Basic Navigation in SAP
For the Windows Graphical User Interface (GUI)
Click your mouse anywhere or select “Page Down” to
scroll through the pages.
Table of Contents
Click on any of the sections (in View>Slide Show mode) below to jump to that section:
Getting into SAP (New Login Information)
Getting Around in SAP
Other SAP Basics (Tips and Tricks)
HR and Payroll Overview
Chart of Accounts Overview
Enterprise Structure Overview
BRITE
What is BRITE?
 Broward Innovative Tool for Education, will
streamline Broward’s business systems
 Provides staff with access and real-time data in the latest
version of the SAP software
 Brings one business system to Broward Schools
 A project of the Enterprise Resource Planning
Department, ERP
Windows GUI Basic Navigation in SAP
3
SAP ECC
What is SAP?
SAP – (Systems, Applications and Processes in Data
Processing) is an integrated system that supports all
business and accounting practices of SBBC.
Why are we using SAP?
 One business system
 Reporting of real-time data
 Increased security
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4
SAP BRITE Website




For end users, SAP will now be accessed through the web.
On Windows-based computers, you will access SAP in Internet Explorer.
On Mac-based computers, you will access SAP in Firefox.
There will be a button to access SAP on the ERP Department web page:
www.broward.k12.fl.us/erp
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5
Logging into the BRITE Portal
User Login ID
Password (first time users only)
Entry format = P00012345
Entry format= ja021956
• 9 digits (total) starting with the letter p
• mm = first 2 letters of birth month (ja)
• Personnel Number 12345
• dd = 2-digit birth day (02)
• If personnel number is less than
• yyyy = 4-digit year of birth (1956)
8 characters, then leading zero(s)
should be added to it
Windows GUI Basic Navigation in SAP
• Case sensitive, so make sure the
month letters are lowercase
6
Initial Password Selection
Click to change
your password
Windows GUI Basic Navigation in SAP
7
Password Rules for BRITE Portal Logon
 Passwords are case sensitive (initial password should be
in lowercase)
 Minimum six characters, maximum eight characters (a
combination of both letters and numbers)
 Do not use a space, question mark, or exclamation point
in your password
 First three characters may not be identical
 Must change your password at least once each 45 days
 May not repeat a password until five unique passwords
have been used
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8
Portal Assistance
If you have trouble logging into the BRITE Portal, you will need to
contact the BRITE Support Center at (754) 321-8120.
Windows GUI Basic Navigation in SAP
9
BRITE Portal Screen
 The BRITE Portal provides you single sign-on access to systems you
need to do your work
 Tabs in the Portal will be customized for each user
 The customization is based on the user’s role
 All users will have access to the Home and Employee Self
Service (ESS) tabs
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10
SAP Access via the BRITE Portal
Select the SAP
Access tab
Then click the Windows
Gui link.
Then click the ECC Production
link, which will open SAP in a
new window.
Windows GUI Basic Navigation in SAP
11
Copyright Pop-up Window
You will only see this the first time you log on to SAP.
Click the green check
icon to continue
Windows GUI Basic Navigation in SAP
12
Table of Contents
Click on any of the sections (in View>Slide Show mode) below to jump to that section or click Enter or
Page Down to enter the section highlighted below :
Getting into SAP (New Login Information)
Getting Around in SAP
Other SAP Basics (Tips and Tricks)
HR and Payroll Overview
Chart of Accounts Overview
Enterprise Structure Overview
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13
SAP Menus
The default screen is called the SAP Easy Access Screen.
 You can switch from one menu to the other by selecting the
appropriate icon
 When you log on, you will see either your user menu (specific to your
role), or the SAP standard menu (lists all transactions)
SAP
Standard
Menu
SAP User Menu
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14
SAP Easy Access Screen and Toolbars
Fast Path
Field
Standard
Toolbar
Application
Toolbar
SAP is a Windows-based system. You can navigate in SAP using buttons,
toolbars and windows the same way you would in other Windows applications like
Word or Excel.
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15
SAP Easy Access Screen
Title Bar
Navigation
Area
Status Bar
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16
Getting Into Transactions
 What is a transaction?
Transactions let users to create, change,
or display data or run a report in SAP.
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17
Getting Around
There are three ways to access transactions in SAP:
1. Fast Path
2. User or SAP menus
3. Favorites
1.
