemental Assignments
Athletic Calendar - High School and Middle School
Athletic Calendar - Middle School
Athletic Supplements Wage Types
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Unit Eight: Processing Payment Actions (cont’d)
Supplement Payments: Create (iForm work instruction)
Supplement Payments: Correction
Supplement Payments: Delimit Process Flow
Supplement Payments: Delimit (iForm work instruction)
One-Time Payment Process Flow
One Time Payment Guidelines
One Time Payment Wage Types
One Time Athletic Payment Wage Types
Teacher Voluntary Compensation Agreement and Q&A
One Time Payment: iForm: Create (iForm work instruction)
One Time Payment: iForm: Change
One Time Bonus Payment: Create For Inactive/Withdrawn Employees
Knowledge Check
189
Unit Nine: Navigating the Universal Worklist (UWL)
Navigating The Universal Worklist (UWL)
Knowledge Check
195
Unit Ten: Search iForms & Review Withdrawn iForms
Universal Worklist (UWL) Basic Search for Withdrawn iForms
Universal Worklist (UWL) Advanced Search for Withdrawn iForms
Search Processes One-Time Payments & Supplement iForms
Personnel Action Status Report (ECC)
Universal Worklist (UWL): Personalize View
207
Unit Eleven: BI (Business Intelligence) Reports & Planning
BI Reports Navigation Excerpt: 1 Getting Started
BI Reports Navigation Excerpt: 2 Selecting/Searching Values
BI Reports Navigation Excerpt: 3 Variants
BI Reports Navigation Excerpt: 4 Favorites
BI Reports Navigation Excerpt: 5 Attributes
BI Reports Navigation Excerpt: 6 PDF Printing
218
Unit Twelve: View of MSS Approving an HR Action
Administrator Approve HR Actions
220
Unit Thirteen: Course Summary
Congratulations
221
222
Next Steps
Appendix
Object Manager
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Unit One
Human Resource Action Processor
Overview
Unit Objectives:
At the end of this lesson, participants will be able to:
• Describe the Organization Structure of Schools
and Departments
• Describe Roles and Responsibilities as an HR
Action Processor (HRAP)
• Comprehend Key Terminology within SAP
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The Structure of
Broward County Public Schools (BCPS)
Schools and Departments in SAP
BCPS is one large company consisting of many organizational units. Positions belong to each of the
Organizational Units, and a job is an integral part of a position.
• Organizational Unit – Various schools, departments, and district offices (ex: SEMINOLE MIDDLE,
ATHLETIC & STUDENT ACTIVITIES) within the school district.
• Job – A general classification of attributes such as state job code, planned compensation, pay
grade, and pay scale level used as the basis for creating jobs (ex: TEACHER-GRADE 5). One job
can describe many positions; however, employees are assigned to positions, they are not assigned
to jobs.
• Position – An individual employee assignment (ex: TEACHER-GRADE 5 at Sandpiper Elementary)
is a relationship to a position in an organizational unit. A position has a relationship to an
organizational unit and a job. When an employee is assigned to a position, the employee inherits
the attributes of the position as well as the organizational unit and job associated with the position
(i.e., pay grade, state job code)
As a general rule of thumb, each position will be filled by one employee; however, in some cases it
is possible for a position to be occupied by more than one person (e.g.: temporary or substitute
positions). A position must exist prior to hiring, transferring, and ultimately, paying an employee.
The objects above (along with others not mentioned here) form a relationship in Organizational
Management and integrate with Personnel Administration and Time Management to allow for the
recording and evaluation of employee time data.
Changes to the position of a school/location may be initiated by the Human Resources Action Processor
(HRAP) and submitted on the Position Request Create/Change iForm.
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HRAP Responsibilities
• Access employee data
• Create and execute HR actions such as: Supplements, One Time Payments, Additional
Positions (Assignments), Return to Work, Separation of Employment
• Manage Worklist, UWL, and monitor status of HR actions to completion
• Request new and/or change existing positions (PRF)
• Reallocate employee cost to Sick Leave Budget
• Generate reports (ex: Supplements Report should be run on a monthly basis to avoid
payment exceptions)
• Be sure to have an HRAP back-up at your location
• Keep apprised of latest/changing information posted on the BRITE web site or in Hot
Topics and newsletters located in the BRITE CAB Conference
Other HR Business Processes
• Leave of Absence, FMLA, Disability, etc.
o Leaves will be processed through the Leaves Department
• Retirement
o Retirement will be processed through the Benefits Department
• Declaration of Vacancy (DOV)
o Instructional – use the DOV database (Contact Instructional Staffing Department)
o Non-instructional – submit hard copy “Requisition for Advertising”
(http://www.broward.k12.fl.us/ets/css/recret/recordsret/forms.html) to appropriate
persons/department
• Pre-clearances
o Instructional – continue to use the DOV database (Contact Instructional Staffing
Department)
• Non-instructional – fax to the Employment Center
(http://www.broward.k12.fl.us/ets/css/recret/recordsret/forms.html) Highly Qualified
Paraprofessionals
o Follow standard district procedure
• Reappointment Process
o Detailed information is sent out annually by HR Division
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Key Terminology
Business Intelligence (BI)
Repository of SAP information for the purpose of reporting.
Employee Self-Service (ESS)
Workplace for employees to view personal information and request
changes.
Human Resource Action
Processor (HRAP)
The HRAP will initiate iForms and access employee data.
Interactive Form (iForm)
An electronic form within SAP used to request an HR Action that
becomes a part of an employee’s record. (Adobe Acrobat Reader
software required.) Forms must be accessed using a PC as
they do not function on a Mac computer.
iViews
Web snapshot of specific pieces of employee information.
Manager Self-Service (MSS)
On-line management tool that allows administrators to obtain
information about their staff or perform managerial duties. MSS is
accessible anywhere with internet access.
Portal
A site that functions as a point of access to information on the web.
SAP will be accessed through the BRITE portal.
SAP 4.6b
Broward’s legacy system that contains employee and
organizational history and data from 2001-2007.
SAP ECC
Broward’s Finance, Human Resources, Payroll, LSO (Learning
Solutions), and Professional Development System. Beginning in
2008, employee master data was maintained in ECC along with
some converted historical data from SAP 4.6b.
Universal Worklist (UWL)
The UWL is a central point of access to manage HR Actions and
track tasks, alerts, and notifications.
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Knowledge Check
What are the responsibilities of the HR Action Processor?
A. Request New and/or Change Existing Positions
B. Generate Reports
C. Create and Execute HR Actions
D. All of the Above
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Unit Two
Portal Navigation
Unit Objectives:
At the end of this lesson, participants will be able to:
• Recognize Key Components in the HR Action
Processor Navigation Screen
• View the Information in Work Overview and
Employee Folders
• Understand the Function of Various Portal Tabs
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Prepare Your Computer
• The BRITE web site (http://www.broward.k12.fl.us/erp/) has a lot of resource material available to
assist you.
o The Budget, Finance, Human
Resources, Payroll and Procurement
tabs share links to Forms, Newsletters,
Reference Docs & Schedules, and Reports
Instructions.
o
Check out the Training Tab. This is where
you will find the online library and
scheduled trainings.
• The iForms only work on a PC—They do not
work on a Mac.
• Validate that your computer settings are accurate using the documentation available on the ERP
web site http://www.broward.k12.fl.us/erp/brite/support/updates/partnerupdates.html
o
Contact your computer administrator and/or technologist regarding system requirements.
HR Action Processor (HRAP) Navigation Screen
The BRITE portal is accessible through web/erp
Before you begin, validate your computer settings at
http://www.broward.k12.fl.us/erp/brite/support/updates/partnerupdates.html
1. When you log into the portal, your main portal window displays the tabs you have access to, based
on your assigned SAP business role. The welcome banner is gold, the default tab is SBBC Home,
and a confirmation message indicates that You are logged onto the BRITE Portal (see below).
1
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2. To access SAP Easy Access click the second tab, SAP Access, then click ECC Production –
XEP 500 – WebGUI. (You can have more than one session open at once by repeating this step.)
2
NOTE: Windows
may open and stack
on top of each other
or open in the same
window. Minimize,
maximize, or close
windows using the
icons in the top right
(PC) or left (Mac) of
your screen.
3
3. To exit click the
button then click the red X to close the window.
4. To access reports click the Reports & Planning tab, then click HR & Payroll tab to enter the
BRITE Reports portal.
4
Welcome GERALDINE PROCESSOR
6
5
5. The welcome banner is now white (see above), the default tab is still Home, but the confirmation
message displays that You are logged onto the BRITE Reports. The different color banners and
log-on message help to distinquish between reports and the main portal. The Reports portal is the
only portal with a white welcome banner.
6. To view available reports, click the HR & Payroll tab (see above).
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7. Reports are
grouped together
7
by module or
type and default
with Employee
Data containing
reports pertaining to employee
master data. The
other groups are
Organizational
Data containing
structural and
staff assignment
information;
Payroll containing employee
reports for a
particular
period(s);
Professional Growth Plan containing PGP Appraisals; and Time containing time management
reports of recorded employee attendances and absences.
NOTE: Click the red X to exit the reports window.
8. The Employee Self-Service (ESS) tab is where you can access your personal information. This
information is also available to you outside of the district, via BRITE portal
8
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9. The last tab, HR Action
Processor, is where HR
actions are executed. Click this
tab to display its contents.
9
10. To view the information in the
Work Overview or Employee
folders, click the appropriate
folder.
10
11. Work Overview Folder
• Start Processes: Use to
select an employee, create,
initiate, change, or delimit an
HR action, then submit to the
appropriate approver or
processor.
• Search Processes: Search
for processes by date,
11
creator, process description,
employee affected or status.
• Position Request—Create:
Request creation of a new
position using the Position
Request Form (PRF).
• Position Request—Change: Request a change to an existing position using the Position
Request Form.
• One Time Payments: Request one-time (additional) payments.
• Supplements: Request specific, non-specific, and athletic supplements for active employees.
• Delimit Supplements: Request to delimit specific, non-specific and athletic supplements for
employees.
• Search One Time/Supplements: Search for specific one-time payments and supplements.
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12. Employee Folder
• Display Basic Data:
search for employees and
display their data in one
screen.
14
13
15
• Display Processes:
display the HR actions for a
12
specific employee.
• Start Processes: Use to
initiate an HR action for an
employee.
• Display Employee
Reports—THIS FUNCTION
ISN’T CURRENTLY
WORKING.
• Keyword Search—THIS
FUNCTION ISN’T
CURRENTLY WORKING.
13. Use the left and right arrows
to expand or collapse the
Detailed Navigation panel.
14. Click this arrow to close the
navigation panel, which is
helpful when you are
reviewing iViews.
15. Click to roll (collapse) the
navigation panel up or down.
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Knowledge Check
Search Processes is used by the HRAP to create or change employee HR actions.
A. True
B. False
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Unit Three
Navigate, Display and Maintain
HR Master Data via SAP Access
Unit Objectives:
At the end of this lesson, participants will be able to
display (PA20) and maintain (PA30) HR master
data in the following areas:
• Actions
• Supplements
• One Time (Additional) Payments
• Objects on Loan
• Corporate Functions
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Personnel Data Infotypes
What is an infotype? Infotypes are the sets of data grouped according to subject matter, such as personal
data, planned working time, organizational assignment, basic pay). The infotypes that you are authorized
to view or maintain are determined by the business role you are assigned in ECC. For a detailed list of
master data infotypes and description see Infotype Listings located at
http://www.broward.k12.fl.us/erpdb/brite/onlinelibrary/partnerreference_schedules.asp
0000
Actions
0034
Corporate Function
0001
Organizational Assignment
0040
Objects on Loan
0002
Personal Data
0041
Date Specifications
0008
Basic Pay
0077
Additional Personal Data
0006
Addresses
0105
Communication
0014
Recur Payments/Deductions
0554
Hourly Rate per Assignment
0015
Additional Payments
0795
Certification and Licensing
0016
Contract Elements
0796
Duty Assignment
0019
Monitoring of Tasks
9001
In-service
0021
Family Member/Dependents
9003
Out of Field
0022
Education
9010
Board Agenda
0024
Qualifications
9011
Re-appointment
0025
Appraisals
9020
Exit Interview
0028
BCPS Security and Exams
9023
Experience Credit (not currently in use)
0033
BCPS Experience Years
Some infotypes are only available during specific date periods.
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DISPLAY HR MASTER DATA
Employee data is viewable via transaction PA20 (Display HR Master Data) or PA30 (Maintain HR Master
Data) and is stored on infotypes. PA20 is used to review data and PA30 is used to maintain/update data.
Depending on your role you have access to view/maintain infotypes (ex: Actions, Organizational
Assignment, Addresses, Personal Data, Basic Pay, Planned Working Time, and Objects on Loan).
NOTES:
• PA20 should be used for display functionality.
• PA30 must be used with caution. Do NOT use this transaction to view employee information as
it prevents other staff from maintaining the employee’s record. If you are viewing an employee’s
data in PA30 while an Interactive Form is being processed, the Form will not process correctly!
• You will NOT be able to create new Recurring Payments/Deductions or Additional Payments
in PA30. You MUST use the Interactive Form (iForm) on the Portal.
• In most cases the
to the right of an infotype indicates viewable information (the exceptions
being Addresses, Absences, Attendances, Absence Quotas).
Procedure
1
1. From the BRITE Portal, click the
SAP Access tab.
2
2. Click the ECC Production link.
3
3. The SAP Easy Access window
will display in a new window.
Click the fastpath field, enter the
transaction code PA20 (display)
or PA30 (maintain), and press
the enter key on your keyboard.
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4. Object manager
can be used to
search for and
select data you
want to display or
edit. You can
hide or display the
object manager
via Menu >
Settings > Show
Object Manager
or Hide Object
Manager.
11
5
7
6
4
8
9
5. To access an
infotype, type the
employee’s
personnel number
in the Personnel
no. field and
press the enter
key on your
keyboard. The
employee’s name
will appear.
10
6. Click the appropriate tab to display infotypes for that functional area.
7. Use the left and right arrows to advance the tabs or the
icon to display the list of tabs.
8. Select the applicable period or click All (not all infotypes require period selection).
9. Click the selection
button to the left of the infotype.
10. Or type the infotype number (if known) in the Direct Selection Infotype field. NOTE: This is an
alternative to selecting the tab and infotype in steps 6, 7 and 8.
11. Click the appropriate button to
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16
to view a list of all records.
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Actions (Infotype 0000)
3
1. The information in the header
of the Display HR Master
Data screen will appear at the
top of all PA20 screens.
1
2. Click Actions selection button
to view a list of personnel
2
actions for an employee.
3. Click the Overview button
5
4. Select an Entry to view.
5. Click Choose to view the
details.
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6. The header information on the
Display Actions screen now
includes Start, to, and Chng
dates along with the ID of the
individual or program that
updated the record.
6
7. Personnel action, Status,
Organizational assignment and
Additional actions section
contain the details of the action
you selected in step 5.
NOTE: Use
7
to return to
the previous screen(s) or
to jump to the SAP Easy
Access screen.
Organizational Assignment (Infotype 0001)
1. On the Display HR Master
Data screen click the selection
button for Organizational
Assignment, then the
button to view information
pertaining to the employee’s
current work location.
2. The information on this screen is
grouped by Enterprise structure,
Personnel structure, and
Organizational plan.
Click the
button twice to
return to the Display HR Master
Data screen.
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Addresses (Infotype 0006)
5
1. Enter the employee’s personnel
number and press the enter key
on your keyboard.
1
2. Enter the infotype number (6 or
0006) for Addresses in the
Infotype field under Direct
selection.
NOTE: The green check for
Addresses only appears if you
are reviewing your own address.
3
4
3. Click the STy (subtype) field and
select the
icon. NOTE: STy
is required to view addresses
other than your own.
4. Double-click the address type
you want to view.
2
3
5. Click the appropriate button to
Display or Overview.
6. Click(s) the
button to return
to the Display HR Master Data screen.
Personal Data (Infotype 0002)
2
1. Back on the HR Master Data
screen click the Personal Data
infotype and the
button to view the employee’s
name, Birth Date, Language,
Marital Status, Nationality and
Gender.
1
2. Click
to return to
Display HR Master Data
screen.
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Basic Pay (Infotype 0008)
1. On the HR Master Data screen
click the Payroll tab.
2. Click the Basic Pay infotype
and the
button to
view the employee’s Pay Scale
Type, Area, Group and
Level;as well as Salary, Wage
Types, All Days Paid Rate, and
All Days Paid Days.
2
3. Click
to return to
Display HR Master Data
screen.
Hourly Rate per Assignment (Infotype 0554)
1. Click the Hourly Rate per
Assignment infotype and the
button to view a list
of additional positions held by
the employee.
2
2. Click an entry to view then click
the
button.
1
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3. The details of the Hourly Rate
per Assignment include the
position, hourly rate and
Organizational Unit.
4
5
3
4. Click the Display cost dist. or
More button to view the funding
or cost distribution.
5. Click
button three times
to return to the Display HR
Master Data screen.
Recur Payments/Deductions (Infotype 0014)
1. Click the Recur
Payments/Deductions
infotype and the
button to view a list of the
employee’s supplement
payments/deductions.
2
2. Click an entry to view, then
click the
button.
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5
3. The Wage Type payment
amount and frequency of
payments and or dates are
visible on this screen.
4
4. Click the Cost Assignment
3
and the
buttons
to display the funding source
(Fund, Functional Area,
Grant). Click the
twice to
cancel and exit cost
assignment.
5. Click
twice to return to
the Display HR Master Data screen.
Additional Payments (Infotype 0015)
1. Click the Additional
Payments infotype and the
button.
2
2. Click an entry to view from the
list of additional payments
such as CAP, Workshops, or
Lead Money, then click the
button.
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5
3. The Wage Type payment
amount and date of origin
display here.
4
4. Click the Cost Assignment
and the
buttons to
display the funding source
(Fund, Functional Area, Grant).
3
Click the
twice to cancel and
exit cost assignment.
5. Click
twice to return to
the Display HR Master Data screen.
Planned Working Time (Infotype 0007)
1. On the Display HR Master
Data screen use the
or
to advance to the Time
Management tab.
3
2. Click the Planned Working
Time infotype then click the
button to view the
employee’s work schedule,
working hours, and
employment percentage.
2
3. Click the
button to
return to the Display HR
Master Data screen.
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Knowledge Check
You should use PA30 to display employee master data.
A. True
B. False
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Unit Four
HR Action Processor Employee iViews
Unit Objectives:
At the end of this lesson, participants will be able to:
• Perform a Basic Employee Search
• Use the Advanced Search Functionality to
Search for Employees
• Display Employee Information using iViews
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Employee iViews
What are iViews? iViews are self-contained web documents. In BCPS, some HR infotypes (see table
below) are viewable as iViews through the HR Action Processor tab.
General Data (Contract Data, Organizational Assignment, Communication Data,
and Personnel Structure)
0001
Organizational Assignments
0040
Objects on Loan
0002
Personal Data
0041
Date Specifications
0007
Planned Working Time
2001
Absence Days
0008
Salary & Wage Types
0795
Certification
0019
Monitoring of Tasks
0796
Duty Assignment
0022
Education
9003
Out-of-field
EMPLOYEE IVIEWS: BASIC EMPLOYEE SEARCH
On the HR Action Processor tab,
in the Detailed Navigation pane:
1. Click Employee, to Display
Basic Data categories.
NOTE: Use the Detailed
Navigation
or arrows
to make the viewing area
larger.
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2. Enter an employee’s last
name, first name, or
personnel number.
4
2
NOTE: For a partial name
search enter proc* to find all
employees whose last name
starts with “Proc” or for a full
name search enter geraldine
processor (not case
sensitive).
3
88812345
3. Click Go or press the Enter
key on the keyboard.
4. If you click the Personalize
button, you can choose
whether or not to display the
employee’s personnel number
in the list of names.
NOTE: If searching by name and multiple employees share the same name, a list of those
employees will display. Select the correct employee by clicking the selection box
to the left of the
name, to view their information.
EMPLOYEE IVIEWS: ADVANCED EMPLOYEE SEARCH
Use Advanced Search criteria to find an employee using criteria such as personnel area, subarea, or
employee group, rather than just the employee’s name or personnel number. NOTE: The data displayed
is active as of the date viewed.
1. Click Employee.
2. Click Open Advanced
Search for additional search
options.
1
2
3. Enter information in one or
more of the fields.
3
4. Click Go or press the Enter
key on the keyboard to
display the employee.
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5. If multiple employees meet
the search criteria, a list of
employees will display to the
right.
5
6
6. The General Data of the first
employee highlighted in the
list, defaults.
88812345
Choose an employee to view
and click the selection box
to the left of the name and
their iViews will display.
(This data is also viewable in
SAP, using transaction PA20
and its applicable infotype.)
