Employee Relations & EEO
Objectives
 Understand the changes the new SAP ECC 6.0 system
will bring.
 Understand changes in the new processes.
 Understand the new BI reporting system.
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Agenda
Lesson
Time
One: SAP Terminology
Two: Process Overviews
Three: Navigating Master Data
Four: All Days Paid
Five: BI Navigating and Reporting
Six: Summary
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Key Terminology
Manager Self
Service (MSS)
Workplace for administrators to approve absence
requests for vacation and sick personal time, time entries,
and personnel actions.
Employee Self
Service (ESS)
Workplace for employees to view personal information,
request changes, and submit absence requests for
vacation and sick personal reasons to manager for
approval.
Business
Intelligence (BI)
Repository of SAP information for the purpose of
reporting.
Salaried Employee Contracted salaried employee with a work schedule rule
assigned. Example – Teacher, Principal, Office Manager
Hourly Employee
w/Work Schedule
Contracted hourly employee with a work schedule rule
assigned. Example – Custodian, Cafeteria Worker
‘True’ Hourly
Employee
Non-contract employee with no assigned work schedule.
Example – Substitute Teacher, Temporary Worker
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Key Terminology
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 (starting on Mondays and
ending on Sundays) and is paid on the Friday after the
pay period ends.
Portal
A site that functions as a point of access to information on
the web. Examples of a portal include Yahoo, Google, etc.
SAP will be accessed through the BRITE portal.
Adobe Interactive
Form
An electronic form within SAP used to create/change
Personnel Master Data. Becomes part of employee’s
record. (Adobe Acrobat Reader software required.)
Employee iView
Snapshot of specific pieces of employee information on
the BRITE Portal.
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Key Terminology
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. COMPASS is used by maintenance
and transportation employees. KRONOS is used to
capture time for sub teachers, voc tech staff, and some
maintenance and transportation employees.
Retro or Adj.
(Adjustments)
An adjustment made to an employee’s pay for a prior
pay period. This term will eliminate ‘Differences from pre’
from the pay statement.
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Key Changes for Employee Relations & EEO
 Implementation of revised coding of SAP HR Enterprise and
Personnel Structure results in more efficient reporting of employee
groupings.
 Employee requests will be initiated or completed online, such as
resignation or retirement and changes in address, tax deductions,
beneficiary, etc.
 Create, approve and access performance evaluations through the
on-line system.
 Link from SAP to IXOS continues to be available in new system.
 Improved reporting available in ESS regarding yearly employment
and salary.
 Online requests for employee information from internal & external
sources will be time/date stamped & processed in a central location.
 Employee can view employment & salary history online, and request
via online form.
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Primary Objects of the Organizational Structure
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
Organizational Units
describe the various
schools/departments
that exist within SBBC
Org. Unit
Chiefs manage the
organizational unit
Job
Positions are specific
classifications of
work duties
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Chief
Persons are
assigned to
positions
Person
Position
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PA20: Display HR Master Data
 PA20 is the simplest way to display information on an
employee.
 Information is stored within various Infotypes.
 IMPORTANT: If you have access to PA20 and PA30 it is
critical to remember to display information only in PA20.
If you use PA30 you will lock the employee record so
that others cannot make changes.
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PA20: Display HR Master Data
Type the employee’s
personnel number and click
Enter on your keyboard.
1
Click the appropriate
tab to display
infotypes for that
functional area.
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2
PA20: Display HR Master Data
Click the selection button to
the left of the infotype.
5
An alternative to
selecting the
appropriate tab
and infotype in
steps 2 and 3 is
to simply type
the infotype
number (if
known) in the
Infotype field.
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3
4
Select the period if
appropriate or click
All (not all infotypes
will require period
selection).