3.
2.
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18
Using the Fast Path Field
Don not hit
this…it will
close the Fast
Path Field!
Fast Path
Field
Enter
Icon
• Each transaction in SAP has a code. You can use the Transaction Code
instead of the menu path to navigate to the transaction (it can consist of
letters, numbers, or a combination)
• Type the Transaction Code in the Fast Path Field (ME51N was selected
above) and press Enter on the keyboard or click the Enter icon to navigate
to that transaction
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19
Closed Fast Path Field
Now you can
enter your
transaction
code
Select to ReOpen the Fast
Path Field
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20
Navigating Using the User Menu
 The user menu contains a list
of transactions based on your
role (menu path)
 Some of these transactions
are within folders
 You can navigate to these
transactions by double
clicking on the name of the
transaction
Double Click
to access the
screen
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21
Is there an Easier Way to Navigate?
 How can I easily get to where I need to be?
Set up Favorites!
Windows GUI Basic Navigation in SAP
22
Favorites
You can set up links to commonly used transactions in the
Favorites folder.
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23
Creating a Favorite
 Select the transaction from
menu path
 From the menu bar in the
Easy Access Screen, select
Favorites>Add to create a
shortcut to the transaction
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24
Changing the name of a favorite
Select the favorite you want to change From Menu Bar select
Favorites>Change
Enter the name change then green check
Name has been changed in Favorites
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25
Table of Contents
Click on any of the sections (in View>Slide Show mode) below to jump to that section or
click Enter or Page Down to enter the section highlighted below :
Getting into SAP (New Login Information)
Getting Around in SAP
Other SAP Basics (Tips and Tricks)
HR and Payroll Overview
Chart of Accounts Overview
Enterprise Structure Overview
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26
Displaying the Technical Names for
Transactions
From the menu bar, select Extras > Settings:
 Select Display technical names
 Click the green check icon
Click the green
check to continue
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27
Displaying the Technical Names for
Transactions (Part Two)
Technical Names
Not Displayed
Windows GUI Basic Navigation in SAP
Technical Names
Displayed
28
Sample Transaction Screen
Use the Tab key on your keyboard or your mouse
to move from field to field (such as From and To
below).
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29
Types of Fields
 Mandatory fields have a check mark
 Optional fields are blank
 Fields with matchcodes (drop down icon) allow searching
on the field for allowed entries
Mandatory
Field
Matchcode
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Moving from One Transaction to Another
You must type /N before the transaction code to move from
one transaction to another.
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31
Other Key Icons
• When in SAP hover the cursor over the icon to
determine what each icon represents on the menu bar.
A balloon pops providing the icon name and the
associated function key.
Enter
Save
Back
Windows GUI Basic Navigation in SAP
Print
Exit
Cancel
32
Help
System Messages
Message Type
Message Description
Error Messages
Indicates a problem that must be corrected before
continuing.
Information Messages
No action is required. SAP is informing you of a particular
fact or condition. However, you must hit enter past the
message.
Warning Messages
Indicates there may be a problem with the data you have
entered. You may have to correct the problem before
continuing.
 System messages will display to the bottom left of the screen
 Errors must be corrected before proceeding
 Click Enter to proceed past a warning message
 Budget, Procurement, Payroll, and HR will each have their own
system message codes. System Messages will be trained in each
of the fundamental courses.
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33
Creating a New Session
 A session is like a window
within SAP
 Opening up a new session
allows you to work on more
than one thing at the same time
 Follow: System> Create
Session or Select the Create
Session button from the
standard toolbar
 You must have chosen the
Windows GUI, not the Web
GUI for this to work
 You can have up to six
sessions running
simultaneously
Windows GUI Basic Navigation in SAP
 The Create a New Session
Button (for PCs only)
Create a
New
Session
34
Starting a New Session using Fast Path
 Type /O before the transaction code and hit Enter
 You will be taken directly to the new transaction in a new
session without closing what you were working on
 You can do this from any screen
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35
Ending a Session
 Ending a session is another way of logging off SAP
 Save your work before you close a session
 From the menu bar choose System>
End Session
 Additional logons you may have in SAP will remain open
– Each session must be closed separately
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36
Field Help
 Position the cursor in a field and select F1 on the keyboard
 A pop-up box will appear that provides an explanation of the field
Click in
the field
Example of
Field Help
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37
Logging Off of SAP
 Select the yellow arrow
at the top of any screen
> You will be warned about
saving your data even if
you have saved it!