NOTE: When you select a new employee use the
icon to Refresh the window with their information.
icon to collapse/expand each iView or the
EMPLOYEE IVIEWS: ORGANIZATIONAL ASSIGNMENTS
(Infotype 0001)
1. Start Date: The date the
employee started with the
District.
NOTE: Contract Text is
used to identify board
attorneys, superintendents,
and board members.
88812345
2
1
2. Communication Data: pulls
from Infotype 0105 which may be updated by the employee in Employee Self Service (ESS) >
Contact Information.
• E-Mail Address: employee’s CAB or
personal email address
• Office: combination of Building and Room
number
• Telephone: office telephone number and
extension.
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3. Organizational Assignment:
Pulls descriptions from the
employee’s master data
88812345
• Org. Unit: the employee’s
work location
• Position: the employee’s
3
primary assignment
• Cost Center: the
accounting area responsible for the
employee’s payroll; a default cost center
is being used for locations’ org units—
schools will default to the area office and
district departments will default to the
budget office
•
•
•
•
•
4
6
5
Payroll Area: the pay cycle to which the employee has been assigned
Personnel Area: the bargaining unit
Pers. Subarea: the pay calendar of the employee
EE Group: the employee status
EE Subgroup: the employee type (salaried or hourly) and benefits status (with or without)
4. Click on Organizational Assignments. If multiple organizational assignments exist, they will each
display the corresponding job and organizational unit. This is not the same as additional positions.
5. A new window will appear displaying the employee’s direct supervisor as indicated in SAP.
6. The iView displays the last active record. If an employee has resigned or terminated, the EE Group
will still display as Active, therefore, check tcode PA20 to verify the employee’s status.
EMPLOYEE IVIEWS: OBJECTS ON LOAN
(Infotype 0040)
1. The property description, number and description display.
1
2. If notes have been entered for the property item, they will
display here.
NOTES: This information is created and maintained by the
HRAP. A property pass will also be generated and a
workflow notification will be sent to the employee’s ESS
UWL (Home > Universal Worklist).
2
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EMPLOYEE IVIEWS: PERSONAL DATA
(Infotype 0006, SubType 0001)
1. This section displays the employee’s Date of Birth.
2. Employee’s permanet residence address.
1
NOTES: If the employee is a public records exempt
(confidential) employee, an alternative address will be
listed, if he/she provided one. If one was not provided,
then the work location address will be displayed. The
employee may update his/her address via ESS Contact
Information.
2
EMPLOYEE IVIEWS: MONITORING OF TASKS
(Infotype 0019)
1. Monitoring of Tasks details includes the following:
• Status: the processing indicator; could be New
task, Task in process, or Task completed
1
• Date: the effective date of the task; e.g.,
probationary date ends on this date
• Reminder: is set to 30 days prior to the effective
date
• Task: the type of task; examples include
Probationary Ends, Sick Leave Eff Date, Special
Leave Ends, Stage 2 FMLA Ends, Vac Leave Eff
Date
NOTE: This screen may be particularly useful to explain when the employee can begin using sick
or vacation leave as opposed to when they begin to accrue leave.
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EMPLOYEE IVIEWS: DATE SPECIFICATIONS
(Infotype 0041)
1. Date Specifications details include:
• Employment Date – the date the employee began (or last
hire date) with BCPS
• Benefits Eligibility – employee’s date to begin benefit
coverage
1
• Bargaining Unit Date – employee’s seniority date
• Original Employ Date – the date the employee initially began
with BCPS
NOTE: Other dates that may appear include:
•
•
•
•
•
•
•
Ben. Cov Beg. Date
BN Elig Calc Date
Ben. Cov Termination
Ben. Term. Date
Longevity Date
RIP/RAP End date
Sick Leave Pre-Acc
EMPLOYEE IVIEWS: ABSENCE DAYS
(Infotype 2001)
1. Define Filter allows you to select
the specific type of
leave to display
1
3
2
2. Period – displays
the time period for
the absence
3. Calendar – the
dates the employee
has been on leave will be highlighted in blue or yellow (the leave that is selected under the period
window will display in yellow.) Use the arrows to scroll forward or backward within the calendar.
NOTES: All absence reasons used will be displayed separately, even though they may fall in the
same absence pool. For example, SCK includes SLO, SCK, and SPR
• Employees may view SPR and VAC leave balances via Employee Self Service (ESS)
• Only absences from Go-Live (07/01/2008) forward will be viewable in this iView. Detailed history
for absences prior to Go Live will still be viewable in SAP 4.6b
• If you wish to print this screen, simply click File > Print from your web browser
• You will still have access to the Attendance/Absence Data report in SAP (S_AHR_61018660)
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EMPLOYEE IVIEWS: EDUCATION
(Infotype 0022)
EDUCATION
This iView is available on MSS (Team > Employee Information), ESS (Overview) and HRAP (Employee >
Display Basic Data).
1. The employee’s
education training
2
1
will be displayed, if
it was entered into
SAP. If it is
incorrect or no
education is
displayed, the employee can submit the appropriate documents to Personnel Records (formerly
HRIS) with a note explaining that their education record needs to be updated.
2. The Start Date is the date of graduation.
EMPLOYEE IVIEWS: CERTIFICATION
(Infotype 0795)
CERTIFICATION
This iView is available on MSS (Team > Employee Information), ESS (Overview) and HRAP (Employee >
Display Basic Data).
Currently, only instructional certifications are stored on the certification infotype; however, in the future,
additional employees certifications required for their employment will be added (e.g., electricians).
1. Each Certificate
Category may
have up to 10
Certification Areas.
These 10 Areas
are divided across
the two sections
displayed here.
1
• If the employee
does not have 10
areas, the
Certification(Contd) screen will display the certificate, e.g., Prof-5 Yr. Dept of Education, but no
subject areas will be displayed.
• If the employee has two types of Certificates (e.g., DOE and Broward), each certificate will be
displayed.
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EMPLOYEE IVIEWS: DUTY ASSIGNMENT
(Infotype 0796)
DUTY ASSIGNMENT
This iView is available on MSS (Team > Employee Information), ESS (Overview) and HRAP (Employee >
Display Basic Data).
Duty assignment displays the courses that teachers are responsible for teaching. If the information is
incorrect, contact the DPC (Data Processing Clerk) to update TERMS. TERMS is still the main source of
information. ECC will be updated by TERMS.
1. ESOL Category is
the category that
the course falls
under. The teacher
must meet the
META requirements
for the lowest ESOL
level (e.g., if the
teacher is teaching
a course that is
Category 1 and 3,
the teacher must
fulfill the Category 1
requirements).
1
2
3
4
5
2. Highly Qualified status will indicate the teacher’s status for that course assignment. If “No” is
listed, review the reason to determine if required.
3. Start Date is the date the assignment began.
4. End Date will be 12/31/9999. When the teacher is removed from this assignment, the appropriate
date will be populated.
5. Last Updated On date will be the date the TERMS program was updated in SAP.
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EMPLOYEE IVIEWS: OUT OF FIELD
(Infotype 9003)
OUT OF FIELD
This iView is available on MSS (Team > Employee Information), ESS (Overview) and HRAP (Employee >
Display Basic Data).
If a teacher is out-of-field; a record will be created like the example here. An automated program will run
to determine who is out-of-field, and a record will be created. Principals may run reports for their location
to see who is out-of-field. The teacher will still be required to sign the out-of-field waiver and which will be
submitted manually to Personnel Records.
1. Course Code: The
course in which
the teacher is outof-field, if any.
1
2
3
4
5
6
7
8
9
2. Student Type:
The type of students assigned to the teacher.
3. ESOL Group: The ESOL Category for the out-of-field assignment. Only ESOL Category I items are
submitted to the Board for approval.
4. Meet out-of-field requirements: In order to be eligible to continue the out-of-field assignment, the
teacher must meet the minimum requirements. This field must indicate “Yes” for the teacher to
continue teaching in this area.
5. Total Points Earned: Number of inservice points the teacher has completed for this assignment.
6. Comments: Updated by the Certification Department.
7. Start Date: Out-of-field assignment began.
8. End Date: 12/31/9999 will be the end date. The date will be delimited, when the teacher meets the
requirements.
9. Last Updated On: Last date the out-of-field program was run.
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EMPLOYEE IVIEWS: SALARY
(Infotype 0008)
SALARY
This iView is available on MSS (Team > Employee Information), ESS (Overview) and HRAP (Overview >
Employee > Display Basic Data).
1. Pay scale type: Contract
2. Pay Scale Area: Broward County, FL
3. PS group: Pay grade
4. Level: Step or Range (RO) within the pay grade
5. Annual salary: Yearly compensation
6. All Days Paid Rate: ADP hourly pay rate; salary will be distributed among all ‘paid days’ to provide
equal paychecks for employees, except for first and last paychecks
7. All Days Paid: All of the days between the first and the last day of the contract, excluding
weekends, are considered to be ‘paid days,’ including worked days, holidays, paid and unpaid days
EMPLOYEE IVIEWS: SALARY WAGE TYPES
(Infotype 0008)
SALARY WAGE TYPES
This iView is available on MSS (Team > Employee Information), ESS (Overview) and HRAP (Overview >
Employee > Display Basic Data).
1. Wage Type: Types of compensation
1
2. Amount: Hourly rate for the wage type
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EMPLOYEE IVIEWS: PLANNED WORKING TIME
(Infotype 0007)
PLANNED WORKING TIME
This iView is available on MSS (Team > Employee Information), ESS (Overview) and HRAP (Overview >
Employee > Display Basic Data).
1. Work Schedule Rule: Defines an
employee’s working hours during a
specific period. Actual work schedule can
vary depending upon the percentage of
full time employment.
2. Empl. %: Percentage rate an employee is
assigned to in the Work Schedule Rule.
3. Daily Working Hours: Number of hours
an employee works per day.
4. Weekly Workdays: Number of days an employee works per week.
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Knowledge Check
To perform a basic employee search, which of the following values may be entered?
A. Last Name
B. First Name
C. Personnel Number
D. Any of the Above
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Unit Five
iForm Navigation
Unit Objectives:
At the end of this lesson, participants will be able to:
• Describe the HR Action Process Flow
• Describe Functionality and Advantages of
Interactive Forms
• Identify Process Execution for the Different HR
Actions
• Navigate iForms
• Utilize Search Processes to Access Forms and
View Status
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HR ACTIONS
Process Flow
NOTES:
• iForms should not be created or changed on Mondays when Payroll is locked
• iForms time out after 10 minutes. Avoid timing out by gathering necessary data prior to initiating
the action. Use the Save Draft option if more time is required
• Each HR action form is processed in a similar manner, though the process may vary slightly.
• Once approved, the process may be executed automatically in SAP ECC or executed by the
appropriate department (Personnel Records, Staffing, or ABA/Budget Office)
• Errors Messages display on the top of the form
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TYPES OF INTERACTIVE FORMS
There are three types of forms: Position Request, Employee Action, and One Time and Supplement
Payment iForms. The workflow for each iForm is basically the same with some differences, for example
some iForms send a process notification only to the HR Action Processor, others notify the employee and
the HRAP, and still others notify the employee, HRAP, and the Staffing department. Additionally, the
iForms vary as to what information displays automatically, what information is required, and what options
are available.
1. The Position Request – Create
or Change iForm
1
• Initiated from the Work
Overview menu.
• Prompts you to save the form
to your computer or print a
copy. These are the only
forms that you have to save.
The other forms will be available to you through one of the search functionalities.
• After you have submitted for approval, you will receive a message that the form has been
completed. A Reference number will be displayed at the top of the form BEFORE you submit, if
you Save as Draft first, or it will appear AFTER, if you submit the form without saving as draft.
2. Employee Action iForms
• Initiated by selecting Start
Processes, then entering the
employee’s personnel number
when prompted to do so.
2
• Completed on individual
employees.
• After creating each form, a
Reference Number will be indicated with the completed message.
• Do not need to save or make a copy.
3. One Time Payment, Supplement and Delimit Supplement iForms
• Initiated from the Work
Overview menu.
3
• Allows you to enter more than
one employee.
• Have their own search
function which is listed
specifically under Work
Overview: Search One Time/Supplements.
• After creating each form, a Reference Number will be indicated with the completed message.
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NAVIGATING WORK OVERVIEW AND THE iFORM
1. The Work Overview section is where you go to start processes
and complete a search on HR Actions you submitted.
• When you select a process or iForm option, a
new portal window displays. You may
maximize your window by clicking the
maximize icon located in the right corner.
1
NOTE: When you have completed the
process, click on the red X to close that window, being careful not
to close your main window that includes all your tabs – Home, SAP
Access, Reports & Planning, Employee Self-Service, HRAP, etc.
2. The tool bar displays several
icons that provide zooming and
page scrolling options,
including the number of pages
in the form.
2
• Hover your mouse over the
icon and the functionality will
be displayed. To enlarge the
form, click on the + sign
(next to 79%).
3
4
3. A “Road Map” appears at the
top of the form to guide you
through the process and alert
you to the step currently being
processed. (Custom forms
such as Supplement, One
Time Payment and Position
Request Forms do not have
road maps.)
4. Attachments may be added to
the form. Per BCPS
procedures, certain forms will
require an attachment. (This
option is not on all forms.)
5. The employee’s current
information displays throughout
the form.
5
6
6. Scroll through the form to view
and update the entire form. Enter new information for the employee based on the required changes
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7. iForms have an update display/data button. You must select this button
for the attributes to display. If the button is not selected the form will not be
submitted.
7
8. Enter new
information as
prompted.
9. Should you have
any questions
regarding the
form, refer to
Form Help for
additional
information.
10. The tool bar may
appear on the top
or bottom of the
form.
11. Use the Portal
window scroll bar
to move to the
bottom of the
window to see
the buttons
available.
11
8
9
10
12
12. There are three options at the bottom of the form:
• Click Save Draft to save the form and return to complete it later. It will be in your home UWL.
• Click Previous Step if you wish to return to the Select Process step and select a different
process.
• Click Check and Send when you’ve completed the form as accurately as possible and move on
to the review step.
NOTE: Some forms will have multiple pages, be sure to complete all pages prior to moving to the
next step.
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INTERACTIVE FORM: SAVE AS DRAFT
1. After you Save Draft, a
message appears at the top
of the form.
1
Close out of the window by
clicking the red X box in the
top corner of the browser
window.
2. After you have Submitted
the form a message and a
reference number displays
on the form.
2
Close out of the window by
clicking the red X box in the
top corner of the browser
window.
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Knowledge Check
How many types of iForms are there?
A. Two
B. Four
C. Three
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Unit Six
Position Control
Unit Objectives:
At the end of this lesson, participants will
understand and be able to:
• Execute the Staffing and Position Holder
Information Reports to Verify Positions
• Review Position Attributes
• Create and Maintain Positions
• Place an Employee on the District’s Sick Leave
Budget
• Remove an Employee from the District’s Sick
Leave Budget
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STAFFING REPORT
Purpose
Use this procedure to create a report of full time positions and temporary/sub positions, along with
the account coding and position holder information for each position.
Prerequisites
• Basic BI/ECC navigation skill (see BI Reports Navigation Complete Manual 8102009 on ERPs
BRITE BI/ECC Reports webpage at
http://www.broward.k12.fl.us/erpdb/brite/onlinelibrary/reports/partnerhrreports.asp
Menu Path
Select  Reports & Planning tab  Your respective tab  Organizational Data  Staffing
Report to go to the Staffing Report screen.
• From SAP Easy Access menu use transaction code ZHOM_STF in the fastpath field, then click
the green check or press enter on the keyboard.
Helpful Hints
For specific information, the report can be displayed in the following five ways:
Discrepancy Report - Active Positions - Current Holders
(Reporting Period – Today;
Display Options - All Positions, Primary and Temporary/subs,
Discrepancies only)
Compares the work calendar and percentage fulltime on the position against the holder and
list all discrepancies
Full Report - Active Positions - Current Holders
(Reporting Period – Today;
Display Options - All Positions, Primary and Temporary/subs)
Lists all active primary and temporary/sub positions, whether filled or unfilled
Unfilled Positions - Active Positions only
(Reporting Period – Today;
Display Options – Unfilled positions only)
Only lists unfilled active positions that are available for use
Unfilled Positions - Active & Delimited Positions
(Reporting Period – Past;
Display Options – Unfilled positions only)
Lists unfilled active positions along with any delimited positions that may be reactivated for
use
Full Report - Active & Delimited Positions with Current & Past Holders
(Reporting Period – Past;
Display Options - All Positions, Primary and Temporary/subs)
Lists all primary and temporary/sub positions, whether filled or unfilled
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Procedure
1.
In the BRITE Portal, click the
Reports & Planning tab.
2.
The BRITE Reports portal
will display reports assigned
to your role (e.g.: HR &
Payroll, Finance – RR– SR,
etc.). Select the appropriate
reports tab (ex: HR Action
Processor – SR).
1
2
NOTE: All reports tabs
default to the Employee
Data folder (see HR Action
Processor – SR) under the
Detailed Navigation menubar located on the left side of
the screen.
3
3.
Click Organizational Data
folder.
4.
Click Staffing Report.
4
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5.
In the Object ID field
enter the organizational
unit number (an 8-digit
ID number) and click
5
5
5
the
button.
Objects default
selections:
Plan version = 01
Object type = O
Object Status = 1
Reporting period
default selection:
Reporting period =
Today
Display Options default
selection:
Display depth = 1
All Positions
Primary and
Temporary/subs
NOTE: Enter
information in the fund,
function, location, type,
use, or activity fields to
display data on
positions matching your
specific criteria.
Select the
Discrepancies only box
to review position and
holder accuracy
Sort Options default
selections: Org
unit/position number
NOTE: Select the
second radio button
(Org unit/title) to have
the report print alpha by
position title.
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Result
After the Staffing Report is processed the report appears as shown below:
D Indicates there is a discrepancy
between the position and holder
Blue Area - Organizational Unit (Object O) 8-digit ID number and name
Yellow Highlighted Area – Position Number (Object S) 8-digit ID Number - Job Class Number,
Position Title, Subarea, Percentage, and Relationship Period
Light Blue Highlighted Area – Cost Center (Object K), Fund, Grant No., Functional Area,
Percentage, Relationship Period
Green Highlighted Area – Person (Object P) Personnel number (** if this position is secondary
assignment), Name of Employee holding the position, Relationship Period
The report can be printed by selecting
Click the
off.
 Print from the menu bar near the top of the screen.
button to return to the initial report screen or log off by clicking
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POSITION HOLDER INFORMATION REPORT
(ZHOM_POSHOLDER)
Purpose
The Position Holder Report is used to view the holder history of a specific position and to verify that a
position is vacant, prior to requesting that the position be delimited.
Prerequisites
• User has an HR Action Processor or Position Control role. (Position Control role is limited to Area
Business Office, Budget Office, Capital Budget Office, Grant Managers, and Food & Nutrition
Services)
Menu Path
• Initiator/Creator: Sign in to the BRITE portal and select SAP Access tab  WEB GUI  ECC
Production - XEP 500 - WebGUI  ZHOM_POSHOLDER
Procedure
1. In the SAP Menu Path type
ZHOM_POSHOLDER and press enter.
1
NOTE: You can also access the position holder report in Reports and Planning > HR Action
Processor > Organizational Data > Position Holder Information
3
2. Enter the position number
and change the validity date
range to 01/01/1900 to
12/31/9999
2
3. Click the execute button to
display the results.
***NOTE – You cannot
request to delimit a position
if the report shows a holder
with valid begin (Beg) and
End Dates. You must
submit the appropriate
iForm to remove the holder
from the position. After the
holder has been removed
notify your ABA/Budget Office to delimit the position, effective the day the holder was removed.
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POSITION ATTRIBUTES: REVIEW
(PO13D)
Purpose
The transaction PO13D is used to provide a detailed account of position attributes. It is used to
compliment your staffing report (ZHOM_STF) which provides an overview of all positions in your
organizational unit.
Prerequisites
• User has the role of HR Action Processor or Position Control role
• Basic understanding of the HR Enterprise Structure. (Located
http://www.broward.k12.fl.us/erpdb/brite/onlinelibrary/coursedocs/HR_Enterprise_Structure_071410.pdf)
Menu Path
• Initiator/Creator: Sign in to the BRITE portal and select SAP Access tab  WEB GUI  ECC
Production - XEP 500 - WebGUI  PO13D
Helpful Hints
• Always use PO13D (display) and Never use PO13 (maintain position).
• Verify that position attributes are correct, prior to completing an HR iForm (e.g. Change in Pay).
After you have submitted a Position Request iForm, you will receive notification in your UWL.
Use PO13D to verify that the change was completed correctly.
• Use the overview icon to display all the records for an infotype.
Procedure
1. In the SAP Menu Path type
PO13D and press enter.
1
2. Enter in the Position Number.
3. The time period selected will
dictate what data you view. It is
recommended that the Period
of 01/01/1900 – 12/31/9999 be
selected (this should be the
default selection) to allow you
to see the entire history of the
position.