 Or select System: Log off
> Select “Yes” to log off
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38
Table of Contents
Click on any of the sections (in View>Slide Show mode) below to jump to that section or
click Enter or Page Down to enter the section highlighted below :
Getting into SAP (New Login Information)
Getting Around in SAP
Other SAP Basics (Tips and Tricks)
HR and Payroll Overview
Chart of Accounts Overview
Enterprise Structure Overview
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39
What’s Different in Navigating the Portal?
Every role will have it’s own tab to access tools. For example:
 Human Resource Action Processors (HRAP) will have a separate tab
within the Portal to:
 View employee data
 Initiate employee actions
 Administrators will have a separate tab within the Portal to:
 View employee data
 Approve leave requests for vacation and sick personal reasons,
time entries, and personnel actions
 Payroll Contacts will access SAP using the SAP Access tab within the
Portal
Note:
Navigation for each Super User role will be covered in the
corresponding training course for that role.
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40
Key Terms
Adobe Interactive
Form
An electronic form within SAP used to create/change
Personnel Master Data. Becomes part of employee’s
record. (Adobe Acrobat Reader software required.)
iViews
Snapshots of employee data within the Portal for quick
reference.
Manager Self
Service (MSS)
Workplace for administrators to approve personnel actions
created/changed by the HR Actions Processor, as well as
leave requests and time.
Employee Self
Service (ESS)
Workplace for employees to view personal information
and request changes.
Business
Intelligence (BI)
Repository of SAP information for the purpose of
reporting.
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41
Key Terms
CATS
Cross Application Time Sheets – enter attendance and
absence transactions into SAP for either a single or
multiple employees on a single screen for the entire
payroll period.
KRONOS/
COMPASS
External time keeping systems from which time will be
imported into SAP.
Retro or Adj.
(Adjustments)
An adjustment made to an employee’s pay for a prior
pay period. This term will eliminate “Difference from pre”
from the pay stub.
Perpetual
Calendar
A continuing calendar that crosses over fiscal years
without interruption and is not tied to the school
calendar. Each Perpetual Calendar pay period consists
of 14 calendar days/10 weekdays and are paid on the
Friday after the pay period ends.
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42
What’s Changing with Human Resource Actions?
Current State
Future State
Positions are created/changed
through a manual, paper
process
Positions will be created/
changed electronically
Use ZPAF to process HR
actions
Use Adobe Interactive Forms to
process HR actions
PAFs may take a number of
days until approved and
processed within SAP
HR actions will be approved by
the Administrator and the
system updated immediately,
with certain exceptions
Employee resignations are
submitted via paper form and
processed via ZPAF
Employee will be able to resign
directly through ESS
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43
What Does the HR Actions Process Look Like?
HRAP
Start
Initiates HR
Process
Administrator
Approves HR
Process in
MSS
SAP
Complete?
Yes
HR Action is
Completed
No
HRIS/Staffing
HR Action is
Executed in
SAP
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44
Finish
Finish
What’s Changing with Payroll?
Current State
Future State
Time entered through PA61,
PA71, and ZA71
Time entered through CAT2
Time approved on paper,
through ZTIM and ZEARNINGS
reports
Time approved electronically
through Manager Self Service
(MSS)
Flexible Employee Data report
run directly in SAP
Flexible Employee Data report
run through Business
Intelligence (BI) in the Portal
ZDAB and ZTIM run as separate Retroactive Changes to Time
reports
Data combines information into
one report
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45
Table of Contents
Click on any of the sections (in View>Slide Show mode) below to jump to that section or click Enter or
Page Down to enter the section highlighted below :
Getting into SAP (New Login Information)
Getting Around in SAP
Other SAP Basics (Tips and Tricks)
HR and Payroll Overview
Chart of Accounts Overview
Enterprise Structure Overview
Windows GUI Basic Navigation in SAP
46
Course Objectives
Prepare yourself for your job specific SAP training:
 Recognize how SBBC will be using SAP ECC
Accounting in Human Resources and Payroll
 Describe the fields used when processing Human
Resource and Payroll transactions in SAP
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47
How will SBBC be using SAP ECC Accounting?