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NOTE: The
button allows you to view an
infotype, record-by-record; the
button displays limited
information of all records stored
for the period selected.
4. Click on Object (1000) to
highlight it, then click on
to view position
title and job class history.
4
5. Object abbr. is the job class #
and the Object name is the
position title (in most cases
this will also be the job title).
5
6. When displaying an
infotype, click on
or
to toggle
between records.
6
7. Click on the
button to
return to the main screen to
select another infotype.
7
8. Infotypes marked with a green
check have data stored. Follow
steps 4 through 7 to review
other infotypes
8
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The most used position infotypes are
listed below:
List Display Relationships (1001):
Includes the org unit the position
belongs to, who the position reports
to, any holders of the position, the
job class of the position, and any
security roles attached to the
position.
Display Acct. Assignment (1008)
Displays the Personnel Area – PA
(Bargaining Group) and Personnel
subarea –PSA (Work calendar).
Display Work Schedule (1011)
Displays the percentage fulltime of
the position which is updated by the
Position Request iForm.
NOTE: The other fields should not
be used to determine the employees
work schedule. Use PA20 Infotype
0007 to review the work schedule.
The Percentage on the position
(1011) and the employee’s
percentage should be the same (The
Change in Pay iForm updates the
employee percentage.)
Display Employee Groupings
(1013)
Employee Group and subgroup,
combined with PA and PSA (IT1008),
are used to determine benefits
eligibility for the position holder. It is
imperative that the appropriate
combinations are used.
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POSITION CONTROL: CREATE/CHANGE
Process Flow
Use to request the creation or change of a position for both instructional and non-instructional
employees. Each HR action form is processed in a similar manner, though the process may vary slightly.
NOTES:
• HRAP initiates the creation. Saves a copy of the form to their computer.
• Administrator (Chief with MSS role) of the HRAP person reviews the form.
• The position request forms (PRF) are the only forms that do not save in the system. If you want a
copy to review at a later date, it is recommended that you “save” a copy to your computer or print
out a copy before submitting. If you choose to save a copy to your computer, create a folder for
Position Request Forms.
• Approved form goes to the Budget/ABA/Grant department identified on the form, for execution in
SAP.
o If funding is different than the general fund, the position request will workflow to the administering
department first (e.g., grant).
• Use the Enterprise Structure and other reference material on the BRITE website (see the next
several pages) to assist you with selecting the appropriate attributes.
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(The reference material listed on the next several pages are available on
http://www.broward.k12.fl.us/erpdb/brite/onlinelibrary/partnerreference_schedules.asp)
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NOTE: This
excerpt is
page 4 of 23
of the Job
Class List by
Title. See
HR
Reference
Docs &
Schedules
on the
BRITE
website for
the complete
document
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Human Resource Actions Processing v1.0
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POSITION: CREATE
DO NOT CREATE OR MAKE CHANGES ON MONDAYS WHEN PAYROLL IS LOCKED
Purpose
Request a new position for ALL new positions, both instructional and non-instructional.
Prerequisites
• Initiator/creator must have the HR Action Processor role and use a PC to complete the form. The
approver must have the Manager Self Service role and use a PC to approve the form.
• HR Enterprise Structure located at
http://www.broward.k12.fl.us/erpdb/brite/onlinelibrary/partnerreference_schedules.asp
• Job Class Listing located at
http://www.broward.k12.fl.us/erpdb/brite/onlinelibrary/partnerreference_schedules.asp
Menu Path
Initiator/Creator: Sign in to the BRITE portal and select HR Action Processor tab  Work
Overview  Position Request - Create
Approver: Sign in to the BRITE portal and select  Home tab  Universal Worklist
Helpful Hints
• The Position Request Forms (PRF) iForm is case sensitive and should be completed in ALL CAPS
(suggest turning cap locks on prior to starting a request).
• The PRF will not save in the system. To keep a copy, save to your computer (suggest creating a
folder for Position Request Forms) or print out a copy before submitting.
• A Reference number will be displayed at the top of the form BEFORE you submit, if you Save as
Draft first, or it will appear AFTER, if you submit the form without saving as draft.
• The description of the new job number will populate after you click on Submit for Approval.
• Approved form goes to the Budget/ABA/Grant Department identified on the iForm, for execution in
SAP. If funding is different than the general fund, the PRF will workflow to the administering
department first (e.g., Grant).
• The system does NOT verify funds availability. The ABA or Budget Office will verify funds
availability, and if funds are not available, they will reject the form.
Before creating the iForm have the following information:
 Review the HR Enterprise Structure to determine appropriate employee group, employee
subgroup (EG/ESG), personnel area and personnel subarea (PA/PSA)
 8-digit Job ID Number (found on the Job Class Listing)
 Cost Distribution (must total 100%)
 Position # of chief of org (principal/department director)
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Procedure
1
1. Select the HR Action Processor tab.
2. Open the Work Overview folder, then
click Position Request - Create.
2
3. Enter the Validity dates for
the position:
• From –Most new positions
will use a from date of
07/01/XX. (Verify with the
appropriate department.)
• To – defaults to
12/31/9999.
4. Enter the Is described by
job ID # (8 digits). Do not use
the 6-digit job class number.
3
4
5. Enter the Belongs to Org
Unit # – this will be an 8-digit
number, beginning with a 6
(6XXXXXXX).
5
6
6. Click Lookup Data (Job Title,
Org Unit name, and Reports to Position Title fields will populate). If any of this information is blank,
something was entered incorrectly. Make new changes and click Lookup Data again.
7. Copy the job # description
from the Is described by job
# field and paste in the
Position Title field. These
fields should be identical.
7
8
8. Click Lookup Data.
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9. Enter the Position Attributes:
(refer to the HR Enterprise
Structure)
• Employee Group (1-digit)
• Employee Subgroup (2
digits)
• Personnel Area (4
characters case sensitive)
• Personnel Subarea (4
digits)
• Wrk Sch percentage
(must include the decimals
(e.g., 100.00)
• Does position require
overstaffing – this requires
approval if not an
acceptable overstaffed
position, e.g., additional
position tutorial.
9
10
11
12
13
10. Enter the Cost Distribution (refer to the Chart of Accounts for ABA/Budget Office or applicable
Grant Manager)
• Cost Center (10 digits) If grant funding, no cost center will be required
• Order (10 alpha and numeric characters)
• WBS Element (14-16 alpha-case sensitive and numeric characters)
• Pct. (decimal sensitive – be sure to include the decimal e.g., 100.00)
• Fund (4 digits)
• Functional Area (16 digits)
• Grant (11 alpha & numeric characters)
11. Enter Comments (such as notes to the approver, ABA/Budget Office/Grants).
12. Choose the department who should approve the request from the drop down list.
• General Fund Processor – local area office and budget department.
• Special Revenue Processor – if position is being paid by another funding source other than the
general fund the form will automatically route to the appropriate grant manager
13. Choose the appropriate button:
•
is used when you are not ready to send the form. You may need additional information
and this option allows you to temporarily save it. When you are ready to complete processing,
the form will be accessible from your Home – Universal Worklist tab.
•
when ready to send.
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14. If you select Submit for
Approval in step 13, and
there are no errors, you will
be prompted to save the form
(suggest saving a copy to
your desktop for future
reference).
14
15
15. To Save select the disk icon on
the Adobe form. You will be
prompted to indicate where to
save (e.g., desktop); file name
you want to call the document
(e.g., PRF ABC School); Save
as type: Adobe PDF files.
16. After saving, click
(see step 13) a
second time then you will
receive the message Request
in process.
17. After submission, click the red X to close the pop-up window.
18. Monitor your home UWL: If the form is rejected at the approval level, it will be routed to your Tasks
tab. Make necessary corrections to withdraw the form based on rejection reason.
19. If the form is approved you will receive the position on your Notifications tab and it will also appear
on the Staffing Report.
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POSITION: CHANGE
DO NOT CREATE OR MAKE CHANGES ON MONDAYS WHEN PAYROLL IS LOCKED
Purpose
Request a change to an existing position, both instructional and non-instructional.
Prerequisites
• Initiator/creator must have the HR Action Processor role and use a PC to complete the form. The
approver must have the Manager Self Service role and use a PC to approve the form.
• Employee is active in ECC and is not an “External Nonemployee.”
• HR Enterprise Structure located at
http://www.broward.k12.fl.us/erpdb/brite/onlinelibrary/partnerreference_schedules.asp
• Job Class Listing located at
http://www.broward.k12.fl.us/erpdb/brite/onlinelibrary/partnerreference_schedules.asp
Menu Path
Initiator/Creator: Sign in to the BRITE portal and select HR Action Processor tab  Work
Overview  Position Request - Change
Approver: Sign in to the BRITE portal and select  Home tab  Universal Worklist
Helpful Hints
• The purpose of the action, along with any special instructions, will display at the top of the form.
• The Position Request Form (PRF) iForm is case sensitive and should be completed in ALL CAPS
(suggest turning cap locks on prior to starting a request).
• ONLY enter new information that is changing (ex: if the Employee Group is changing, enter the
new value. If the Personnel Area is not changing, do not change the value).
• When changing the grade level/position title of an instructional employee only, create a PRF
Change iForm to change the job ID. A reassignment iForm is not necessary.
• The boxes where changes are being made will be marked with an X visible at the approver level.
• The PRF will not save in the system. To keep a copy, save to your computer (suggest creating a
folder for Position Request Forms) or print out a copy before submitting.
• A Reference number will be displayed at the top of the form BEFORE you submit, if you Save as
Draft first, or it will appear AFTER, if you submit the form without saving as draft.
• Approved form goes to the Budget/ABA/Grant Department identified on the iForm for execution in
SAP. If funding is different than the general fund, the PRF will workflow to the administering
department first (e.g., grant).
• The system does NOT verify funds availability. The ABA or Budget Office will verify funds
availability, and if funds are not available, they will reject the form.
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Before creating the iForm have the following information:
 Review the HR Enterprise Structure to determine appropriate employee group, employee
subgroup (EG/ESG), personnel area, and personnel subarea (PA/PSA)
 8-digit Job ID Number (found on the Job Class Listing)
 Cost Distribution (must total 100%)
 Position # of chief of org (principal/department director)
Procedure
1
1. Select the HR Action Processor tab.
2
2. Open the Work Overview folder, then
click Position Request - Change.
3. Enter the Position number.
4. Click Lookup Data. (*Only
click Lookup once. Do NOT
click Lookup after you make
changes.) The current position
attributes will display under
Position Description (see #6
below).
4
3
5
5. Enter new Validity dates for the
change.
6
6. Enter new Position
Description information, as
appropriate: (Only enter data in
the fields that need to be
changed)
• Position ID/Title
• Job
• Org Unit
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7. Enter new Position Attributes,
as applicable. The current
attributes will be displayed –
Only update the attributes
requiring change.
• Employee Group (1-digit)
• Employee Subgroup (2
digits)
• Personnel Area (4 characters
case sensitive)
• Personnel Subarea (4 digits)
• Wrk Sch percentage (must
include the decimals [e.g.,
100.00])
• Does position require
overstaffing – this requires
approval if not an acceptable
overstaffed position, e.g.,
additional position tutorial.
7
8
10
9
11
8. Enter new Cost Distribution information, if it has changed.
• Cost Center (10 digits) If grant funding, no cost center will be required
• Order (10 characters)
• WBS Element (14-16 characters)
• Pct. (decimal sensitive – be sure to include the decimal e.g., 100.00)
• Fund (4 digits)
• Functional Area (16 digits)
• Grant (11 digits)
9. Enter Comments (such as notes to the approver, ABA/Budget Office/Grants).
10. Choose the department who should approve the request from the drop down list.
• General Fund Processor – local area office and budget department.
• Special Revenue Processor – if position is being paid by another funding source other than the
general fund, select the name of the department/grant.
o Refer to the Special Revenue Position Control routing list to determine which department is
responsible for the grant.
11. Choose the appropriate button:
• Keep as Draft is used when you are not ready to send the form. You may need additional
information and this option allows you to temporarily save it. When you are ready to complete
processing, the form will be accessible from your Home – Universal Worklist tab.
• Submit for Approval when ready to send.
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12. If you select Submit for
Approval and there are no
errors, you will be prompted to
save (suggest saving copy to
your desktop for future
reference).
• To save select the disk
icon on the adobe form.
You will be prompted to
indicate where to save
(e.g., desktop); file name
you want to call the
document (e.g., PRF ABC
School); Save as type:
Adobe PDF files.
12
13. After saving, click Submit for
Approval (see step 11) again
to display the Request in
process message shown
here.
14. After submission, click the red X to close the pop-up window.
15. Monitor your home UWL: If the form is rejected at the approval level, the form will be routed to your
Tasks tab. Make necessary corrections or withdraw form based on rejection reason.
16. If the form is approved you will receive the position on your Notifications tab and it will also appear
on the Staffing Report.
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SICK LEAVE BUDGET: CREATE
(Infotype 0027)
DO NOT CREATE OR MAKE CHANGES ON MONDAYS WHEN PAYROLL IS LOCKED
Purpose
This action is used when it is necessary to place an employee on the District’s Sick Leave Budget if the
employee has been absent for 30 or more consecutive workdays. The employee can be moved to the
th
District’s Sick Leave Budget effective the 6 day of the employee’s absence. The cost distribution
(IT1018) on the position is not changed, however, a cost distribution (IT0027) is created for the employee
coded to the district’s sick leave budget. Do not submit a PRF Change iForm to change the cost
distribution (IT1018) on the position.
Used to request a person be coded to the District Sick Leave Budget who is still being paid salary and
benefits (e.g., an employee is using their sick time) This un-encumbers the individual’s salary within the
org unit’s budget, and creates a Cost Distribution on the employee using Infotype 0027. If needed, you
can request approval to have the position overstaffed. Using this functionality, eliminates the need to
create a new position.
Prerequisites
• User has role of HR Action Processor
• The employee must be active in ECC (SAP)
• The employee has been absent for 30 or more consecutive workdays. Run Time Management
(ZTIM) report to verify absences.
Helpful Hints
• Once the employee has been placed on the district’s sick leave budget, the position can be
overstaffed with approval of the appropriate Area Business Analyst or Budget department.
• The cost distribution record (IT0027) placing the employee on the district’s sick leave budget will
be delimited if one of the following actions occurs.
o The employee resigns or retires from the school district and a Separation of Employment
iForm or Retirement action was completed.
o The employee was placed on a paid or unpaid leave (other than FMLA, Disability or Workers
Compensation) or a Return to Work iForm was completed.
• The cost distribution record (IT0027) placing the employee on the district’s sick leave budget will
not be delimited if the employee was not placed on a leave (paid or unpaid). You will need to
complete the Sick Leave Budget - Delimit iForm (see work instructions for this iForm) to remove
the employee from the District’s Sick Leave Budget.
• Workflow – HRAP Initiates, MSS Approves, Budget/ABA/Grants Office executes, employee’s
record is updated in SAP to create a cost distribution infotype (IT0027) placing employee on
District’s Sick Leave Budget.
• The LBR 231-1 and Unfilled Positions reports can be used to monitor employees coded to the
District’s Sick Leave Budget (Functional Area XXXX729160000000).
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Procedure
1. In the BRITE Portal, click on the
HR Action Processor tab.
2. From the left side Detailed
Navigation window, click
Employee.
3. Enter the employee’s
personnel number and click
Go. Verify that this is the
correct employee.
4. Click Start Processes.
5. Select the Sick Leave Budget
iForm.
5
6. Click
screen.
at bottom of
6
NOTE: The top of the form will display information on the employee based on the organizational
assignment (IT0001); i.e., name, personnel number, organizational unit, etc., and the purpose of the form.
7. Enter the Effective Date the
employee should be placed on
the District’s Sick Leave Budget.
NOTE: The current date
defaults; make sure you change
this date if needed. Remember,
the effective date should be the
th
6 day of the employee’s
absence.
7
8. Choose the appropriate Sick
Leave Budget Processor from
the dropdown menu.
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9. Enter the Cost Center (10
digits).
10. Enter 100.00 (decimal
sensitive – be sure to include
the decimal e.g., 100.00)
11. Enter the Functional Area (16
digits). XXXX729160000000
NOTE: This coding is standard
for ALL locations
9
10
11
12
13
The Company Code and Grant Fields defaults the appropriate information
12. In the overstaff option, click Yes or No if you wish to overstaff this position.
NOTE: Make sure to include justification for overstaffing.
13. Enter the Effective Date you wish to have the position overstaffed.
14. Add any comments; e.g., type
of leave, justification for
overstaffing, in the New
Comment section of the
iForm.
15. Click on the
button; then
. Remember,
you also have the option of
saving the iForm as a draft by
selecting
or returning
to the previous screen by
selecting
.
14
15
16. The system will generate a
reference number for the
iForm.
The iForm should now be in
the administrator/principal’s
Universal Worklist (UWL) for
approval.
16
Once the principal/supervisor approves the iForm, workflow will route the form to the appropriate area
(Budget/ABA/Grant Department) based on the selection made in the “Sick Leave Budget Processor”
dropdown box.
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17. A Cost Distribution record
(IT0027) will be created for the
employee placing the employee
on the District’s Sick Leave
Budget.
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SICK LEAVE BUDGET: DELIMIT
(Infotype 0027)
DO NOT CREATE OR MAKE CHANGES ON MONDAYS WHEN PAYROLL IS LOCKED
Purpose
This action is used when it is necessary to remove an employee from the District’s Sick Leave
Budget. You do not need to complete the Position Request– Change to reallocate funding.
Prerequisites
• User has role of HR Action Processor
• The employee must be active or inactive in ECC
• The employee has a cost distribution record (IT0027 indicating that he/she is on the District’ sick
leave budget.
• If the position was overstaffed during the absence period, be sure to move the replacement
employee to another position before submitting this iForm.
Helpful Hints
• If there is no coding, then the employee was not on the sick leave budget or has been removed.
Close out the form. Do not submit.
• If a line of coding appears when you bring the iForm up, it confirms that the employee was on the
District’s sick leave budget. Continue to process the form. Do not change the coding line.
• The following actions will also remove the employee from the district’s sick leave budget
o Return to Work
o Separation of Employment
o Retirement
• Workflow – HRAP Initiates, MSS Approves, Budget/ABA/Grants Office executes, employee’s
record is updated in SAP to delimit (end date) the cost distribution infotype (IT0027).
Procedure
1. In the BRITE Portal, click on the
HR Action Processor tab.
2. From the left side Detailed
Navigation window, click
Employee
3. Enter the employee’s
personnel number and click
Go. Verify that this is the
correct employee.
4. Click Start Processes.
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5. Select the Sick Leave Budget
iForm.
6. Click
at bottom of screen.
5
6
NOTE: The top of the form will display information on the employee based on the organizational
assignment (IT0001); i.e., name, personnel number, organizational unit, etc., and the purpose of the form.
7. Enter the Effective Date the
employee should be removed
from the District’s Sick Leave
Budget
NOTE: The current date will
default; make sure you change
this date if needed.
8. Choose the appropriate Sick
Leave Budget Processor from
the dropdown menu.
7
8
9. If a line of coding appears when
you bring the iForm up, it
confirms that the employee was
on the District’s sick leave
budget. Continue to process the
form. Do not change the
coding line.
9
10
10. If there is no coding, then the
employee was not on the sick
leave budget or has been
removed. Close out the form.
Do not submit.
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11. Add any comments if needed in
the New Comment section of
the iForm.
12. Click on the
button; then
. Remember,
you also have the option to
save the iForm as a draft by
selecting
or returning to
the previous screen by
selecting
.
11
12
13. The system will generate a
reference number for the
iForm.
The iForm is now on the
administrator/principal
Universal Worklist (UWL) for
approval.
13
Once the principal/supervisor approves the iForm, workflow will route the form to the appropriate
area (Budget/ABA/Grant Department) based on the selection made in the “Sick Leave Budget
Processor” dropdown box.
14. The Cost Distribution record
(IT0027) will be delimited (end
date) for the employee. This
removes the employee from
the District’s Sick Leave
Budget and the employee will
be coded back to the location’s
budget.
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Knowledge Check
Prior to submitting a Position Request – Create form, you should first run the Staffing
Report.
A. True
B. False
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Unit Seven
Processing Employee Actions
Unit Objectives:
At the end of this lesson, participants will be able to:
• Reassign an Employee to Another Position within
the Organizational Unit
• Transfer an Employee to a Different
Organizational Unit
• Demote an Employee to a Position of Lower
Grade or Level/Step
• Initiate a Change in Pay Action
• Assign an Additional Position
• Initiate a Working While on Leave Action
• Return an Employee to Work
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PERSONNEL ACTIONS: REASSIGNMENT
Process Flow
The Process Flow is the same for all personnel actions
except Transfer and Additional Position
This form is used to reassign an employee from one position to another within the same org unit.
NOTES:
• The position must exist and have all the correct attributes before initiating the reassignment for an
employee.