The following SAP ECC Accounting fields will be used in
Human Resource and Payroll transactions:
 Organizational Unit
 Cost Center
 Fund
 Functional Area
 Grant
 WBS Element (Work Breakdown Structure)
Note: Business Area is not used in HR. The Organizational Unit is used to
identify the location.
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Why is it important to know the various pieces of
the SAP ECC Accounting string?
 In some cases, the new SAP
ECC Accounting String will
contain the same number or
code for more than one field
because of the different parts of
SAP accounting
 This happens because each
part of SAP ECC accounting
requires data
 SAP ECC is an integrated
system – action in one area
creates a record in another part
of SAP
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When is the SAP ECC Accounting String
Used in Human Resources and Payroll?
Human Resource Actions:
 Supplements
 One-time Payments
Position Control:
 Position Request Forms
 Sick Leave Budget Forms
Cross Application Timesheets:
 Timesheet Cost Override
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Example When Used: Position Request Form
When completing the new Position Request Form, you will be asked to
enter the following Cost Distribution fields:
10 digits
16 digits
4 digits
16 digits
14 digits
Note: The entire Position Request Form will be covered in the Human
Resources Actions Processing training.
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51
Organizational Unit: Current SAP System versus
New SAP ECC System
Current SAP Structure for HR
New SAP ECC Structure
8 Digit Code
1st digit: 0
Location: 4 digits
Org Subunit: 3 digits
8 Digit Code
1st digit: 6
Location: 4 digits
Org Subunit: 3 digits
Current Org Unit #:
Pinewood Elementary
New Org Unit #:
Pinewood Elementary
02811000
62811000
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Cost Center: Current SAP System versus New
SAP ECC System
Current SAP Structure for HR
New SAP ECC Structure
10 Digit Code
Location: 4 digits
Type: 1 digit
Use: 1 digit
Function: 4 digits
10 Digit Code
Business Area: 4 digits
Type: 1 digit
Location: 4 digits
Plus one zero in most cases
Current Cost Center #:
Coral Springs High School
New Cost Center #:
Coral Springs High School
1151 3 0 5103
3252311510
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Cost Center: Examples
Note that cost centers have validity dates.
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54
Fund: Current SAP System versus New SAP ECC
System
Current SAP Structure for HR
New SAP ECC Structure
3 or 4 Digit Code
4 Digit Code
Current 3 digit code + a zero (0) or
Current 4 digit code
Current Fund #:
General Fund
New Fund #:
General Fund
100
1000
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55
Functional Area
 Equivalent to the current function and activity
 Used to assign costs to a specific part of the budget
 16-digit field which has a drop down icon for searching
“Red Book” means
DOE (Department of
Education) requirement
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56
Functional Area: Examples
 16-digit field
 Function: 4 digits
 Activity: 5 digits
 Plus 7 zeros
 Here are some examples
using the drop down icon
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Grant: Example of Grant Master Data
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58
Grant: Example
Grant Number: 14-Digit Field
C 9 7 8 0 0 0 0 1 . 0 7 0 8
The first 9 digits (to the left of the period) are always the same
as the WBS element for the grant.
 C: State Grant (Type of Grant)
 9780: ESE Department (Location that owns the grant)
 0001: 1st Grant (Grant # in that department)
The numbers to the right of the period represent the years for
which the grant is active:
 0708: Fiscal years 2007 through 2008 (the life of the grant)
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WBS Element
WBS = Work Breakdown Structure
 Up to 16-digit field
 Used in Grants Management, Project Systems, and
Capital Projects
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60
WBS Element: Grants Management
 Work Breakdown Structure (WBS) in Grants Management
represents the details as to who owns the grant and
where the money is being spent
 16-Digit Field
 Can begin with a letter from A-L
 As in the past, schools with Grant funds will be given the
proper Grant coding to use
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WBS Element: Grants Management
WBS Element: 16-Digit Field
C 9 7 8 0 0 0 0 1 0 1 . 1 7 5 1
The first 9 digits (to the left of the period) represent:
 C: State Grant (Type of Grant)
 9780: ESE Department (Location that owns the grant)
 0001: 1st Grant (Grant # in that department)
The 01 in yellow is the program in the WBS element.
The 1751 to the right of the period is the location where the
money is being expensed (Miramar High.)
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WBS Element: Project Systems
 Represents the phases and sub phases of a project
 Used by Departments
 Used when coding:
 Capital Facilities Projects
 WBS element begins with “P”
 Site Acquisitions Projects
 WBS element begins with “S”
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Summary
Congratulations! You should now be able to:
 Recognize how SBBC will be using SAP ECC
Accounting in Human Resources and Payroll
 Describe the fields used when processing Human
Resource and Payroll transactions in SAP
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64
Website to View the Chart of Accounts
Read all about the new Chart of Accounts on this website:
http://www.broward.k12.fl.us/comptroller/finrptg_sap_chart_of_accounts.htm
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65
Table of Contents
Click on any of the sections (in View>Slide Show mode) below to jump to that section or
click Enter or Page Down to enter the section highlighted below :
Getting into SAP (New Login Information)
Getting Around in SAP
Other SAP Basics (Tips and Tricks)
HR and Payroll Overview
Chart of Accounts Overview
Enterprise Structure Overview
Windows GUI Basic Navigation in SAP
66
Organizational Management Offers
 Provides a way to construct and maintain a model of the
district’s organizational structure
 Used to direct the workflows
 Ensure functional integration and organizational alignment
throughout the district
 Display reporting relationships
 Reports
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67
Sample of SBBCs Organizational Chart
THE SCHOOL BOARD OF BROWARD COUNTY, FLORIDA
2008-2009 ORGANIZATIONAL CHART
EDUCATIONAL PROGRAMS & STUDENT SUPPORT
THE SCHOOL BOARD OF
BROWARD COUNTY,
FLORIDA
A-001
SUPERINTENDENT
OF SCHOOLS
(35)
DEPUTY
SUPERINTENDENT
Educational Programs &
Student Support
E-019
(32)
EXECUTIVE DIRECTOR
Student Support Services
& ESE
E-120
DIRECTOR (28)
Psychological Services/
504
E-065
(28)
DIRECTOR
Health Education
Services
EE-125
(25)
CLINICAL NURSING
SUPERVISOR
Exceptional Ctr ESE
Cluster Headstart Full
Service Program Sites w/
Med. Complex Students
E-026
CURRICULUM(27)
SPECIALIST
Health Education
Services
E-121
(28)
DIRECTOR
School Social Work
& Attendance
E-126
DIRECTOR (29)
Dropout Prevention
Alternative
Education
DIRECTOR
Title I, Migrant &
Special Programs
E-123
(27)
COORDINATOR
Guidance, BRACE &
Academic Advisement
(3)
E-080
(27)
COORDINATOR
Severely Emotionally
Disturbed Network
EE-133
(25)
SPECIALIST
Dropout
Prevention
EE-135
EE-008
(25)
SPECIALIST
(Title I) Non-Public
Neglect & Delinquency
SPECIALIST (25)
(ESEA Title I)
Basic Parent
Involvement Program
EE-004
EE-007
SPECIALIST (25)
(ESEA Title I)
Basic Schoolwide
Project & Program
(2) Improvement
SPECIALIST
(Title I)
Secondary
EE-134
(25)
SPECIALIST
Dropout
Prevention
Coordinator
Program
Development
Student
Planning
& Improvement
E-070
EE-003
(25)
Coordinator
COURTS
LIAISON
Student Planning
(2)
(30)
DIRECTOR
Exceptional Student
Education
(30)
E-013
(27)
COORDINATOR
Family Counselors
E-003
Special Programs
E-022
(25)
EE-005
Outreach to Health &
Human Service
Organizations
(25)
SPECIALIST
(Title I)
Elementary
DIRECTOR (27)
COORDINATOR
Psychological
Due
Process
Services/504
(2)
Lane Roosa
E-061
DIRECTOR (27)
CURRICULUM
SPECIALIST
Psychological
Specific
Learning
Services/504
Disabilities
Lane Roosa
E-060
DIRECTOR (27)
CURRICULUM
Psychological
SPECIALIST
Services/504
Mentally
Handicapped
Lane Roosa
E-134
(27)
COORDINATOR
Behavior
E-081
Board Approved: 05/06/2008
Windows GUI Basic Navigation in SAP
(27)
COORDINATOR
Preschool ESE
- 4B -
68
E-062
CURRICULUM
DIRECTOR (27)
SPECIALIST
Psychological
Speech-Language
Services/504
Physically Impaired
Lane Roosa
E-064
CURRICULUM(27)
SPECIALIST
Hearing/Visually
Impaired
E-071
(27)
DIRECTOR
COORDINATOR
Psychological
Fl. Diagnostic & Learn
Services/504
Resource System
Lane Roosa
E-057
CURRICULUM
DIRECTOR (27)
SPECIALIST
Psychological
Emotionally
Services/504
Handicapped
Lane Roosa
E-125
CURRICULUM(27)
SPECIALIST
Autism
DIRECTOR
A++/NCLB
E-130
(29)
DIRECTOR
DIRECTOR
SSS Fiscal &Student
Data
Exceptional
Operations
Education
E-028
(27)
COORDINATOR
Medicaid
E-131
(26)
MANAGER
DIRECTOR
SSS/ESE
Electronic
Exceptional Student
Management
System
Education
EZ IEP
R-034
(28)
COORDINATOR
School Improvement
Organizational Structure

All positions belong to an org unit and do not move
from one org unit to another.