• The position must be unfilled before this process can be completed.
• If the position is not correct, complete the Position Request – Change form online.
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REASSIGNMENT: CREATE
DO NOT CREATE OR MAKE CHANGES ON MONDAYS WHEN PAYROLL IS LOCKED
Purpose
Reassign an employee from one position to another within the same organizational unit or to hire a
regular or interim substitute teacher as a pool substitute.
Prerequisites
• Initiator/creator must have the HR Action Processor role and use a PC to complete the form. The
approver must have the Manager Self Service role and use a PC to approve the form.
Menu Path
Initiator/Creator: Sign in to the BRITE portal and select HR Action Processor tab  Employee 
Start Processes
Approver: Sign in to the BRITE portal and select  Home tab  Universal Worklist
Helpful Hints
• DO NOT COMPLETE A Reassignment or Transfer iForms to reassign/transfer an employee
from a full-time position to a temporary/substitute position.
• Employees resigning from a position with benefits to accept a temporary position or work in a
secondary position, will need to resign their position, complete a paper copy of the Separation of
Employment (Resignation) and Retirement Form, and be processed as a rehire (see
Separation of Employment: Create work instructions).
• If this reassignment is the result of a demotion, complete the demotion action instead of the
reassignment action.
• The position must exist, be unfilled, and have all the correct attributes before initiating the
reassignment for an employee. If the position is not correct, complete the Position Request:
Change iForm online.
• When changing the grade level/position title of an instructional employee only, create a PRF
Change iForm to change the job ID. A reassignment iForm is not necessary.
• If the employee is changing payroll areas the effective date of the reassignment should be the first
day after the end of the pay period for the payroll area the employee is leaving (ex: BB Pay period
ends 10/16/XX, effective date of change must be 10/17/XX). If this can’t be done, the person
should remain in the payroll area he/she is in until he/she can be moved to the correct payroll
area. (NOTE: Board approved reassignments are effective the day after approval).
Procedure
1. Click Employee to
display the
employee search
window. Click
Display Basic
Data, if the window
does not appear.
2
1
3
2. Under Search
Employees enter
the employee’s first name, last name, or personnel number.
3. Click Go.
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4. The employee’s
information will display
below the Search
section as shown
here. Verify the correct
employee has been
selected.
5
4
CONSUELA.STONE@BROWARDSCHOOLS.COM
5. Click Start
Processes.
When starting an
HR Action process,
navigate through the
employee menu to ensure that you have selected the correct employee. You can start an HR
Action Process through the Work Overview menu but you risk not selecting the correct employee.
NOTE: If searching by name and multiple employees
share the same name, a list of employees will display;
select the employee you wish to process, and then click
Start Processes.
6. When the Start Processes window opens, select the
Reassignment action.
6
7
7. Click Edit to open the iForm in a new window.
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8
8. The Purpose of Form
provides an overview of
the form and any
specific instructions
necessary to complete
the form.
STONE,CONSUELA
90001
10
TEACHER-ARTS HIGH
9. The employee’s current
information displays on
the form.
9
10. Enter the following
position information:
• Reason for
Reassignment
• Position number
• End date – defaults
to 12/31/9999
• Payroll Area
11
12
13
11. Enter the effective date
of the reassignment.
12. Click Update Display to
update the New
personnel area,
personnel subarea,
employee group, and
employee subgroup,
based on the new
position.
NOTE: The Form Help section provides additional information to complete the form.
13. The employee’s Current information displays to the left of the form. Enter the following new
information:
• Work Schedule (the days and number of hours per day for which the employee is paid) - Select
from the drop down list.
• Percentage (%) – Percentage of full-time. Enter in the two decimal points e.g., 100.00.
• Wage Types – The only time you should adjust the Wage Types will be for a Shift Differential.
Personnel Records (formerly HRIS) will verify that the information is accurate prior to executing.
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NOTE: This will be completed
by Personnel Records
(formerly HRIS).
14. Enter New Comments for the
Approver and/or Personnel
Records (formerly HRIS) to
read.
14
15. Once the form is complete,
choose the appropriate
button:
• Save as Draft: used when
you are not ready to send
the form. You may need
additional information and
this option allows you to
temporarily save it. When
you are ready to complete
processing, the form will be
accessible from your
Home – Universal worklist tab.
• Check and Send: Form will
display for you to review and
then select Send to submit for
Approval.
• Previous Step: Returns you
to previous screen.
15
16. After you have submitted the
form, the message to the right
will appear at the top of the
window: note the Reference
number for future reference.
When complete, close out of
the window by clicking in the
red “X” box at the top of of the
window.
16
NOTES: Once you have submitted the form, your new comments will move to the Previous
Comments field, along with a date/time stamp of the comment when entered.
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PERSONNEL ACTIONS: TRANSFER
Process Flow
Transfer an employee from one organizational unit to another.
NOTES:
• The Releasing Location will initiate the process.
• The Receiving Location will receive the form, add position information, and attach required
documentation.
• The Receiving Location Administrator will review for approval.
• The position within the Receiving Location must have all the correct attributes before submitting the
transfer request for approval.
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TRANSFER: CREATE
DO NOT CREATE OR MAKE CHANGES ON MONDAYS WHEN PAYROLL IS LOCKED
Purpose
Transfer an employee from one organizational unit to another.
Prerequisites
• Initiator/creator must have the HR Action Processor role and use a PC to complete the form. The
approver must have the Manager Self Service role and use a PC to approve the form.
Menu Path
Initiator/Creator: Sign in to the BRITE portal and select HR Action Processor tab  Overview 
Employee  Start Processes
Approver: Sign in to the BRITE portal and select  Home tab  Universal Worklist
Helpful Hints
• DO NOT COMPLETE A Reassignment or Transfer iForms to reassign/transfer an employee
from a full-time position to a temporary/substitute position.
• Employees resigning from a position with benefits to accept a temporary position or work in a
secondary position, will need to resign their position, complete a paper copy of the Separation of
Employment (Resignation) and Retirement Form, and be processed as a rehire (see
Separation of Employment: Create work instructions).
• If this transfer is the result of a demotion, complete the demotion action instead of the transfer
action.
• The Releasing Location will initiate the process and submit for approval.
• The position within the Receiving Location must be unfilled and have all the correct attributes
before submitting the transfer request for approval.
• If the position is not correct, complete the Position Request – Change iForm online.
• The Receiving Location will receive the form, add position information, and attach required
documentation. The Receiving Location Administrator will review for approval.
• When an After School Care Monitor 1 can be promoted to a Monitor 2, Noninstructional Staffing
will create the iForm for the school where the person works. (NOTE: NIS owns the Monitor 1
positions and schools own Monitor 2 positions)
• CAFS (Computerized Applicant Flow System) will no longer be used for Instructional Staff
transfers. A new Transfer database accessible from the DOV, replaces the CAFS process.
o Instructional staff vacancies must be entered in the DOV (Declaration of Vacancy) database.
o Both the Area Office and Instructional Staffing must approve the Transfer request in the
database in order for the transfer to occur
o The approved Transfer Approval Form must be attached to the Transfer iForm and
submitted to Personnel Records (formerly HRIS) for processing
• If transferring a temporary or substitute employee, contact the appropriate department to initiate
the transfer:
o Substitute teachers: Sub Central
o Hourly Temporary Teachers: Primary School
o Substitute Custodians & Temporary Noninstructional employees: Noninstructional Staffing
o Substitute Cafeteria Workers: Food & Nutrition Services
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• If the employee is changing payroll areas the effective date of the reassignment should be the first
day after the end of the pay period for the payroll area the employee is leaving (ex: BB Pay period
ends 10/16/XX, effective date of change must be 10/17/XX). If this can’t be done, the person
should remain in the payroll area he/she is in until he/she can be moved to the correct payroll
area. (NOTE: Board approved reassignments are effective the day after approval).
Procedure
1. Click Employee to display
the employee search
window. Click Display Basic
Data, if the window does not
appear.
2
1
3
2. Under Search
Employees enter the
employee’s first name,
last name, or
personnel number.
3. Click Go.
4. The employee’s information
will display below the Search
section as shown here. Verify
the correct employee has
been selected.
5
4
5. Click Start Processes.
CONSUELA.STONE@BROWARDSCHOOLS.COM
NOTE: If searching by name and multiple employees
share the same name, a list of employees will display;
select the employee you wish to process, and then click
Start Processes.
6. When the Start Processes window opens, use the Row
field or the down arrows to advance to and select the
Transfer action.
7. Click Edit to open the iForm in a new window.
6
7
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8. The Purpose of Form
provides an overview of the
form and any specific
instructions necessary to
complete the form.
8
9. The employee’s current
information displays at the top
of the form.
STONE,CONSUELA
90001
9
TEACHER-ARTSHIGH
10. The Releasing Location
(follow steps 10, 16, 17)
HRAP should enter the New
Org Unit (8 digits and begins
with a 6) and Date of
transfer.
10
11
12
TEACHER-ARTSHIGH
11. The Receiving Location
(follow steps 11–13, 15–17)
HRAP should enter the
New Position number and
the Reason for the transfer.
13
12. Click Update Display.
NOTE: The Form Help
section
provides additional information
to complete the form.
13. The employee’s Current
information displays on the left
of the form. Enter the
following new information:
• Payroll Area – defines the
employee's pay cycle (AA or
BB). Select from the drop down list.
Work Schedule (the days and number of hours per day for which the employee is paid) Select from the drop down list.
• Percentage (%) – Percentage of full-time. Enter in the two decimal points e.g., 100.00.
• Wage Types – The only time you should adjust the Wage Types will be for a Shift Differential.
Personnel Records will verify that the information is accurate prior to executing.
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14. This section will be completed
by Personnel Records
16
15. Enter New Comments for the
Approver and/or Personnel
Records to read. The
Releasing Location HRAP
may choose to enter a New
Comment documenting the
Date of transfer. Once you
submit the form the
Comment will be date and
time stamped and become a
part of Previous Comments
for historical purposes, in
case the actual Date of
transfer is changed during
processing.
14
16. Select
near
the top of the form to add the
required documents (e.g.,
Advertisement, Transfer
Approval form, Resigning
from Primary/Benefited
position form, etc.)
15
17. Once the form is complete,
choose the appropriate
button:
• Save as Draft: used when
you are not ready to send
the form. You may need
additional information and
this option allows you to
temporarily save it. When
you are ready to complete
17
processing, the form will be
accessible from your Home
– Universal worklist tab.
• Check and Send: Form will display for you to review and then select Send to submit for
Approval.
• Previous Step: Returns you to previous screen.
18
18. After you have submitted the form, the message to the right
will appear at the top of the window: note the Reference
number for future reference. When complete, close out of
the window by clicking in the red “X” box at the top of the
window.
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DEMOTION: CREATE
DO NOT CREATE OR MAKE CHANGES ON MONDAYS WHEN PAYROLL IS LOCKED
Purpose
Demote an employee (either voluntarily or involuntarily) to a position with a lower pay grade or
level/step.
Prerequisites
• Initiator/creator must have the HR Action Processor role and use a PC to complete the form. The
approver must have the Manager Self Service role and use a PC to approve the form.
Menu Path
Initiator/Creator: Sign in to the BRITE portal and select HR Action Processor tab  Employee 
Start Processes
Approver: Sign in to the BRITE portal and select  Home tab  Universal Worklist
Helpful Hints
• Demotion affects the employee’s permanent record.
• Non-instructional employees (including Administrators) may be demoted.
• This process does not apply to Instructional staff.
• Attach documentation signed by the employee verifying his/her acceptance of the demotion, if
voluntary.
Procedure
1. Click Employee.
2. In the Search
Employees field,
enter the employee’s
first name, last name,
or personnel number.
2
1
3
3. Click Go.
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4. The employee’s
information will display
below the Search
section as shown
here. Verify the correct
employee has been
selected.
5
4
CONSUELA.STONE@BROWARDSCHOOLS.COM
5. Click Start
Processes.
NOTE: If searching by name and multiple employees
share the same name, a list of employees will display.
You would select the employee you wish to process, and
then click Start Processes.
6
6. When the Start Processes window opens select the
Demotion action.
7
7. Click Edit to open the iForm in a new window.
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8
8. The Purpose of Form
provides an overview and
any specific instructions
necessary to complete the
form.
9. The employee’s current
information displays at the
top of the form.
90001
STONE,CONSUELA
10
TEACHER-ARTSHIGH
9
10. The employee’s Current
information displays to the
left of the form. Enter the
following new information:
• Reason for Demotion
from the drop down list
• Position #
• Payroll Area from the drop
down list
12
11. Enter the effective date for
Demotion.
11
13
12. Click Update Display to
update the New personnel
area, personnel sub area,
employee group, and
employee subgroup based
on the new position.
NOTE: The Form Help section provides additional information to complete the form. The
employee’s current information displays on the left.
13. Enter the following new information:
• Payroll Area – defines the employee's pay cycle (AA or BB). Select from the drop down list.
• Work Sch Rule – defines the days and number of hours per day for which the employee is paid
Select from the drop down list.
• %age – percentage of full-time. Must enter in the two decimal points, e.g., 100.00.
• Wage Types – The only time you should adjust the Wage Types will be for a Shift Differential. H
Personnel Records (formerly HRIS) will verify that the information is accurate prior to executing.
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14. You will NOT complete this
area. This will be completed
by the Food Service
Department or Personnel
Records (formerly HRIS).
16
15. Enter New Comments for
the Approver and/or
Personnel Records (formerly
HRIS).to read. Once you
submit the form the
Comment will be date and
time stamped and become a
part of Previous Comments
for historical purposes.
14
16. Select
near
the top of the form to add the
required documents (e.g.,
Advertisement, CAFS
screen, Resigning from
Primary/Benefited position
form, etc.)
17. Once the form is complete,
choose the appropriate
button:
• Save as Draft: used when
you are not ready to send
the form. You may need
additional information and
this option allows you to
temporarily save it. When
you are ready to complete
processing, the form will be
accessible from your Home
– Universal worklist tab.
• Check and Send: Form
will display for you to
review and then select
Send to submit for Approval.
• Previous Step: Returns
you to previous screen.
15
17
18. After you have submitted the form, the message to the right
will appear at the top of the window: note the Reference
number for future reference. When complete, close out of the
window by clicking in the red “X” box at the top of of the
window.
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CHANGE IN PAY: CREATE
DO NOT CREATE OR MAKE CHANGES ON MONDAYS WHEN PAYROLL IS LOCKED
Purpose
This action is used when the employee is remaining in the current position but certain attributes are
changing for the employee
•
•
•
Personnel Subarea (ex: calendar or changing from any of the different 216 calendars)
Percent of full-time (ex: 100% going to 60%. Also change the employee group, if applicable)
Work schedule Rule (ex: Maintenance – 4-day work week; Instructional staff only – 8.5, 9.0 or 9.5
hour day)
• Rate change
• Shift differential
Do not use this action to give a teacher an entitlement such as degree stipends or incentive awards.
They will be handled through the Certification Department.
Prerequisites
•
User has role of HR Action Processor
•
The position attributes must be changed before initiating a Change in Pay iForm if the change
affects personnel subarea (ex: calendar – 216 to 196) or percent of full time (ex: 100 to 80%).
Submit a Position Request - Change iForm (PRF) to update the attributes. Use transaction
P013D to verify the attributes of the position have been completed. Personnel Records (formerly
HRIS) will withdraw and not process Change in Pay iForms with incorrect position attributes.
•
Attach a memo from the administrator/principal or a waiver form including the employee’s
signature if hours are being reduced.
•
A change in the existing position is not required in order to submit a Change in Pay iForm for
work schedule rule change (additional period, block) or shift differential.
•
For Instructional employees—You must use the Change in Pay iForm for teachers who will
consistently be working additional hours. If the teacher is working intermittently, then submit an
Additional Assignment iForm.
•
Additional hours are being charged to the primary position. If the hours are to be charged to a
different cost distribution, then submit an Additional Assignment iForm.
Helpful Hints
Effective Date
•
If there is a change in employee’s work schedule (additional period, block) use 07/01/XX if prior to
the start of the employee’s calendar.
•
If work schedule changes after the start of the employee’s calendar use the first day after the end
date of the pay period.
•
If the employee’s work schedule is changed in the middle of a pay period, submit an Additional
Assignment iForm and (Teacher Additional Position-Student Contact) pay those hours on the
additional assignment for the remaining days in the pay period. Follow up with a Change in Pay
iForm effective the beginning of the pay period. (NOTE: Changing an employee’s work
schedule in the middle of a pay period will cause overpayment.)
•
If there is a personnel subarea (calendar) change from 216 to 196, the effective date should be
the beginning of the fiscal year to avoid overpayment to the employee.
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Helpful Hints (cont.)
•
If there is a personnel subarea (calendar) change after the beginning of the fiscal year and the
change also affects the payroll area, the effective date must be the first day after the end of the
pay period for the payroll area that the employee is leaving. (ex: BB payroll ends 02/20/XX,
effective date of change must be 02/21/XX) if this cannot be done, the person will have to remain
in the payroll area he/she is in until he/she can be moved to the correct payroll area.
•
If the calendar change is due to a Board action, the Board action date MUST be used.
•
If an employee is changing from 100% to 80%, you must change the employee group (EG) and
work schedule percentage of the position by submitting a Position Request – Change iForm.
•
The administrator/principal cannot make changes, he/she must reject the iForm and it will be
returned to you for corrections.
•
The Change in Pay iForm is executed by Personnel Records (formerly HRIS) once approved by
the administrator/principal.
Procedure
1. In the BRITE Portal, click on the HR
Action Processor tab.
2. From the left side Detailed Navigation
window, click Employee
3. Enter the employee’s personnel
number and click Go. Verify that this
is the correct employee.
4. Click Start Processes.
5. Select the Change in Pay
iForm.
6. Click
screen.
at bottom of
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NOTE: The top of the form will
display information on the
employee based on the
organizational assignment
(IT0001); i.e., name, personnel
number, organizational unit, etc.,
and the purpose of the form.
7. Enter the Date of Change in
Pay
NOTE: Today’s date is the
default; make sure you change
this date based on the effective
date criteria.
8. Choose the Reason from the
dropdown menu.
9. Click “Update Display” button.
The Position description,
personnel subarea (calendar),
employee group and work
schedule of position (IT1011)
appears based on the date entered in Step 7.
NOTE: Please verify that personnel subarea (calendar), employee group and Wk Sch of Position
percentage is correct before proceeding. If not, stop and submit a Position Request – Change iForm.
Remember, if percentage is less than 100% employee group should be “Active PT”. This information
must be accurate.
The employee’s current information is displayed to the left of the form.
10. Choose the Payroll Area from
the dropdown menu.
11. Choose the Work Schedule
Rule from the dropdown menu.
12. Enter the percentage. Must
enter in with two decimal
points; e.g., 80.00. The
percentage should be the same
as the Wk Sch of Position from
the top of the form.
NOTE: The Payroll Area, Work Schedule Rule and Percentage are required fields. You must
complete this section. The only time you will adjust the wage types will be for a Shift Differential. Be
sure to add comments related to the Wage Type adjustment.
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This section will be completed
by the Personnel Records
(formerly HRIS) Department
13. Add any comments; i.e., shift
differential amount, in the New
Comment section of the iForm.
14. Click on the
button; then
. Remember,
you also have the option to save
the iForm as a draft by selecting
or returning to the
previous screen by selecting
.
15. Click on the Add Attachment
button and upload the
appropriate document.
NOTE: If the employee’s hours
are being reduced, it is
imperative that a memo from the
administrator/principal or a
waiver form including the
employee’s signature be
attached
16. The system will generate a
reference number for the iForm.
The iForm should now be on
administrator/principal Universal
Worklist (UWL) for approval.
Once the principal/supervisor
approves the iForm, workflow will
route the form to Personnel
Records to process.
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`
PERSONNEL ACTIONS: Additional
Position/Assignment (554)
Process Flow
This form is used to create an additional position assignment for the employee. Although the process flow
varies slightly for temporary/hourly technical center/community teachers, interim substitutes, and other
additional positions processed by Personnel Records (formerly HRIS), the same iForm is used for all
additional position assignments.
NOTES:
• Additional positions are generally overstaffed.
• Cost Center and Fund may not be changed. Create another additional position with the correct
funding information if necessary, or enter funding information when entering time.
• Use this process when assigning any additional position (IT0554) to an employee.
• The Reason selected for the additional position determines to whom the form will workflow, and if
it will be executed immediately upon submission by the location or executed by Non-Instructional,
Instructional Staffing or Personnel Records (formerly HRIS).
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ADDITIONAL POSITION/ASSIGNMENT: CREATE
(Infotype 0054)
DO NOT CREATE OR MAKE CHANGES ON MONDAYS WHEN PAYROLL IS LOCKED
Purpose
To enter an additional position assignment for the employee. Although the process flow varies
slightly for temporary/hourly tech center/community teachers and other additional positions processed
by Personnel Records, the same iForm is used for all additional position assignments.
Prerequisites
• Use the reference document Selecting the Correct Additional Assignment Job Class and Pay Rate
to determine the appropriate job class and rate of pay for employees. Selecting the Correct
Additional Assignment Job Class Pay Rate can be found on the ERP website at
http://www.broward.k12.fl.us/erpdb/brite/onlinelibrary/partnerreference_schedules.asp
• Signed Non-instructional Additional Assignment Agreement form if applicable (review the Business
Practice Bulletin H-220 Additional Assignments)
• Initiator/creator must have the HR Action Processor role and use a PC to complete the form. The
approver must have the Manager Self Service role and use a PC to approve the form.
Menu Path
Initiator/Creator: Sign in to the BRITE portal and select HR Action Processor tab  Overview 
Employee  Start Processes
Approver: Sign in to the BRITE portal and select  Home tab  Universal Worklist
Helpful Hints
This is not a comprehensive list
• An Additional Assignment should be used for the following:
– Working at a different location
– Rate of pay is different from primary
– Grants (reporting purposes, easier tracking)
– Before/After School Child Care
– Facility Rental
– FCAT Camp
– Dual Access for Time Entry
•
Hours beyond regular work schedule should be paid on the Primary assignment if:
Cost distribution (coding) is the same
Cost distribution is different but does not fall into one of the above categories
Rate of pay is the same
–
–
–
• Additional positions are generally overstaffed
• Cost Center and Fund may not be changed. Create another additional position with the correct
funding information, if necessary, or enter funding information when entering time.
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• The Reason selected for the additional position determines to whom the form will workflow, either
executed immediately upon submission by the location or executed by Non-Instructional,
Instructional Staffing or Personnel Records (formerly known as HRIS).
• When assigning an additional position to an employee, the Start Date may not be prior to the date
the position was created or the employee’s date of hire.
• A pool to interim substitute teacher is processed using the Reassignment iForm (see Substitute
Teachers Processing Instructions @
http://www.broward.k12.fl.us/erpdb/brite/onlinelibrary/partnerreference_schedules.asp) Do Not
Create An Additional Assignment.
• You must attach appropriate documentation (e.g., Interim substitutes, Non-instructional
Additional Assignment Agreement Form if applicable).
• To correct the data after submission, use the HR Data Correction Form.
Procedure
1. Click Employee.
2. In the Search Employees field,
enter the employee’s first name,
last name, or personnel
number.
1
2
3
3. Click Go.
4. The employee’s
information will
display below the
Search section as
shown here. Verify
the correct
employee has been
selected.
5
4
CONSUELA.STONE@BROWARDSCHOOLS.COM
5. Click Start
Processes.
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NOTE: If searching by name and multiple employees
share the same name, a list of employees will display.
You would select the employee you wish to process, and
then click Start Processes.
6
6. When the Start Processes window opens, select the
Additional Position action.
7
7. Click Edit to open the iForm in a new window.
8
8. The Purpose of Form
provides an overview
and any specific
instructions necessary
to complete the form.
9. The employee’s current
information displays
near the top of the form.
STONE,CONSUELA
10
90001
TEACHER-ARTS HIGH
12
10. Enter the following
position information:
• Position number
• Start Date for the
additional position –
this value defaults to
the current date and
should be changed
accordingly
• End date – defaults
to 12/31/9999 and
can be changed
before submitting.
After submission
submit the HR Data
Correction Form to
correct the date.
• Reason for
Secondary Position
from the drop down
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11
13
14
111
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11. Click Update Display.
12. Once updated, the text description of the Position and Org Unit will appear on the form. If no
information appears, then the position number is not correct.
13. The Amount will either default based on the position or be entered by the Non-Instructional,
Instructional Staffing HR Administrator or Personnel Records. You will NOT enter this
information.
14. Enter Additional Assignment Information. This text box should include an explanation as to why
this employee is working in this position. This information will be stored as part of the additional
position in the employee’s record.
15. Enter New Comments for the
Approver and/or Personnel
Records to read. Once you
submit the form the
Comment will be date and
time stamped and become a
part of Previous Comments
for historical purposes.
16. Once the form is complete,
choose the appropriate
button:
• Save as Draft: used when
you are not ready to send
the form. You may need
additional information and
this option allows you to
temporarily save it. When
you are ready to complete
processing, the form will be
accessible from your Home
– Universal worklist tab.
• Check and Send: Form
will display for you to
review and then select
Send to submit for
Approval.
• Previous Step: Returns
you to previous screen.
15
16
17. After you have submitted the
form, the message to the right
will appear at the top of the
window: note the Reference
number. When complete,
close out of the window by
clicking in the red “X” box at
the top of of the window.
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ADDITIONAL POSITION/ASSIGNMENT: DELIMIT
(Infotype 0554)
DO NOT CREATE OR MAKE CHANGES ON MONDAYS WHEN PAYROLL IS LOCKED
Purpose
This action is used when it is necessary to delimit (end) an additional assignment (infotype 0554) for
an employee.
Prerequisites
•
User has role of HR Action Processor
•
The additional assignment for the employee must be valid until 12/31/9999
Helpful Hints
•
The Delimit Additional Assignment iForm is executed in SAP (ECC) once the principal/supervisor
approves the iForm.
•
Use Attendance infotype 2002 in PA 20, the Attendance Overview (Z_ATT) or Time
Management (ZTIM) reports to verify that no hours have been entered on or after the delimit date
of the assignment. Delimiting assignments with hours will cause an error in payroll.
•
If your principal/supervisor rejects the iForm, you will need to withdraw it and create a new one.
•
Use the Delimit Additional Assignment Form, to delimit additional assignments end dated
earlier than 12/31/9999.
Procedure
1. In the BRITE Portal, click on
the HR Action Processor tab.
2. From the left side Detailed
Navigation window, click
Employee.
3. Enter the employee’s
personnel number and click
Go. Verify that this is the
correct employee.
4. Click Start Processes.
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5. Select the Delimit Additional
Assignment iForm.
6. Click
at the bottom of
the screen.
NOTE: The top of the form
displays information on the
employee based on the
organizational assignment
(IT0001); i.e., name,
personnel, number,
organizational unit, etc.
7. Enter the Position Number of
the additional assignment you
want to delimit.
NOTE: The
administrator/manager who
owns this position will receive
the iForm to approve. If no
information appears after you
click the “Update Display,” then
the position number is not
correct. Double check the
position number entered.
8. Enter the Delimit Date for the additional position – this value defaults to ‘today’s’ date and should
be changed accordingly.
NOTE: The delimit date is the day after the day the employee stops performing the additional
assignment.
9. Enter the Reason for Delimit from the drop down.
10. Click “Update Display” button. The Position description and Org Unit appears
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11. Add any comments, if needed,
in the New Comment section
of the iForm.
12. Click on the
button; then
. Remember,
you also have the option of
save the iForm as a draft by
selecting
or returning
to the previous screen by
selecting
.
13. The system will generate a
reference number for the iForm.
The iForm should now be in
principal/supervisor’s Universal
Worklist (UWL) for approval.
Once the principal/supervisor
approves the iForm, the
system will delimit the
additional assignment.
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PERSONNEL ACTIONS: Working While on Leave
Process Flow
An employee on a Board Approved Leave is allowed to work in a temporary or part-time capacity. This
form is used to initiate the request. An employee on disability, FMLA or Workers Comp is NOT allowed to
work while on leave. This form will be initiated by the location receiving the employee. Staffing will
process instructional employees and HRIS will process the others.
NOTES:
• Please check with the Leaves Department regarding employee eligibility for working while on
leave.
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WORKING WHILE ON LEAVE: CREATE
DO NOT CREATE OR MAKE CHANGES ON MONDAYS WHEN PAYROLL IS LOCKED
Purpose
To return employees from a leave of absence or worker compensation, to work in a temporary or
part-time position.
Prerequisites
• Initiator/creator must have the HR Action Processor role and use a PC to complete the form. The
approver must have the Manager Self Service role and use a PC to approve the form.
Menu Path
Initiator/Creator: Sign in to the BRITE portal and select HR Action Processor tab  Employee 
Start Processes
Approver: Sign in to the BRITE portal and select  Home tab  Universal Worklist
Helpful Hints
• An employee on disability, FMLA or Workers Comp is NOT allowed to work while on leave.
• This iform will be initiated by the location receiving the employee.
• Instructional Staffing will process the iform for instructional employees and HRIS will process the
others.
Procedure
1. In the BRITE Portal, click on the
HR Action Processor tab.
2. From the left side Detailed
Navigation window, click
Employee.
3. Enter the employee’s
personnel number and
click Go.
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4. The employee’s information
will display below the Search
section as shown here. Verify
this is the correct employee.
5
4
5. Click Start Processes.
NOTE: If searching by name
and multiple employees share
the same name, a list of
employees will display. Select
the employee you wish to
process, and then click Start
Processes.
6
6. When the Start Processes
window opens, select the
Working while on leave action.
7
7. Click Edit to open the iForm in a
new window.
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8. The Purpose of Form
provides an overview of
the form and any
specific instructions
necessary to complete
the form.
9. The employee’s current
information displays at
the top of the form.
8
9
STONE,CONSUELA
90001
10
11
TEACHER-ARTS HIGH
10. Enter the Reason for
Working while on
leave.
12
11. Enter the following
position information:
• Position number
• Payroll Area
13
12. Enter the Working
while on leave date.
This field defaults to the
current date, but should
be changed
accordingly.
14
13. Click Update Display.
The attributes of the
new position will be
displayed on the right
side of the form.
14. Enter the following new
information:
• Work Schedule – Defines
the days and number of
hours per day for which the
employee is paid. Select
from the drop down list.
• Percentage(%) Percentage of full-time
(enter in the two decimal
points, e.g., 100.00).
• Wage type – The only time
you should adjust the Wage
Types will be for a Shift
Differential. HRIS will verify
that the information is
accurate prior to executing.
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15. This section will be
completed by HRIS.
15
16. Enter New Comments for
the approver and/or HRIS to
read. Once you have
submitted the form, your new
date/time stamped comments
will move to the Previous
Comments.
17. Once the form is complete,
choose the appropriate
button:
• Save as Draft: used when
you are not ready to send
the form. You may need
additional information and
this option allows you to
temporarily save it. When
you are ready to complete
processing, the form will be
accessible from your Home
– Universal worklist tab.
• Check and Send: Form
will display for you to
review and then select
Send to submit for
Approval.
• Previous Step: Returns
you to previous screen.
16
17
18. After you have submitted the
form, the message to the right
will appear at the top of the
window: note the Reference
number for future reference.
When complete, close out of
the window by clicking in the
red “X” box at the top of the
window.
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000000001695)
18
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PERSONNEL ACTIONS: Return to Work
Process Flow
Used to return an employee to work from any type of leave. If the employee was placed on the District’s
Sick Leave Budget, the Return to Work action will delimit the cost distribution and remove the employee
from the District budget.
NOTES:
• Locations are responsible for restarting employee supplements (e.g.: Spch/Lang Pathologist, SLP
Nat. Clin. Cert.). Personnel Records (formerly HRIS) will only re-create BTU dues. FOPE union
dues are dated 12/31/9999 and were not end dated.
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RETURN TO WORK: CREATE
DO NOT CREATE OR MAKE CHANGES ON MONDAYS WHEN PAYROLL IS LOCKED
Purpose
This action is used for an employee who is on any type of leave; i.e., Board Approved (personal,
maternity, etc.) FMLA, disability or workers compensation and will be returning to a salaried position.
Do not use this action to return the employee in a temporary capacity. Use the Working While on
Leave iForm.
Prerequisites
• User has role of HR Action Processor
• Use transaction PO13D to verify the position and attributes are correct before initiating the Return
to Work iForm.
• If the employee is on layoff, attach the appropriate documentation from the Staffing Department
(e.g.: e-Mail notification, memo from Director, or CAFS screen).
• Verify the employee is on Leave or Working While on Leave by viewing their actions screen (PA20
> Infotype 0000 Actions).
Menu Path
Initiator/Creator: Sign in to the BRITE portal and select HR Action Processor tab  Employee 
Start Processes
Approver: Sign in to the BRITE portal and select  Home tab  Universal Worklist
Helpful Hints
• Additional positions are generally overstaffed.
• Locations must re-create employee supplements using the same date as the Return to Work
action (ex: Spch/Lang Pathologist, SLP Nat. Clin. Cert.). Personnel Records (formerly HRIS) will
only re-create BTU dues. FOPE union dues are dated 12/31/9999 and were not end dated.
Effective Date Options
1. If the employee is not working summer term use for:
o Noninstructional = 7/1/XX
o Instructional = 7/2/XX
2. If the employee is working summer term, use the first date of the employee’s calendar. For
example, a teacher’s return date would be 8/17/XX. This employee will have an action showing
“Working While on Leave” which can be viewed using transaction PA20>Infotype 0000 actions:
3. If employee returns after the calendar has begun, use the date the employee returns to work.
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OTHER
• Display the payroll status PA20 > Infotype 0003 to determine if the employee’s record is locked.
Contact the Payroll Department to UNLOCK the employee’s record.
• Use the scroll bar on the form to move to the bottom of the form.
• Use the scroll bar on the far right of the portal page to display the buttons on the bottom of the
page.
• The Return to Work iForm is executed by HRIS once approved by the administrator/principal.
• On the first day of each employee’s calendar, verify the employee has reported to work. If not,
contact Payroll to lock the record again and follow up with appropriate action.
Procedure
1. In the BRITE Portal, click on the
HR Action Processor tab.
2. From the left side Detailed
Navigation window, click
Employee to display the
employee window. Click
“Display Basic Data”, if the
window does not appear.
3. Enter the employee’s
personnel number and click
Go. Verify that this is the
correct employee.
4
4. Click Start Processes.
5. Select Return to Work iForm.
6. Click Edit at bottom of screen.
5
6
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NOTE: The top of the form will display
information on the employee based on
the organizational assignment
(IT0001); i.e., name, personnel
number, organizational unit, etc., and
the purpose of the form.
7
7. Select the Reason to Return to
Work from the drop down
menu.
8
9
8. Enter in the Position Number.
9. Enter in the Payroll Area.
10
11
10. Enter in the Return to Work
date. NOTE: Today’s date is the
default; make sure you change
this date based on the effective
date criteria.
11. Click “Update Display” button.
NOTE: The employee’s current
information is displayed to the left of
the form.
The position attributes for the new
position will be displayed on the right
of the form. Verify that the personnel
subarea (calendar), employee group
and Wk Sch of Position percentage is
displayed accurately before
proceeding.
If not, stop and submit a Position
Request – Change iForm.
12
13
12. Select the employee’s Work
Schedule using the drop down
menu.
13. Enter in the Percentage(%).
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14. Add any notes in the New
Comment field, if needed. For
example, employee returning
from layoff per Instructional
Staffing see attachment.
15. Click on the Add Attachment
button near the top of the form
and upload the appropriate
document.
14
15
16. Select Check and Send. The
form will display for you to
review. If okay, select Send.
16
Save as Draft: used when you are not ready to send the form. You may
need additional information and this option allows you to temporarily save
it. When you are ready to complete processing, the form will be accessible
from your Home - Universal Worklist tab. Check and Send: form will
display for you to review and then select Send to submit for approval.
Previous Step: returns you to previous screen.
17. The system will generate a
Reference number for the
iForm.
You have finished the process
and can click the red “X” to
close the window.
The iForm will be routed to your administrator/principal for approval and can be accessed from their
Home Universal Worklist (UWL). After the principal/supervisor approves the form, it will then be
routed to HRIS to process. To reinstate the employee’s supplement, you will need to complete the
Supplement iForm. Please do not create this iForm until after the Return to Work iForm has
been processed by Personnel Records (formerly HRIS).
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PERSONNEL ACTIONS: Separation of Employment
Process Flow
Two types of terminations may be processed using Interactive Forms—Voluntary and Involuntary.
• Voluntary Separation of Employment – employee submits voluntary resignation letter directly to
their location.
• Involuntary Termination – employee is terminated due to disciplinary action, performance,
abandonment of position, etc.; Initiated by the HRAP and executed by the applicable Staffing
Department.
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SEPARATION OF EMPLOYMENT: CREATE
DO NOT CREATE OR MAKE CHANGES ON MONDAYS WHEN PAYROLL IS LOCKED
Purpose
To process a voluntary resignation action for an employee due to resignation for personal reasons.
Prerequisites
• Initiator/creator must have the HR Action Processor role and use a PC to complete the form. The
approver must have the Manager Self Service role and use a PC computer.
Menu Path
Initiator/Creator: Sign in to the BRITE portal and select HR Action Processor tab  Overview 
Employee  Start Processes
Approver: Sign in to the BRITE portal and select  Home tab  Universal Worklist
Helpful Hints
• The location that “owns” the employee is responsible for initiating the separation. If you share an
employee with another location, verify with that location that the employee is resigning from all
jobs.
• Employees resigning from a position with benefits to accept a temporary position or work in a
secondary position, will need to resign their position, complete a paper copy of the Separation of
Employment (Resignation) and Retirement Form, and be processed as a rehire
• HRAP will complete a Separation of Employment or Termination iForm, save the iForm as a
draft in order to get a Reference Number for the paper separation (resignation) form, attach the
form to the iForm, then submit for approval. Once the HRAP submits the Separation of
Employment iForm, it will route through workflow to Personnel Records (formerly HRIS) for a
final review.
O DO NOT COMPLETE A REASSIGNMENT OR TRANSFER iFORMS TO
REASSIGN/TRANSFER AN EMPLOYEE FROM A FULL-TIME POSITION TO A
TEMPORARY/SUBSTITUTE POSITION.
• Personnel Records will launch the form, verify all the relevant information, and submit the iForm
for execution in SAP
• Contact your Payroll Contact to have the employee’s record locked.
• The Administrator does NOT have to approve the resignation, however he/she and the employee
will receive notification that the resignation has been processed.
• The following departments will process the separations for substitutes and hourly employees
o Sub Central - Substitute Teachers
o Noninstructional Staffing - Noninstructional Subs/Temporary (e.g., sub custodians, temporary
clerical, etc.)
o Food & Nutrition Services - Substitute Cafeteria Workers
o Appropriate Location - Temporary hourly teachers or temporary Cafeteria workers. These
employees are assigned a primary location. This location is responsible for initiating.
• Retiring employees must contact the Benefits Department to initiate the retirement process.
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Procedure
1. Click Employee.
2. In the Search
Employees field,
enter the employee’s
first name, last name,
or personnel number.
2
1
3
3. Click Go.
4. The employee’s
information will display
below the Search
section as shown
here. Verify the correct
employee has been
selected.
5
4
CONSUELA.STONE@BROWARDSCHOOLS.COM
5. Click Start
Processes.
NOTE: If searching by name and multiple employees
share the same name, a list of employees will display.
You would select the employee you wish to process, and
then click Start Processes.
6. When the Start Processes window opens, select the
Separation of Employment action.
6
7. Click Edit to open the iForm in a new window.
7
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8. The Purpose of Form
provides an overview of
the form and any
specific instructions
necessary to complete
the form.
8
STONE,CONSUELA
9
90001
TEACHER-ARTS HIGH
9. The employee’s current
information displays at
the top of the form.
10. The objects currently on
loan to the employee
display in two columns.
Be sure you have
retrieved the items from
the employee upon
resignation.
10
NOTE: Only complete if
you have the
resignation form/letter
from the employee.
11
11. Enter the Effective
Date of the Resignation
and the Reason for the
employee’s resignation.
NOTE: Verify with the
employee that the Last Day
Worked is the very last day
the employee will work any
position within the District.
The Last Day Worked is the
last day for the District, not
the specific location. If the
employee is using
sick/vacation time, this should
be the agreed upon last date
for using sick/vacation time.
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12. The answers to these
questions are on the
employee’s resignation
form. If the employee
does not complete the
form then skip this
section.
12
NOTE: BCPS submits this
information to the
Department of Education
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13. Enter New Comments for
the Administrator to read.
13
14. Click on the Add Attachment
button near the top of the
form and upload the
appropriate document.
15. Once the form is complete,
choose the appropriate
button:
14
15
Save as Draft: used when you are not ready to send the form. You may
need additional information and this option allows you to temporarily save
it. When you are ready to complete processing, the form will be accessible
from your Home - Universal Worklist tab. Check and Send: form will
display for you to review and then select Send to submit for approval.
Previous Step: returns you to previous screen.
16. The system will generate a
Reference number for the
iForm.
You have finished the process
and can click the red “X” to
close the window.
The iForm will be routed to Personnel Records to process, after which your administrator/principal
will receive notification through MSS and the employee will receive their notification in ESS. (NOTE:
Employees will have access to ESS for 45 days from the effective day of the iForm.)
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PERSONNEL ACTIONS: Involuntary Termination
Process Flow
Use the Termination iForm to process an involuntary resignation (i.e., abandonment of position,
excessive absences, not re-employable, etc.)