Holders of positions can move from one org unit to
another. People hold only one primary position, but
can hold as many secondary positions as they are
offered and have time to work.

Jobs hold the general attributes of the position, i.e.,
education qualifications, salary schedule, etc.
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69
Primary Objects of the Organizational
Structure
Organizational Management houses the building blocks that
provide the foundation for the entire structure of SAP:
Organizational
Unit (O)
Describe the various departments that exist within
BCPS.
Examples include: Superintendent’s Office, North Area
Superintendent Office, New River Middle School, etc.
Job (C)
General classifications of tasks and attributes that are
routinely performed together and include Teacher,
Principal, Office Manager, etc.
Position (S)
Individual employee assignments in the district and
include Paraprofessional, Teacher-Science, Associate
Superintendent HR, Office Manager, etc.
Person (P)
Specific individuals who hold positions within the
district.
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70
Organizational Units (O)
 Are represented by “O” in SAP and are 8 digits.
 The first digit will be a 6 no longer a 0.
 Describe the various departments/schools that exist within
BCPS.
 Multiple organizational units and their inter-relationships
form the Organizational Hierarchy.
 Each organizational unit is managed by a Chief.
 The example shows the Superintendent’s Office as
“root” organizational unit and CFO and North
Area Superintendent’s Office as two
Superintendent’s
subordinate units with subsequent
Office
(69511000)
subordinate units that report to them.
North Area
Superintendent’s
Office
(69551000)
CFO
(69730000)
Budget
Office
(69703000)
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71
Treasurer‘s
Office
(69704000)
Liberty
Elementary
(63821000)
Lyons
Middle
(63101000)
Ely
High
(60361000)
Jobs (C)
 Jobs are represented by “C” in SAP.
 Jobs are general classifications of tasks that are routinely
performed together and represent a unique classification
of responsibilities.
 Jobs hold attributes, such as education and salary scale,
and are attached to positions.
 Examples include Director, Teacher – Grade 2, Principal Elementary, Office Manager II - High, etc.
Job:
Director
Position:
Position:
Director, Non-Instructional
Director, Benefits
Position:
Staffing
Director, Budget
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Jobs (C)
 Jobs IDs in SAP 6.0 are determined by the salary object
and Job Class #.
 Jobs in SAP 4.6B were systemically assigned without
logic.
 Job Class #’s are unchanged from old SAP to new SAP
Job ID
SAP 4.6
10001007
10001008
10001009
10001010
10001011
10001012
SAP 6.0
16020211
16020215
16020219
16020220
16020221
16020222
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Job
Class Job Title
20211
20215
20219
20220
20221
20222
GENERAL CLERK I (SCHOOL-BASED)
CLERK TYPIST I
CLERICAL DAYS BEYOND
GENERAL CLERK II (SCHOOL-BASED)
GENERAL CLERK II
CLERK TYPIST II
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Positions (S)
 Positions are represented by “S” in SAP..
 Positions are the individual employee assignments in the
district.
 Positions are occupied by persons.
 Positions impact the budget.
 As a rule, only one employee occupies a primary position.
Job:
Teacher – Grade 2
Position:
Teacher – Grade 2
Sue Smith
Position:
Teacher – Grade 2
Position:
Teacher – Grade 2
Daryl Jones
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Tom Richards
Positions (S)
 Many work-related attributes, such as workflow, approvals
and security are attached to the position.