NOTE: Attach applicable documentation such as certified letter to employee, memo from Staffing
Director, etc.
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TERMINATION: CREATE
DO NOT CREATE OR MAKE CHANGES ON MONDAYS WHEN PAYROLL IS LOCKED
Purpose
To process an involuntary termination action for an employee due to disciplinary action, performance,
abandonment of position, etc.
Prerequisites
• Initiator/creator must have the HR Action Processor role and use a PC to complete the form. The
approver must have the Manager Self Service role and use a PC to approve the form.
Menu Path
Initiator/Creator: Sign in to the BRITE portal and select HR Action Processor tab  Employee 
Start Processes
Approver: Sign in to the BRITE portal and select  Home tab  Universal Worklist
Helpful Hints
• The location that “owns” the employee is responsible for initiating the Termination iForm for their
primary employees. If the employee is shared with another location, notify the other location of the
employee’s pending action. NOTE: Under some circumstances SIU will initiate the
Termination action and notify the appropriate location(s).
• Attach all appropriate paperwork, including documentation if the employee abandons position.
• Once the HRAP submits the Termination iForm it will route to the principal/supervisor for
approval.
• The MSS Role will launch the form from their Home – UWL and check and Approve button on the
bottom of the page.
• The form will be routed to the appropriate Staffing departments.
• Terminations must be submitted for Board Approval; therefore, the iForm will not be approved
until after Board Approval.
• The approver and employee will receive an email notification.
Procedure
1. Click Employee.
2. In the Search
Employees field,
enter the employee’s
first name, last name,
or personnel number.
2
1
3
3. Click Go.
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4. The employee’s
information will display
below the Search
section as shown
here. Verify the correct
employee has been
selected.
5
4
CONSUELA.STONE@BROWARDSCHOOLS.COM
5. Click Start
Processes.
NOTE: If searching by name and multiple employees
share the same name, a list of employees will display.
Select the employee you wish to process, and then click
Start Processes.
6. When the Start Processes window opens, select the
Termination action (use the arrows or Row field to
view additional processes select the arrows).
6
7
7. Click Edit to open the iForm in a new window.
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8. The Purpose of Form
provides an overview
and any specific
instructions necessary
to complete the form.
8
9. The employee’s current
information displays at
the top of the form.
STONE,CONSUELA
9
90001
TEACHER-ARTS HIGH
10. The objects currently on
loan to the employee
display in two columns.
Be sure you have
retrieved the items from
the employee upon
prior to termination.
10
11. Enter the Termination
Date and the Reason
for Termination. The
termination date will be
the date the board
takes action on the
termination. Contact the
Staffing department for
the date.
11
12. Enter New Comments for
the approver and/or Staffing
to read..
12
13. Click on the Add Attachment
button near the top of the
form and upload the
appropriate document.
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14. Once the form is complete,
choose the appropriate
button.
14
Save as Draft: used when you are not ready to send the form. You may
need additional information and this option allows you to temporarily save
it. When you are ready to complete processing, the form will be accessible
from your Home - Universal Worklist tab. Check and Send: form will
display for you to review and then select Send to submit for approval.
Previous Step: returns you to previous screen.
15. The system will generate a
Reference number for the
iForm.
You have finished the process
and can click the red “X” to
close the window.
The iForm will be routed to your administrator/principal for approval and can be accesseed from
their home Universal Worklist (UWL). After the principal/supervisor approves the form, it will then be
routed to the appropriate Staffing Department to process.
Remember: The Staffing Department will not approve the form until after Board Approval.
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Knowledge Check
Which process iForm allows you to move an employee from one position to another
within your own org unit?
A. Additional Position
B. Transfer
C. Reassignment
D. Change in Pay
The Administrator must approve the Separation of Employment iForm before SAP is
updated.
A. True
B. False
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Unit Eight
Processing Payment Actions
Unit Objectives:
At the end of this lesson, participants will be able to:
• Distinguish Between Specific and Non-Specific
Supplements
• Initiate an Academic or Athletic Supplement
• Understand When to Create/Change a One-Time
Payment
• Understand How to Correct or Change a
Supplement
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Key Terminology
SPECIFIC
NON-SPECIFIC
ATHLETIC
Specific Supplements are
authorized through an
employee’s bargaining
unit contract.
A non-specific supplement
is a supplement for
additional task assignments
performed beyond the
employee’s regular work
hours.
Athletic supplements are
date-driven by the athletic
calendar and paid by
contract negotiation.
The annual amounts are
set by contract and may
not be changed.
If the supplement is to be
paid by another org unit
(e.g., student activities),
use their org unit and cost
information.
Information entered in the
Comment field should
include information
specific to the record.
The range of payment is
specified by employee
contract.
Approval must be
completed, prior to creating
supplement.
Attach the signed
area/budget approval
documentation to your copy
of the form for audit
purposes.
Refer to Policy 6210.
Employees may not hold
more than two
supplemental positions
without prior approval.
Human Resource Actions Processing
High school coaches, etc.
receive two payments per
sport.
Middle school coaches
receive one payment per
sport.
Coaches may hold only
one coaching position per
season.
Athletic Directors must
relinquish their
supplement during the
season if they wish to
receive a supplement for
coaching.
Information entered in the
Comment field should
include information
specific to the record.
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SUPPLEMENTS (NOT GRANT FUNDED)
Process Flow
This form is used to request a supplement payment for the employee.
NOTES:
• Supplements being paid for by a grant will be initiated by the grant processor.
• All Academic Games Coach and Competition Coordinator supplements must be created
using Organizational Unit 69535000 – Student Activities regardless of who is paying for
the supplement.
o Use the following cost information:
 Cost Center: Your school’s cost center
 Fund: 1000
 Functional Area: 5801761050000000 (if Student Activities is paying)
5801000000000000 (if you are paying)
• It is recommended that you have all your data before beginning the form. The form will time out in
10 minutes. If you need more time, save the form as a Draft. Go to your UWL Task tab to
access the draft and complete the process.
• The only information that validates at the time of completion is the cost center and fund. It does
not validate the amount, if the amount is not appropriate it will error out after your administrator
approves.
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SUPPLEMENT PAYMENTS: CREATE
DO NOT CREATE OR MAKE CHANGES ON MONDAYS WHEN PAYROLL IS LOCKED
Purpose
To pay an employee for an academic, athletic or non-specific task assignment performed beyond
their regular work hours, recommended by the administrator and approved by the area office/director,
as specified by employee contract.
Prerequisites
• Initiator/creator must have the HR Action Processor role and use a PC to complete the form. The
approver must have the Manager Self Service role and use a PC to approve the form.
• Employee is active in ECC and is not an “External Nonemployee.”
• Supplements Wage Types reference document located at
http://www.broward.k12.fl.us/erpdb/brite/onlinelibrary/partnerreference_schedules.asp
Menu Path
Initiator/Creator: Sign in to the BRITE portal and select HR Action Processor tab  Work
Overview  Supplements
Approver: Sign in to the BRITE portal and select  Home tab  Universal Worklist
Helpful Hints
• Avoid payment exceptions by running the Supplement Report on a monthly basis.
• Copy/Paste functionality may be used on this form.
• Ten entries are allowed per form, if additional entries are needed create a second iForm.
• For Academic Games and Competitions Coordinator supplements use a separate iForm and
organizational unit number 69535000 for Student Activities approval.
• Non-Specific Supplements require signed documentation of the Area Office/Director approver prior
to completing an iForm.
• The Grant Analyst creates supplements for grant funded supplements.
• There will be two scroll bars in the portal window: one to the immediate right that scrolls the form
up and down; and one on the far right to move the window up and down. If the buttons to submit,
update, reject, etc., do not appear, use the scroll bar on the far right to scroll to the bottom of the
window.
Before creating the iForm have the following information:
 Pre-approval from Senior Manager (i.e., Area/Associate Superintendent), if required by your Area
Superintendent or Senior Manager.
 Personnel Number
 Wage Type
 Supplement Amount
 Cost Assignment
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Procedure
1
1.
Select the HR Action Processor tab.
2.
Open the Work Overview folder, then
click Supplements.
3.
Select the Supplements
Entry/Approval button.
4.
The form displays with the Preparer’s name and Preparer’s org name filled in. Enter the
Organizational Unit number of the supplement’s cost assignment.
2
3
H. PRIDE
4
5
5.
Click the Update button to populate the organizational unit’s description field.
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There is a 10 minute window to enter your entries. If you need additional
time to complete the form, click the
button to save a draft with
a reference number on your Home tab > Universal Worklist line. To retrieve
the iForm click the item on the Task tab.
6.
Enter the employee’s personnel number, without the leading zeros, in the Pers.
# field (The Name field will populate when you update the form).
7.
Enter the 4-digit Wage Type IN CAPS in the WT field (The WT Text field will
populate when you update the form).
8.
Enter per payment Amount – Do Not Use $$ - Use Decimal (XX.XX).
NOTE: See wage type table of amounts.)
9.
Use the
to pull up the calendar to enter the Start Date and End Date (Use
07-01-XXXX if it began at the beginning of the school year. If not, use the
beginning of the employee’s pay period.)
10.
Click the down arrow for Reason and select the appropriate one from the list.
11.
Enter your 10-digit Cost Center (Business Area + Type + Location Number + 0)
EXCEPTION: Enter your 10-digit cost center even if Student Activities is
paying for the supplement.
12.
Leave Order blank.
13.
Enter 1000 in the 4-digit Fund field.
14.
Enter the 16-digit Functional Area (Function + Activity + 0000000) for your
location. EXCEPTION: Enter 5801761050000000 if Student Activities is
paying for the supplement.
15.
Leave the Grant field blank. It will default to NOT RELEVANT in ECC.
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16.
Use the Comments field, to list the pay rate, hours worked, task performed
and/or date of approval from Senior Manager. If the supplement is being shared,
enter this information in this field on the same line as the employee’s name.
These comments will be saved to the employee’s master data record.
NOTE: The Comments field near the bottom of the iForm may be used to
communicate your name, organizational unit, and phone number to
Student Activities.
17.
Select the
button after you enter each line to validate the information. The text for
employee name, wage type text fields will populate. If data does not appear, check the entry. If
information is incorrect, an error message will appear at the top of the form. NOTE: Use
Copy/Paste for additional line entries.
18.
Once you have completed the form and reviewed it for accuracy (see below), you may right-click
and print it before submitting for approval.
H. PRIDE
19
19.
Click the Submit button near the bottom of the window
to route the form to your administrator/principal for
approval and generate a Reference number for tracking.
20.
Close the window to exit and return to Work Overview.
NOTE: Once approved and processed in SAP (ECC) 6.0, a Recurring/Payment Deduction
(IT0014) will be created, based on the information provided, and a notice (“Referenced number
0000000XXXX created”) will appear on the Notifications tab.
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ADMINISTRATOR/PRINCIPAL APPROVES THE IFORM
21.
Supplement Payment iForm will be routed to your
administrator/principal (Home > Universal Worklist >
Tasks tab) for approval. To approve he/she must select
the iForm then click the
button. After approval,
the administrator will receive a pop-up message that the task is completed, HR Action Processor is
notified (see step 20 above), and the iForm will be executed in SAP (infotype 0014).
VERIFY THE PAYMENT IS IN SAP
22.
View the payment
information in SAP by
accessing SAP Easy
Access > PA20 (Display
Master Data) in fast path
select the Payroll tab,
select Recur
Payments/Deductions
(0014), select Overview
button and look for the
name of the Wage Type.
23.
Run the Supplement Report to check entries. The Supplement report is located in the Reports &
Planning tab. Select the HR & Payroll tab and then Payroll. This is an ECC Report; therefore, the
data is updated immediately, once the form is approved by your administrator.
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SUPPLEMENT PAYMENTS: CORRECTION
DO NOT CREATE OR MAKE CHANGES ON MONDAYS WHEN PAYROLL IS LOCKED
Purpose
Use this procedure to correct an active employee’s supplement payment amount or cost assignment
that was processed via an iForm.
Prerequisites
HR Action Processor role.
Menu Path
Sign in to the BRITE portal and select SAP Access  ECC Production – XEP 500 – WebGUI 
PA30  Recur Payments/Deductions (0014)
Helpful Hints
• Before you begin refer to the Correcting—Supplement Payments table below and contact the
BRITE Support Desk for assistance.
• Always use the Copy button, when making supplement payment any corrections.
• Do Not save entries until the Cost Assignment data is entered and transferred.
CORRECTING—SUPPLEMENT PAYMENTS
IF
THEN
Incorrect amount was used when iForm was created and it is
before time evaluation/payroll run.
•
•
Incorrect amount was used when iForm was created and it is
after time evaluation/payroll run.
Use PA30 to correct the amount.
(See Supplement Payments: Correction instructions)
•
If new amount is less, inform the Payroll Department of
error and complete the Deletion of Hours Form.
•
Send the HR Data Correction Form to Personnel Records
(formerly HRIS) providing personnel number, name and
wage type to be removed.
•
Inform the Payroll Department of error and complete the
Deletion of Hours Form.
•
Use PA30 to correct the cost assignment. Please remember
to use a valid cost assignment.
Payment was given to wrong employee at your location.
Incorrect cost assignment was entered and it is before/after
time evaluation/payroll run.
Use PA30 to correct the amount.
(See Supplement Payments: Correction instructions)
(See Supplement Payments: Correction instructions)
Employee doesn’t belong to your location and a supplement was
created in error.
Human Resource Actions Processing v1.0
•
Contact employee’s current location to complete the Deletion
of Hours Form.
•
Send the HR Data Correction Form to Personnel Records
providing personnel number, name and wage type to be
removed.
•
Inform the Payroll Department.
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CORRECTING—SUPPLEMENT PAYMENTS (CONT’D)
IF
THEN
Supplement start date is 07/01/xx or earlier and employee is no
longer entitled to supplement.
Supplement start date is after 07/01/xx and employee is not
entitled to supplement and has received payment in error.
•
Create a Delimit Supplement iForm (see instructions).
•
Inform the Payroll Department and complete the Deletion of
Hours Form.
•
Send the HR Data Correction Form to Personnel Records
providing personnel number, name and wage type to be
removed.
•
Inform the Payroll Department and complete the Deletion of
Hours Form.
Procedure
1.
1
From the SAP Easy Access
menu enter transaction code
PA30 in the fast path then
press the Enter key on your
keyboard.
2. Enter the employee’s
Personnel no. (number) then
press the Enter key.
2
5
3
3. Select the Payroll tab.
4. Click the selection box
to
the left of Recur
Payments/Deductions (0014).
4
5. Click the
button to
view the list of recurring
payments for the employee.
TIP: For quicker access, skip steps 3 and 4, enter the infotype number (ex: 14) in the
Infotype field under Direct selection, then click the Overview button.
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6. Carefully review the list of
payments then, click the
selection box
of the payment
that matches the Date and
Wage Type you need to
change.
7. Click the
7
6
button.
1. To Correct Date or $$ Amount, continue with step #8.
2. To Correct Date, $$ Amount and Cost Assignment or Cost
Assignment Only, continue to step #13
Correct Date or $$ Amount
8. If ONLY updating the amount
due to a increase/decrease in
the number of participants; i.e.,
chairperson, textbook, sub
calling, etc., enter the new start
and end date (if applicable) or
the dollar amount without the
$$ symbols.
9
8
9. Select the
button and
select Edit > Maintain Text.
10. Enter an explanation of the
change in the area provided
(include your name and date)
then click the
10
button.
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NOTE: A Maintain Text
text (see below).
icon to the right of the Cost Assignment
icon indicates the saved
11
11. Back on the Copy Recur
Payments/Deductions (0014)
screen the status bar at the
bottom will prompt you to
. Review the
information for accuracy then
click the
button to see
the new message of
on the List
Recur Payments/Deductions
(0014) screen.
SPECIAL NOTE: For start dates in prior pay periods, review the information for
accuracy, then click the
button. If presented with this status message,
, review dates again, then click the
button again to confirm. When prompted with the
click the
button a third time to see the final message of
List Recur Payments/Deductions (0014) screen.
message,
on the
12. Click the
button to return to the Maintain HR Master Data screen, then
PA30 transaction. There is no additional approval for this action.
to leave the
Correct The Date, $$ Amount and Cost Assignment
or ONLY the Cost Assignment
13. To update the amount due to a
increase/decrease in the
number of participants; i.e.,
chairperson, textbook, sub
calling, etc., enter the new
start and end date (if
applicable) or the dollar
amount without the $$
symbols.
14.
14
13
Click the
button.
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15. Click the
update the coding.
button to
15
16. Enter the appropriate coding
information, review for
accuracy, then click the
button or press the Enter key.
16
17. In the Cost Assignment
Defaults pop-up window,
review the data for accuracy,
then click the
update the window.
button to
17
18
18. Select the
button and
select Edit > Maintain Text.
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19. Enter an explanation of the
change in the area provided
(include your name and date)
then click the
19
button.
NOTE: A Maintain Text
text (see below).
icon to the right of the Cost Assignment
20. Back on the Copy Recur
Payments/Deductions (0014)
screen the status bar at the
bottom will prompt you to
icon indicates the saved
20
. Review the
information for accuracy then
click the
button to see the
new message
or
on the List Recur
Payments/Deductions (0014)
screen.
SPECIAL NOTE: For start dates in prior pay periods, review the information for
accuracy, then click the
button. If presented with this status message,
, review dates again, then click the
button again to confirm. When prompted with the
click the
button a third time to see the final message of
List Recur Payments/Deductions (0014) screen.
21. Click the
transaction.
button to return to the Maintain HR Master Data screen, then
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message,
on the
to leave PA30
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SUPPLEMENT PAYMENTS: DELIMIT
Process Flow
Used to request a delimit (end date) of a supplement payment that the employee should no longer
receive.
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SUPPLEMENT PAYMENTS: DELIMIT (IT0014) IFORM
DO NOT CREATE OR MAKE CHANGES ON MONDAYS WHEN PAYROLL IS LOCKED
Purpose
This action is used when it is necessary to delimit (end) a supplement. Supplements for employees
are stored on the recurring payments/deductions infotype (IT0014).
Prerequisites
•
User has role of HR Action Processor
•
The supplement being delimited must exist as of today’s date and begin with an 8* wage type.
(Example: today’s date is 3/1/09 but supplement has an end date of 2/1/09. This supplement will
not appear on the list)
NOTE: To delimit supplements for employees at another location or delimit supplements that start
with a wage type other than 8*, submit the HR Data Correction Form to Personnel Records
(formerly HRIS) containing the employee name, personnel number, wage number and wage text
of supplement, and delimit effective date.
Helpful Hints
•
This iForm allows you to delimit more than one employee’s supplement.
•
The form will only display employees based on the organizational unit entered on the form. It is
not based on who’s paying for the supplement.
•
The cost assignment information displayed on the iForm is based on the organizational
assignment (IT0001); not the cost override on the recurring payment/deduction infotype
(IT0014). This will have no impact on you executing the action. To verify the correct cost, use
PA20 to view the record or run the supplement report.
•
Use a 06/30/xx date when ending a supplement unless the employee will no longer receive the
supplement during the fiscal year. In this case, the date to use is the day after the last day of the
duty. This will ensure that there will not be a double payment for the first pay period of the new
fiscal year.
•
The Delimit Supplement: iForm cannot be retrieved after sent. Save or Print a copy for your
records.
•
This action will send an email notification to the affected employees once executed in ECC.
•
Do not complete when Payroll is locked (Monday); the form will error when attempting to update
the employee’s record.
1
Procedure
1. In the BRITE Portal, click on the HR Action
Processor tab.
2
2. From the left side Detailed Navigation window, click
on the Work Overview folder.
3
3. Click Delimit Supplement. The form will be
displayed.
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4
4. Enter the Organizational Unit
number for the employee(s)
whose supplement(s) should be
delimited and hit Enter. Verify
that the organizational unit name
appears.
5
5. A line will be entered on the first
row. The personnel number will
be 00000000. Click in the
Personnel No. field, a paper
icon
will appear on the right.
Click or Double click on the
paper icon
. Do not enter
the personnel number.
6
6. A window will appear Delimit
Supplements listing all of your
employees who have valid
supplements of today’s date. If
the employee has more than
one supplement, they will be
listed for each supplement.
7
NOTE: The list is sorted
according to personnel number.
7. Highlight the employees who
need their supplement
delimited.
NOTE: o select more than one
employee, hold the CTRL key
and click the employee’s name.
To move down an additional
page, use the arrows at the
bottom.
8. Select the “OK” button.
8
NOTE: The first arrow will move the screen down one line; the second arrow will
move the screen to the next page; and the third arrow will take you to the last
screen.
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9
9. Place your cursor in the End
Date field and enter the date
to be delimited.
10
12
10. Place your cursor in the
Reason for Action field.
13
11. Choose a Reason from the
dropdown menu and click OK.
12. Use these arrows to review the
additional names, if needed.
11
13. Click Delimit Supplement.
14
14. A message will appear
Delimition Request has been
submitted for approval.
NOTE: iForm routes to the
administrator who owns the
person. It is not based on the
cost center information.)
You have successfully submitted a Delimit Supplement iForm for approval.
After the administrator of the organizational unit approves the Delimit Supplement iForm it will be
delimited and the employee will receive an email notification of the change. NOTE: If there is an
error, the form will be re-routed back to the HRAP.
Please use PA20 to verify that the supplement has been delimited or run your supplement report.
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ONE-TIME PAYMENTS
Process Flow
+
This form is used to request a one-time payment for the employee, such as an A Bonus, Workshop
Stipend, etc. This form is not used to submit a correction of a payment or salary adjustment. If a salary
adjustment or correction is needed submit the appropriate memo with the approvals.
NOTES:
• You cannot use the same date for the same wage type; use a different date; however, multiple
entries for athletic activities may use the same date, because they use different wage types.
• Be sure to verify that someone else has not already entered a one-time payment for the date you
are going to use for a different one-time payment.
• Refer to the Workshop Payment Guidelines for workshop pay rates.
• If Grants Funds are being used, the Grant Analyst will create the payment.
• If a one-time payment is over $1000, ensure you have proper prior approval and maintain the
approval documentation at your location.
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ONE-TIME PAYMENT iFORM: CREATE
DO NOT CREATE OR MAKE CHANGES ON MONDAYS WHEN PAYROLL IS LOCKED
Purpose
Use this procedure to submit a one-time payment for an active employee. The one time payment
+
must be on the approved list. (e.g., workshop stipends, A payments for active employees, agreed
amounts per contract, etc). Please refer to the One Time Payment Wage type reference
document and guide at Human Resources > Reference Docs & Schedules > One Time
Payment Wage Types.
Prerequisites
•
•
Initiator/creator must have the HR Action Processor role and use a PC to complete the form.
The approver must have the Manager Self Service role and use a PC to approve the form.
Employee is active in ECC and is not an “External Nonemployee.”
Menu Path
Initiator/Creator: Sign in to the BRITE portal  Select HR Action Processor tab  Click on Work
Overview  Select One Time Payment
Approver: Sign in to the BRITE portal  Select Home Tab  Click on Universal Worklist
Helpful Hints
• There are two One Time Payment iForms: General funding and Grant funding
• There is a 10 minute window to enter your entries. If you need more time, save as a draft. To
access the draft document, go to your Home UWL – Task tab.
• One-time payment wage types listed on the reference document cannot be used twice on the
same day (Athletic Events are the exception). If the same wage type is used on the same day,
once approved, the error will return to the Home UWL with a message “Record on file, submit
using another date.” Double-check the dated used.
• Enter wage types in all CAPS
• Copy/Paste functionality may be used on this form
• There will be two scroll bars in the portal window: one to the immediate right that scrolls the form
up and down; and one on the far right to move the window up and down. If the buttons to submit,
update, reject, etc., do not appear, use the scroll bar on the far right to scroll to the bottom of the
window.
Before creating the iForm have the following information:
 Pre-approval from Senior Manager (i.e., Area/Associate Superintendent), if required by your Area
Superintendent or Senior manager.
 Teacher Voluntary Compensation Form signed by teacher, if you are not paying the teacher their
hourly rate.
 Check PA20 > Payroll > Additional Payments to determine that the date and wage type to be used
have not been previously entered.
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Procedure
1. Select the HR Action Processor Tab
1
2. Open the Work Overview folder, then select
One Time Payment
2
3
3. Select the Payment Entry/Approval button
The form will display as shown below. Follow the instructions listed below to assist with
completing the form.
4
4. Enter the 8-digit Organizational Unit (the Org. Unit number begins with a 6, followed by your
4-digit location number and 000 (ex: 61234000)
5. Select the Update description button near the bottom of the screen and verify that the org unit name
appears in the description field.
5
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6. Enter the personnel number of employee Select Update description to confirm data entry is correct.
+
7. Enter the 4 digit Wage Type IN CAPS (for A Bonus Recognition use Wage Type 3B02).
8. Enter amount – Do Not use $$ - use decimal (XX.XX)
9. Enter date
10. Do not use the Reason field – leave it Blank
11. Enter in the funding information. The fields will change depending on which form you are using.
GENERAL FUNDED
Cost Center: 10-digits (Business Area + Type + Location Number + 0)
Fund : 4-digits
Functional Area: 16-digits (Function + Activity + 0000000)
GRANT FUNDED
12. In Comments field, list pay rate, hours worked, task performed and/or date of approval from Senior
Manager.
6
7
14
8
9
10
11
12
13
13. Select the Update description button after each line entry and verify the information. Copy/Paste
fields for additional line entries. The name and wage text fields will populate. If other information
is incorrect, an error message will appear at the top of the form.
14. Select the Submit for Approval button once you have completed the Form and it will be routed to
your administrator/principal for approval.
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Administrator/Principal Approves the iForm
16. One Time Payment iForm will be routed to your administrator/principal for approval. The iForm will
be listed in their Home – UWL. Select the iForm and click the approval button. After approved, the
administrator will receive a message that your task is complete.
17. iForm executed in SAP (infotype 0015)
18. HR Action Processor will receive a notification that iForm was approved.
Verify the Payment is in SAP
1. View the payment information in SAP, Infotype 0015 Additional Payments (One Time Payment) by
accessing SAP Easy Access >Enter PA20 (Display Master Data) in fast path > Select the Payroll
Tab > Select Additional Payments (infotype 0015) > Select Overview button and look for the
name of the Wage type.
2. Run the One Time Payment Report: The One Time Payment Report is located in the Reports
and Planning Tab. Select the HR & Payroll tab and then Payroll. This is a BI Report; therefore,
the data is updated the following day, once the form is approved by your administrator. Run the
report the day after administrator approval to check entries.
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ONE TIME PAYMENT iFORM: CHANGE
DO NOT CREATE OR MAKE CHANGES ON MONDAYS WHEN PAYROLL IS LOCKED
Purpose
Use this procedure to correct/change an active employee’s one-time payment amount or cost
assignment that was processed via an iForm.
Prerequisites
HR Action Processor role.
Menu Path
Sign in to the BRITE portal and select SAP Access  ECC Production – XEP 500 – WebGUI 
PA30  Additional Payments (0015).
Helpful Hints
• Before you begin refer to the Correcting—One Time Payments table below and contact the
BRITE Support Desk for assistance.
• Do Not save entries until the Cost Assignment data is entered and transferred.
CORRECTING—ONE TIME PAYMENTS
IF
THEN
Incorrect amount was used when iForm was created and it is
before time evaluation/payroll run.
•
•
Incorrect amount was used when iForm was created and it is
after time evaluation/payroll run.
Incorrect cost assignment was entered and it is before/after
time evaluation/payroll run.
Use PA30 to correct the amount.
(See One Time Payment: Change instructions)
•
If new amount is less, inform the Payroll Department of
error and complete the Deletion of Hours Form.
•
Send the HR Data Correction Form to Personnel Records
(formerly HRIS) providing personnel number, name and
wage type to be removed.
•
Inform the Payroll Department of error and complete the
Deletion of Hours Form.
•
Contact employee’s current location to complete the Deletion
of Hours Form.
•
Send the HR Data Correction Form to Personnel Records
(formerly HRIS) providing personnel number, name and
wage type to be removed.
•
Inform the Payroll Department.
•
Use PA30 to correct the cost assignment. Please remember
to use a valid cost assignment.
Payment was given to wrong employee at your location.
Employee doesn’t belong to your location and a one-time
payment was created in error.
Use PA30 to correct the amount.
(See One Time Payment: Change instructions)
(See One Time Payment: Change instructions)
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Procedure
1
1. From the SAP Easy Access
menu enter transaction code
PA30 in the fast path then
press the Enter key on your
keyboard.
2. Enter the employee’s
Personnel no. (number) then
press the Enter key.
2
5
3
3. Select the Payroll tab.
4. Click the selection box
the left of Additional
Payments (0015).
to
4
5. Click the
button to
view the list of additional
payments for the employee.
TIP: For quicker access, skip steps 3 and 4, enter the infotype number (ex: 14) in the
Infotype field under Direct selection, then click the Overview button.
6. Carefully review the list of
payments, then click the
selection box
of the
payment that matches the
Date and Wage Type you
need to change.
7
6
7. Click the
button.
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1. To Correct Date or $$ Amount, continue with step #8.
2. To Correct Date, $$ Amount and Cost Assignment or Cost
Assignment Only, continue to step #14
Correct $$ Amount
8. If you ONLY need to correct
the Amount, enter the dollar
amount without the $$
symbols.
9
8
9. Select the
button and
select Edit > Maintain Text.
10. Enter an explanation of the
change in the area provided
(include your name and date)
then click the
10
button.
NOTE: A Maintain Text
text (see below).
icon to the right of the Cost Assignment
11. Back on the Change
Additional Payments (0015)
screen the status bar at the
bottom will prompt you to
icon indicates the saved
11
. Review the
information for accuracy then
click the
button to see
the new message
on the List
Additional Payments (0015)
screen.
12. Click the
button to return to the Maintain HR Master Data screen, then
PA30 transaction.
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to leave the
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To Correct $$ Amount and Cost assignment
or ONLY the Cost Assignment
14
13. Enter the dollar amount without
the $$ symbols.
14. Click the
button.
13
15. Click the
button
to update the coding.
15
16. Enter the appropriate coding
information, review for
accuracy, then click the
button or press the Enter key.
16
17. In the Cost Assignment
Defaults pop-up window,
review the data for accuracy,
then click the
button
to update the window.
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18. Select the
button and
select Edit > Maintain Text.
18
19. Enter an explanation of the
change in the area provided
(include your name and date)
then click the
19
button.
NOTE: A Maintain Text
text (see below).
icon to the right of the Cost Assignment
20. Back on the Change
Additional Payments (0015)
screen the status bar at the
bottom will prompt you to
icon indicates the saved
20
. Review the
information for accuracy then
click the
button to see
the new message
on the List
Additional Payments (0015)
screen.
21. Click the
transaction.
button to return to the Maintain HR Master Data screen, then
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to leave PA30
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ONE TIME BONUS PAYMENT: CREATE
FOR INACTIVE/WITHDRAWN EMPLOYEES
DO NOT CREATE OR MAKE CHANGES ON MONDAYS WHEN PAYROLL IS LOCKED
Purpose
Use this process to submit a one time payment for an employee with an inactive (on a leave of
absence) or withdrawn status (terminated or retired). Employees will be paid through an Additional
Off-Cycle Payment (infotype 267) for bonuses such as Advance Placement, International
+
Baccalaureate, Advanced International Certificate of Education, and A .
Prerequisites
• Initiator/creator must have the HR Action Processor role and use a PC to complete the form.
Menu Path
HR Action Processor: Sign in to the BRITE portal  Select SAP Access  ECC Production XEP 500 - WebGUI  PA30  Infotype 267; 3XXX in Sty field
Helpful Hints
•
Initiator/creator must have the HR Action Processor role and use a PC to complete the process.
•
It is imperative that you determine the candidate’s employment status and Personnel Area (PA)
to determine which process to use.
•
There is a group of participants who
will have an Active status and a
Personnel Area (PA) of EXTR who
are considered “External
NonEmployees” (see below). To pay
one of these employees, submit a
check request.
•
The example above is an External TEM participant. Your retired employees may be in this status
if they are participating in training courses with SBBC. NOTE: These Non-employees
(Externals) cannot be paid using the One time payment iForm or IT0267. Payment must be
processed using a check request.
•
You may want to run a report of your inactive or withdrawn employees. Most BI reports
(Employee List) will work. On the variable entry screen, in the status field use the criteria for
inactive and withdrawn.
•
You may also verify a person’s employment status, go to SAP Access > PA20 > enter in the
personnel number > press enter and review the header.
•
Do Not use drop down arrow in SAP for entering wage type, instead enter 3XXX in Sty field.
•
Enter Amount to be paid (XX.XX); Do Not use $$ (dollar signs).
•
Click Cost Assignment button to enter cost center, fund, and functional area information.
•
Do Not save entries until the Cost Assignment data is entered and transferred.
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Current Status In SAP
Active
Current Personnel Area (PA)
In SAP
Process to Use
Some examples are IN01, CL01, CL02,
PA01, PA02, FP03, etc.
One Time Payment iForm
Not = EXTR
Active
Withdrawn or Inactive
EXTR (External)
Check Request
Some examples are: IN01, CL01, CL02,
PA01, PA02, FP03, etc.
PA30 > IT0267 Additional Off
Cycle Payments
Not = EXTR
1
Procedure
1. From the Main Menu
enter transaction code
PA30 in fast path then
press enter (enter key
on keyboard)
2
2. Enter the Personnel
no. (number) then
press enter (enter key
on keyboard).
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6
3. Select the Payroll tab.
4. Select box to left of
Additional Off-Cycle
Payments (0267),
then press enter.
3
5. Enter 3XXX in Sty field
under Direct Selection.
NOTE: Or simply enter
infotype 267 and the
Sty (ex: 3B02) directly
into the Direct
selection fields on
PA30 screen in place
of steps 3 & 4.
4
5
6. Select the
button
on the Menu Bar.
11
7. Enter the amount (ex.
XX.XX, in this case
1020.00). Do Not use
$$, but Do use a
decimal point.
8. Payment date will
default to the last day
of the employee’s
next payroll period.
7
8
9
9. Enter 0002 (Special
Payment) for the
Off-cycle reas.
(reason).
10
10. Enter 0 (the number
zero) for the Payroll
identifier.
11. Click the
button to enter cost
center information.
12. Click the
(All acct assignment)
button to access the
Coding Block screen.
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13.
14.
13
Remove the Business Area
number.
14
Enter your 10-digit Cost Center
(Business Area + Type + Location
Number + 0).
15
16
17
15.
Enter the 4-digit Fund (1000)
16.
Enter the 16-digit Functional Area (Check with your ABA for coding).
17.
Click the green check
icon to continue. NOTE: The Coding Block screen will close and the
Cost Assignment Defaults screen will show that the correct Business Area is now populated in
the Business Area field.
18. Click the Transfer
button.
18
NOTE: The Cost
Assignment
button
indicates that there is
cost information present
for this payment.
19. Confirm that the
Wagetype text states
the description of the
bonus payment (ex:
+
Bonus Recognition A )
and the correct amount
was entered for the
employee. If correct,
your entries; if not,
press the
button
and correct your entries.
19
NOTE: After you select save, you may receive a message, “the employee left on MM/DD/YYYY”,
hit the enter key to acknowledge the message and the record will be saved. You will receive
this message with employees who are withdrawn. You should not receive the message if the
employee is inactive.
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20. Saving the record
returns you to the
Maintain HR Master
Data screen (PA30).
The status bar will
indicate that the record
has been created and
the Additional OffCycle Payment is
complete.
NOTE: An Additional
Off-Cycle Payment
can be entered for
another employee by
repeating steps 2-20.
20
IMPORTANT: You must notify your assigned Payroll Processor via email once you have entered a
payment for an inactive/withdrawn employee in SAP.
REVIEW AN EMPLOYEE’S ADDITIONAL OFF-CYCLE
PAYMENTS AND CORRECTIONS
1
1. If desired, click the
overview
button button to view
the List of Additional
Off-Cycle Payments
for the employee.
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NOTE: If you have
previously created and
saved a Additional OffCycle Payment and then
attempt to create a
second Additional OffCycle Payment for the
same employee for the
same day, an error
message will appear at
the bottom of the screen
(shown here), warning
that the previous record
(payment) will be
deleted by this entry. If
you click
the new
record will delete the
previously saved record.
To keep the previously
saved record click the
button.
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Knowledge Check
Athletic, specific, and non-specific supplements may be submitted at the same time on
one form.
A. True
B. False
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Unit Nine
Navigating the Universal Worklist (UWL)
Unit Objectives:
At the end of this lesson, participants will be able to:
• Navigate the Universal Worklist.
• Describe the Process Administrators will use to
Approve HR Actions.
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NAVIGATING THE
UNIVERSAL WORKLIST (UWL)
The Universal Worklist (UWL) on the HOME tab is a central point of access to manage tasks,
notifications, and track the status of HR actions. All employees have access to a UWL and their role
determines what information is stored on their tabs. (Do Not Use the Worklist on the HR Action
Processor tab.) The UWL assigned to the HR Action Processor (HRAP) role contains information
regarding HR actions, Position Request Forms (PRF), and notification of employee actions.
1. To open the HR Action Processor UWL, click the Home tab, then click Universal Worklist.
2. In this example the navigation panel is collapsed to allow for a larger viewing area.
1
3
2a
a
a
4
3. The Tasks tab (inbox) contains HR action forms (15/18 = 15 Unread of 18 Total messages) that
require attention:
•
•
•
•
•
Subject – provides a hyperlink to the form in process
From – the name of initiator/creator who generated the task once the HRAP initiated the form
Sent – the date and time the form was sent
Priority – the priority of the process will default to Normal
Status – the stage of the process, including New, Draft, In Progress, Forwarded, Resubmission
(errors), and Complete
4. If more than ten tasks are listed, type in a number or use the arrows to scroll from row to row or
page to page.
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5. Highlight a task to view information about it in the preview section, or click Launch WebDynpro
button to display the form in a new window. Do not use the other buttons!
5
NOTE: Check your Tasks tab daily. iForms that have an error or have been rejected by your
administrator will appear on this tab. This tab should remain “clean.” Remove iForms that are no
longer needed by selecting and opening the iForm, scroll to the bottom of the form and click the
button. Acknowledge the Confirmation dialog button, click the x to close the
window when the
after you select the refresh button.
message appears. The iForm will disappear from your box
•
Supplements and One-time (Additional) Payments will not display employee names in the
subject line, as multiple employees may be on the same form.
•
Position Request Forms (PRFs) will not display in the UWL. It is imperative that you save
copies of the forms when submitted.
6. Tasks may be filtered in various ways
using Show, Subview and All.
7. Use Show/Hide Filters to search by
personnel number or name in the
Text field and click apply, to display
results. Then click
to return to
the original list.
6
7
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8. Click the Notifications tab to see your Workflow Inbox, and select the line item you wish to act
upon. If an item has been withdrawn it will be in this tab. (The Alerts tab is not currently being
used.)
8
10
9
9. The notifications on this tab will inform you if something has occurred, such as an employee being
reassigned, a supplement is completed, a new hire has been processed and now belongs to your
org unit, a form has been withdrawn, the transfer is complete, position has been changed, etc. The
information pertaining to the item you select displays in the bottom of the screen, along with the
following options:
•
Complete – set the status to complete once you have actually completed the item
•
Forward – send the notification to another user
•
Delete – remove the notification from your inbox
NOTE: Also notice that you have the same views and filters as the Tasks tab.
10. To Refresh your list of tasks, use the drop down menu
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11. Click the Tracking tab to display the status of all actions processed by the HR Action Processor.
The items are automatically removed after a determined number of days.
12. Use the filter option, if you need to locate a particular item.
13. Click the selection
box to the left of an item to display the details in the preview pane at the
bottom of the window, or click the line item to view this information in a pop-up window.
11
12
13
14
14. Click the View history link to display the historical data of the workflow.
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Knowledge Check
Which tab in the Universal Worklist (UWL) shows everything that you’ve processed and
the status of each process?
A. Tasks
B. Alerts
C. Notifications
D. Tracking
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Unit Ten
Search iForms & Review Withdrawn iForms
Unit Objectives:
At the end of this lesson, participants will be able to:
• Search the UWL for Withdrawn Items
• Personalize the UWL
• Run a Status Report of Employee Personnel
Actions
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UNIVERSAL WORKLIST (UWL)
BASIC SEARCH FOR WITHDRAWN IFORMS
The search feature in the UWL will allow you to search for the following iForms: Additional Assignments,
Change in Pay, Demotion, Reassignment, Return to Work, Separation, Termination, Transfer, and
Working While on Leave. NOTE: There is no search feature for Position Request iForms.
When an iForm is withdrawn, you will receive a notice in your UWL > Notifications tab. Review your
notifications tab each day. You will use the search feature to determine why an iForm was withdrawn.
Follow the instructions listed in the iForms New Comments section to determine if another iForm must be
submitted. Once an iForm has been withdrawn, it can NOT be resubmitted. In some instances, HRIS will
manually enter the iForm action directly into SAP and then withdraw the iForm. These do not require
another iForm to be created. A withdrawn iForms status is listed as cancelled.
Use the Search Processes feature to determine why the iForm was withdrawn/cancelled.
1. To locate and review and an iForm that has been
withdrawn by HRIS or Staffing click the Notifications
tab.
1
2
2. Click the task selection
box.
3
3. Task information is displayed in the preview pane at
the bottom of the screen.
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Reference No.