 Once you have a job, you must specify the number of
corresponding positions required in the organization.
 A position inherits a job’s tasks but you can also define
additional tasks related to duties performed specifically by
that position.
 A position references a job directly. If characteristics of a
job are changed, this has an effect on the positions
related to that job.
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Persons (P)
 Persons are represented by “P” in SAP.
 Persons (SBBC employees) are assigned to positions within the
organizational structure. Additional personal information (i.e., home
address, emergency contact, education, etc.) for persons is maintained
in SAP.
 Generally, only one person should occupy a primary position at one time.
 The person carries his or her personal information to the position and
this information transfers with the person if they transfer to another
position.
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Chiefs
 Chiefs manage the organizational unit
and sit on top of the reporting hierarchy
for that particular organizational unit.
 Chiefs report to other chiefs as
organizational units report to other
organizational units.
 The designation of a position as a Chief
is reflected in the position attributes.
 The chief
will have the Manager Self
Service (MSS) functionality.
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Organizational
Unit
Organizational Structure & All its Attributes
Organization
Dania
Elementary
Title I
Fund 4230
Grant No. CA83000001.0708
WBS CA830000101.0101
Job
Teacher –
1st Grade
50%
50%
3501101010
(Default)
Belongs to/Incorporates
Belongs to/Incorporates
(1018)
Cost Center
Has
Position
Teacher –
1st Grade
Described by/Describes
Position
Teacher –
1st Grade
Fund 1000
(1018)
Held/Holds
Held/Holds
Person
Jane Smith
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Person
Joe Jones
78
100%
Fund 1000
(1018)
Relationships in Organizational Management
To recap, understanding the role that each object plays and the relationships
between the objects is critical to being able to work within the SAP environment.
Jobs are general
classifications of
tasks routinely
performed together
Org. Unit
Organizational Units
describe the various
schools/departments
that exist within SBBC
Chiefs manage the
organizational unit
Job
Positions are specific
classifications of
work duties
Windows GUI Basic Navigation in SAP
Chief
Persons are
assigned to
positions
Position
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Person
Enterprise Structure
The coding is changing for the Enterprise Structure. See the ERP
website for the complete list.
Personnel Area (PA)
– Identifies personnel
groups used in SAP
– SBBC uses the 21
Bargaining Unit/Meet
and Confer groups
Examples
Personnel Area
SAP
4.6
SAP
ECC
Teachers
INST
IN01
Hourly Adult
INST
IN02
School Based
Admin
ADMN
AD03
Admin (Union)
ADMN
AD02
Personnel Sub Area (PSA)
– Is a sub division of the personnel
area. Used to control pay scale,
wage types, and work schedule
planning.
– Broward uses the 27 Board
Approved Calendars
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Examples
Personnel Sub
Area
SAP
4.6
SAP
ECC
196 day calendar TE96
0007
244 day calendar SU44
0030
Personnel Structure
Employee Group
Employee Sub Group
SAP 4.6b
SAP 4.6b
SAP ECC
Active
Salaried Full time (SF)
Salaried w/Benefits)
(01)
Inactive
Salary Parttime (SP)
Salary Partime, benefits (SB)
Retired
Hourly Full-time (HF)
Withdrawn
Hourly Full-time (HP)
SAP ECC
Hourly Partime, benefits (HB)
Hourly Partime, 3 hours( H3)
Active FT (1)
100% only
Hourly Other (HO)
Active PT (2)
Hourly Sub (HS)
Inactive (3)
Pool Substitutes (PO)
Withdrawn (5)
NonEmployee (8)
NEVER USE
Windows GUI Basic Navigation in SAP
Hourly Temp (HT)
Student Workers/Exempt (SE)
Student Workers/Non exempt
(SN)
Temporary Hourly (TH)
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Hourly w/Benefits
(02)
Temporary (03)
Hourly Adult/Coach
(04)
Pool Subs (05)
Substitute (06)
Nonemployee (08)
NEVER USE
Conversion (99)
Summary
The organizational hierarchy created in
SAP provides the foundation for a variety
of key activities including automated
workflow, approvals, and security access.
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Congratulations!
You have now
completed reviewing
the navigation and
overview materials.
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83