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UNIVERSAL WORKLIST (UWL)
ADVANCED SEARCH FOR WITHDRAWN IFORMS
1
1. Click the HR Action
Processor tab.
2
3
2. Click the Work Overview
folder.
3. Click Search Processes.
4. Click Open Advanced Search.
4
5. Enter the Reference
Number.
5
6. Click Go.
6
7. Click the grey
selector box to the
left of the process to
hight it, then click
Details.
7
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8. Each workflow step of the process is outlined. Click the link of the line with the Withdrawn status.
8
9. When the
iForm is
displayed
scroll to the
bottom to
review the
comments.
9
WITHDRAW IFORM…PERCENTAGE NOT CHANGED ON POSITION SIDE.
PLEASE HAVE IT CHANGED, THEN SUBMIT IFORM.
LAVILA 3/29/2010
NOTE: You cannot resubmit this iForm. A new one will need to be created, if needed.
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SEARCH PROCESSES
ONE TIME PAYMENTS & SUPPLEMENT IFORMS
The search feature in the Work Overview will allow you to search for One Time Payments and
Supplements iForms using the Search One time/Supplements link. If you need to determine the status
of an iForm or find out whom or which department has an iForm, use the Personnel Actions Report (ECC
tcode ZHPA_ACTION_STAT).
1. Click the HR Action
Processor tab.
1
2. Click the Work Overview
folder.
2
3. Click Search One
Time/Supplements.
3
4. Enter the Reference
No., Creator’s
personnel number (e.g.,
00001234) or Creation
Date.
4
5
5. Click Search.
6. The Form type legend
displays at the top.
6
7. The other payments display in
the table, with the Reference
No., Form type, Creator, and
Creation date. Click the task
selection box of the line
item to display a copy of the
form in a popup window.
7
8. Click Back to return to the
Search screen.
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PERSONNEL ACTION STATUS REPORT (ECC)
Purpose
This is an ECC report that will provide the status of the iForm for specific actions. A list of actions
supported by this report is listed on page 2 of this work instruction.
Prerequisites
•
User has role of HR Action Processor which gives them authorization to this report.
Menu Path
•
Select  Reports & Planning tab  Your respective tab  Employee Data  Personnel
Actions Status to open the report; OR
OR
•
From the SAP Easy Access screen enter the
transaction code ZHPA_ACTION_STAT in the
fast path and hit enter.
Helpful Hints
•
•
IMPORTANT: This report will only provide data as of March 9, 2009, any information prior
to this date will appear with missing information.
This report has two options – Individual Report and Statistical Report
o
o
•
•
Individual Report - Indicates who has the iForm and the status
Statistical Report - Allows the user to determine the difference in the number of days between
the date the iForm was created and completed
Use the selection fields to create a report of iForm processed for an employee or org unit.
Change search criteria by entering the appropriate data in one or more of the selection fields.
Procedure
2
1. Enter the 12-digit reference number of the
action and personnel number of the
employee. The personnel number is a
required field.
2. Click the
1
execute icon to view the list.
NOTE: The reference number will provide
information on a specific iForm. The
personnel number will provide information
on all iForms for the employee.
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Below is a brief description of each field on the report
•
Reference No = A 12-digit system generated number that appears on the iForm at the top righthand corner. You must enter this number with the leading 0.
•
Personnel number = This is a required field; no leading zero required
•
Effective date = The effective date of the action
•
Action type = This report is tracking the following actions only
Z2
ZC
ZD
ZD
ZG
ZO
ZP
ZQ
ZR
ZY
•
Return to Work
Change in Pay
Separation of Employment (specific reasons)
Termination (specific reasons)
Working While on Leave
Reassignment
Transfer
Additional Position Hire
Delimit Additional Assignment
Demotion
Sick Leave Budget
Sick Leave Budget - Delimit
Reason Code = use dropdown for values available based on the actions above
o
o
Separation of Employment reasons: 41, 04, 80, 43, 48, 25, 42, 52, 70, 71, 61, 44, 46, 51, 50,
49, 23, 47
Termination reasons: 05, 09, 07. 26, 0, 21, 24, 03, 20, 45, 01, 63. 62, 22
•
Org Unit = 8=digit number starting with 6
•
Personnel Area = represents the bargaining unit
•
Personnel subarea = represents the various calendars
•
Employee subgroup = represents the various types of employees: salaried, hourly, subs, pool
subs
•
Payroll Area = AA or BB
•
Current Status = indicates the status of the iForm
READY
COMPLETED
SELECTED
ERROR
CANCELLED
Work item is ready for approval or execution
Work item has been processed in SAP (ECC) and all notifications sent
Work item is reserved by a user
Work item is in error; contact workflow administrator
Work item has been withdrawn; HRAP please check notification tab and
review iForm for reason
•
Current Approver = Enter the personnel number of the current approver. This would be used to
find out what’s in an approver’s inbox.
•
Last Approved Date = Enter the last date the item was approved.
•
Creation Date = Enter the date the iForm was created.
•
Creator = Enter the personnel number of the person that created the iForm. Remember User ID
begins with “P.”
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PERSONNEL ACTION STATUS REPORT (ECC)
INDIVIDUAL REPORT
Reference Number and Personnel Number fields provide information on a specific iForm.
1. Personnel Action
Status Report
displays a report
showing the status
and the current
approver.
1
Personnel Number field will provide information on all iForms for the employee.
2. Personnel Action
Status Report
displays a report of
all iForms showing
the status and the
current approver.
2
3
3. If the iForm is in
more than one
approver’s box, a
list of names will
appear.
4. The change layout
icon offers
additional fields
such as; creator’s
name and date,
reason, etc..
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PERSONNEL ACTION STATUS REPORT (ECC)
STATISTICAL REPORT
Reference Number and Personnel Number fields provide information on a specific iForm
1. Personnel Action
Status Report
displays a report
showing the overall
status, the start
1
and end dates for each step and each step approver. Choosing the change layout
add step status and # of days for each approver or other additional fields.
icon you can
Personnel Number field will provide information on all iForms for the employee.
2. Personnel Action
Status Report
2
displays a report of
all iForms showing
the overall status,
the start and end
dates for each step
and each step
approver. Work
items that are in the “READY” status will not have a step approver name, you will need to run the
Individual report to identify the next approver.
Action Type and Personnel Number
fields
3. The selection screen must
contain a range of numbers 1 –
9999999, the action, current
status of “COMPLETED” and
date range.
3
NOTE: A date range of 12/1/08
was used for demo only, the
Production system date would be
3/9/08.
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4. Personnel Action
Status Report
displays a report of
all iForms based on
the specific action
with the overall
status, the start
and end dates for
each step and each
step approval.
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UNIVERSAL WORKLIST (UWL): PERSONALIZE VIEW
Tasks in the UWL may be sorted in ascending or descending order, based on personal perference using
the Personalized View.
1. Click
then scroll
down and click
Personalize View.
1
4
2.
Choose Sent under
Sorting Properties.
3.
Click on
Descending.
4.
Choose Save.
2
3
5
5.
The UWL is now
sorted with the most
recent task on the
top.
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FOR UNIFORMITY
DO NOT CHANGE
THE ATTRIBUTES OF THESE SECTIONS.
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Unit Eleven
BI (BUSINESS INTELLIGENCE)
REPORTS & PLANNING
Unit Objectives:
At the end of this lesson, participants will be able to:
• Navigate the BI Reports Portal
• Understand the Basics for running a BI Report
• Retrieve Variants
• Search for Available Data
• Execute a BI Report
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BI REPORTS NAVIGATION EXCERPT: 1 GETTING STARTED
Purpose
To create a BI report of master data in the BRITE Reports portal.
Prerequisites
• Basic BI/ECC navigation skill (see Human Resources Reports Instructions on the BRITE
webpage at http://www.broward.k12.fl.us/erp )
Menu Path
Select  Reports & Planning tab  Your respective tab  A report category (ex: Employee
Data)  A Report (ex: Flexible Employee Data) to open the Variable Entry screen.
Procedure
1. Enter the information you’d like
to search for, in the applicable
field(s).
-OR2
2. Use the matchcode
icon to
search for data to fill the field
(ex: click the icon for
Organizational Unit, to search
for a school or department).
1
3. To search, enter the location
number (ex: 60021*) or name
(*Pompano*) then press the
enter key on your keyboard.
Use the
arrows to sort
columns in ascending or
descending order.
3
4. Click the grey selector box
to the left of your choice(s) to
highlight it. (NOTE: multiple
selections are allowed)
4
5
5. Click
to move your
selection(s) to the Selections
column
6
7
6. Use the
arrows to arrange the selections in the order you would like them to appear on the report.
7. Click
to exit.
8. On the Variable Entry screen (see picture in step 2) click
to execute the report.
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to verify the data, and then click
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BI REPORTS NAVIGATION EXCERPT: 2 SELECTING/SEARCHING VALUES
Purpose
To use the various search options to create a BI report in the BRITE Reports portal
Prerequisites
• Basic BI/ECC navigation skill (see Human Resources Reports Instructions on the BRITE
webpage at http://www.broward.k12.fl.us/erp )
Menu Path
Select  Reports & Planning tab  Your respective tab  A report category (ex: Employee
Data)  A Report (ex: Flexible Employee Data) to open the Variable Entry screen.
Helpful Hints
• When searching values asterisks are useful if you’re not sure of the spelling. The * before and
after * the text displays all combinations of the word you’re searching for.
Procedure
1. To search for data to fill a field (ex:
Personnel Area) click the applicable
matchcode
icon for to display a
list of data.
1
2. Enter the key or text (ex:
*Teacher*) then press the enter key
on your keyboard.
3. Click the grey selector
box to
the left of your choice(s) to highlight
it. (NOTE: multiple selections are
allowed)
2
4. Click
to move your
selection(s) to the Selections
column.
5. Use the
arrows to
arrange the selections in the order
you would like them to appear on
the report.
6. Click
4
3
to exit Select Values.
5
6
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7. On the Variable Entry screen (see page 2, step 1) click
execute the report.
to verify the data, then click
to
EXCLUDE DATA
1. To exclude data, click the grey
selector box
to the left of the
description, then click
.
1
NOTE: This will include
everything on the left, except
what you’ve excluded on the
right.
2. Another way to include or
exclude specific data is to select
Value ranges from the Show
tool dropdown list.
3. Select a Sign to include or
exclude.
4. Click the Operator down arrow
and select from the list.
5. Enter the applicable information
in the (From or To) field to
it to the Selections
column.
2
3
4
5
6. Use the
arrows to arrange the selections
in the order you would like them
to appear on the report.
7. Once you’ve transferred the
information you want to use in
your report, click
to exit.
8. On the Variable Entry screen
(see page 192, step 1) click
to verify the data, then
click
to execute the report.
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7
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BI REPORTS NAVIGATION EXCERPT: 3 VARIANTS
Purpose
If you enter the same data whenever you run a specific report use the steps outline below to save
that range or set of commonly used values in the selection (Variable Entry) screen.
Prerequisites
• Basic BI/ECC navigation skill (see Human Resources Reports Instructions on the BRITE
webpage at http://www.broward.k12.fl.us/erp )
Menu Path
Select  Reports & Planning tab  Your respective tab  A report category (ex: Employee
Data)  A Report (ex: Flexible Employee Data) to open the Variable Entry screen.
Helpful Hints
•
indicates no Available Variants in the Variable Entry screen.
•
indicates Available variants in the Variable Entry screen.
Procedure
1. Enter the information you’d like
to display on your report by
typing it in or using the
matchcode
icon to search.
3
1
2. Click
to verify the data
and populate the Description
column.
3. Click Save As to save a new
variant.
2
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4. To create a Personal variant
(for your eyes only)—Enter a
Description of the report then
click
.
5. To create a Global variant
(viewable district-wide)—
Uncheck the Save As User
Variant box, and use the
naming convention below.
6. Click
to save
either option.
4
5
Variant Naming Convention
(ex: Z+Rpt Name + your initials)
Description:
Flex Data of Teachers
Technical Name:
ZFlexDataTchrsBC
6
RETRIEVING VARIANTS
1. To retrieve a variant after
you launch a report by
clicking the Available
Variants
arrow to display
the list and make your
selection (A broken line
separates Global variants
(above line) from Personal
variants (below line).
1
NOTE: Click Save to
overwrite an existing variant
or Delete to remove a
previously saved variant.
2. Click
data.
3
to verify the
3. To execute the report click
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BI REPORTS NAVIGATION EXCERPT: 4 FAVORITES
Purpose
To create a reusable customized report for quick and easy access
Prerequisites
• Basic BI/ECC navigation skill (see Human Resources Reports Instructions on the BRITE
webpage at http://www.broward.k12.fl.us/erp )
Menu Path
Select  Reports & Planning tab  Your respective tab  A report category (ex: Employee
Data)  A Report (ex: Flexible Employee Data) to open the Variable Entry screen.
Helpful Hints
 Portal Favorites are a list of links for direct access to customized reports that you use regularly,
and are only visible in the portal to you.
 Favorites are created with information as of the date it is saved. When you run the report in the
future, change the date of the report by right-clicking in the report results (Mac users press
Ctrl + click) and select Filter > Variable screen.
Procedure
Before you can create a Favorite, you must first execute a report. Then customize the layout by dragging
and dropping variables from Rows and Free Characteristics, and adding or removing Attributes.
1. Click
to save your
customized layout as a Portal
Favorite (visible only to you).
1
NOTE: Clicking
will allow
you to replace the current report
results with any previously
saved favorite.
2. Enter a Description of your
report then click
.
2
3. Close the report window.
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4. On the BRITE Reports screen
use the
arrows to reduce
or enlarge the navigation panel;
the
arrow to collapse the
panel, and the
to collapse
the Detailed Navigation tray.
4
5. Click the Expand/Collapse tray
icon to open the Favorites tray.
Portal Favorites Open here
NOTE: If the tray icon is left in
this position
rather than this
position , future favorites
should appear automatically.
6
6. The first time you save a Favorite,
click the
icon, then click
Refresh to update the Portal
Favorites list.
7. To manage your favorites, click the
icon, select Organize Entries
then click
to open a Context
menu.
5
7
NOTE: If you double-click a
favorite in this window, it
displays in the right side of the
window. Click the
link near
the top right of your screen to
exit the report.
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BI REPORTS NAVIGATION EXCERPT: 5 ATTRIBUTES 2/9/2010
(List of some common attributes attached to column [Row] headings)
Address Line 2 ▪ Country ▪ County Code ▪ Date of Birth ▪
E-Mail Address ▪ First Name ▪ Gender ▪ Language ▪ Last
Person
Name ▪ Location ▪ Middle Name ▪ Name (Sortable) ▪
Nationality ▪ Postal Code ▪ Region ▪ Street and House
Number ▪ Telephone Number ▪ Work Phone Number
Address of Org Unit ▪ Area ▪ Board Member ▪ Certification
Admin ▪ Chief of Org Unit ▪ FCAT Grade ▪ Innovation Zone ▪
Location ▪ Master Cost Center ▪ Org Unit Fax Number ▪ Org
Organizational Unit
Unit Phone Number ▪ Org Unit Type ▪ Personnel Area ▪
Personnel Subarea ▪ Postal Code ▪ Region ▪
Superintendent School ▪ Title 1 School
% FT ▪ Adj Leave Accrl Date ▪ Annual Salary ▪ Bargaining
Unit Date ▪ Ben. Cov. Beg. Date ▪ Ben. Cov. Termination ▪
Ben. Term. Date ▪ Contract Type ▪ Daily Working Hours ▪
Employee Group ▪ Employee Subgroup ▪ Employment Date
▪ Employment Status ▪ Entry Date ▪ Ethnic Origin ▪ Job ▪
Longevity Date ▪ Master Cost Center ▪ Military Status ▪
Pers. No.
Name ▪ Organizational Unit ▪ Organizational Key ▪ Original
Employ Date ▪ Pay Grade Area ▪ Pay Grade Level ▪ Pay
Grade Type ▪ Pay Scale Area ▪ Pay Scale Group ▪ Pay
Scale Level ▪ Pay Scale Type ▪ Payroll Area ▪ Person ▪
Personnel Area ▪ Personnel Area ▪ Personnel Subarea ▪
Position ▪ Work Schedule Rule
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BI REPORTS NAVIGATION EXCERPT: 6 PDF PRINTING
Purpose
To print a BI report directly from the BRITE Reports portal.
Prerequisites
• Basic BI/ECC navigational skill (see Reports Instructions located under each functional area such
as Budget, Finance, Human Resources, Payroll, or Procurement on the BRITE webpage at
http://www.broward.k12.fl.us/erp or web/erp).
Menu Path
Select  Reports & Planning tab  Your respective tab  A report category (ex: Employee
Data)  A Report (ex: Flexible Employee Data) to open the Variable Entry screen.
Helpful Hints
• There are two dialog boxes for printing a report from the portal: Export Dialog that determines the
PDF layout, and Print dialog that determines the printer settings.
• Mac and PC computers have different Print dialog instructions (see pg. 2).
Procedure
1. To print a BI
report, click Print
Version.
1
2. Select Fit to
page width and
check Repeat
column
headers.
2
3
3. Change the
Theme to Black
and White (this
removes the
gray shading),
select paper Size
and Orientation
(Portrait or
Landscape).
4
NOTE: The
Margins,
Header, and
Footer settings
are optional
4. Click OK to execute and display a
PDF copy of the report on your
screen.
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MAC Users
5. Click the File menu > Page Setup...select
Paper Size (Us Letter or US Legal),
Orientation, and change the Scale to 100%
then click OK..
6. Click the File menu > Print...Print.
5
6
PC Users
7. Click the
8. Select or verify the Orientation (Landscape
or Portrait), then click the Paper tab and
select the Paper size (US Letter or US
Legal); click OK, then OK again to print.
icon then Properties.
7
8
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Unit Twelve
View of MSS: Approving an HR Action
Unit Objectives:
At the end of this lesson, participants will be able to:
• Understand how an Administrator Approves an
iForm
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ADMINISTRATOR—APPROVE HR ACTIONS
The administrator/supervisor MUST use the HOME – Universal Work list to view items requiring approval.
The items requiring attention will be listed under the subject column.
1. Single click on a line to
highlight it.
2. The summary information
about the item you have
highlighted will list in this
section.
3. Do not select the buttons
below the summary item. The
attachment will open a
technical document. If this
item has an attachment, you
will be able to access it when
you open the form. Do not use
the other buttons. These are
being tested. You will be
notified when available to use.
4. To open the form to review it, double click on it.
5. Administrator/supervisor
will review the details of
the HR action form and
click:
• Approve –
manager is
approving the
action and the form
will move to the
next step in the
process.
• Reject – manager
is rejecting the
action and the form
will return to the HR
Actions Processor.
• Back to Author –
The form needs
some changes to it.
NOTE: The administrator/supervisor will not be able to make changes to the form.
If changes are required, select Back to Author.
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Unit Thirteen
Course Summary
Congratulations: You should now be able to:
• Navigate the HR Action Processor WEB Page
within the BRITE Portal
• Display Employee Information Using iViews
• Create and Maintain Positions through Position
Control actions
• Maintain Employee Personnel Information
• Process One-Time Payments and Supplements
• Review and Process Termination of Employees
• Navigate the Universal Worklist
• Maintain HR Master Data
• Execute Relevant Reports
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Next Steps . . .
Complete the following:
• Course Evaluation
• Quia Quiz
• Course Appraisal Online via ESS
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APPENDIX
Object Manager
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OBJECT MANAGER
Purpose
A help feature that allows users to search for data such as employees, organizational units, positions,
cost center, etc., and display and manage search results.
Prerequisites
•
User has role of SAP business role
Helpful Hints
•
Search (hit list) clears itself of selected data and resets each time Object Manager closes.
•
Object Manager is available in Personnel Administration and Organizational Management
modules.
Procedure
To display or hide the Object Manager after logging into ECC Production – XEP 500… first go into
tcode PA20 or PA30.
1. To display the Object Manager, click on Menu, then
select Settings, Show Object Manager.
2. To hide the Object Manager, click on Menu, then
select Settings, Hide Object Manager.
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3. If the Object Manager functionality is not visible, grab
the
bar with your cursor . . .
4. . . . and pull it down all the way to the bottom of the
screen and the Object Manager selections will
appear . . .
3
4
5. . . . all the way to the bottom of the screen and the
Object Manager selections will appear.
5
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Use the Free Search option in the Object Manager to have a
list of Personnel that can be scrolled through to view their data
through multiple infotypes.
1
1. Click the Free search option.
2
2. Expand Key Fields and click
Value selection to put a
check mark in the box.
3
3. Enter Personnel number or
click the multiple selection
button…
4. To enter multiple or range of
4
numbers then click
to
copy the numbers back to
step three.
NOTE: Ranges should only
be used to District offices
and not at individual
locations.
5
6
5. Click Hit List.
6. Click green check.
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8
7. See the results and
select personnel as
needed.
8. Double-click each
name to have it
appear on the right
side of the screen.
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