Object Manager
2
1
3
4
5
6
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Object Manager
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Key Infotypes for EEO & Employee Relations
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Infotype 0041
Infotype 0019
Date Specifications
Monitoring of Tasks
Infotype 0022
Infotype 0009
Infotype 0014
Infotype 0015
Education and Training
Hourly Rate per Assignment
Recurring Payments/Deductions
Additional Payments
Infotype 0007
Infotype 0008
Infotype 0077
Planned Working Time
Basic Pay
Additional Personal Data
Infotype 2001
Infotype 2002
Absences
Attendances
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Infotype 0041: Date Specifications
1
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2
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Infotype 0019: Monitoring of Tasks
1
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Infotype 0022: Education and Training
1
1
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Infotype 0554: Hourly Rate per Assignment
1
2
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Infotype 0014: Recurring Payments/Deductions
1
2
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Infotype 0015: Additional Payments
1
2
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Infotype 0795: Certification and Licensing
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Infotype 0796: Duty Assignment
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Infotype 9023: Previous Employers
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Infotype 0007: Planned Working Time
1
2
3
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Infotype 0077: Additional Personal Data
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Infotype 2001: Absences
1
2
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Infotype 2002: Attendances
1
2
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Infotype 0008: Basic Pay
6
1
2
3
4
5
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Infotype 0008: Basic Pay Details
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All Days Paid Overview
All Days Paid Concept
 Annual contract salary is not changing, but is being redistributed to
prevent paying employees in advance
 Affects only contract salaried employees
 All days between first and last day of contract, excluding weekends,
are considered to be “Paid Days,” including worked days, holidays,
paid and unpaid days
 Salary will be distributed among all “Paid Days” to provide equal
paychecks for employees, except for first and last paychecks
 Annual Contract Salary, hourly rate for additional positions, and sick
leave payout will not be affected
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Work Days versus Paid Days
FACTS
SEPTEMBER 2007
S
M
T
W
Th
F
S
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
25
26
27
28
29
30
Unpaid Holiday
4 days worked in
each of weeks 1 & 2
5 days worked in
each of weeks 3 & 4
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20 paid days in the month
18 work days in the month
Employee paid $3,000 per month
$3,000/18 days = $166.67 per work day
$3,000/20 days = $150 per paid day
Week
Salary based
Salary based
Ended
on work days
on paid days
9/7
$666.68
$750
-$83.32
9/14
$666.68
$750
-$166.64
9/21
$833.32
$750
-$83.32
9/28
$833.32
$750
$0.00
$3,000.00
$3,000
$0.00
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Difference
Work Days versus Paid Days –
Standard 196-day Calendar for 2007-08
Work Days
Additional days between first
and last days worked*
Paid Days
196
FACTS
18
$32,700 Annual Salary
196 Work Days
214 Paid Days
214
*Equals days unpaid: 9/13/07,
11/23/07, 12/24/07 thru 12/28/07,
12/31/07, 1/02/08 thru 1/04/08,
1/20/08, 3/21/08, 3/31/08 thru 4/04/08
Salary
Days
Daily
Rate
$32,700
196
$166.84
7.5
$22.24
Work Days
$32,700
214
$152.80
7.5
$20.37
Paid Days
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Hrs
Hourly
Rate
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What Does This Mean?
Starting 2008-09 school year, the first and last paychecks
for contract salaried employees (except for those on the
240+ day calendars) will be for only the actual days worked
in the payroll period.
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Sample First Pay Date Information in School Year 2008-09
August 2008
S
M
T
W
T
F
S
1
2
3
4
5
6
7
8
9
10
11
13
14
15
16
17
18
⌂
12
19
20
21
22
23
24
25
26
27
28
29
30
31
1
2
3
4
5
⌂
Est. School Start
Date 8-18-08
Start/End of pay
period
Employee reports
to work
Employee receives
check
 Pay period begins on August 4 and ends on August 17
 The 196-day employee starts work on August 11 (estimated)
 The employee is paid on August 22 for five days and September 5 for
ten days
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Pay Statement – New Look!
Detail on the pay statement will include:
 Absence type and hours taken in the pay period shown as part of the
Earnings Summary
 Incentives paid shown as separate line items
 Position numbers and corresponding hourly rates
 Under the Leave Summary show: Earned, Fiscal YTD Used and
Balance
 Leave balances to be updated by pay period, in fractions (i.e., for Sick
Leave, half day accruals based on your work schedule)
Eliminated from the pay statement:
 “Difference from Pre” – instead provide a “Retro” or “Adj.” column for
each type of pay (primary, secondary, supplements…)
 “EQ Adjustments”
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Pay Statement – New Look!
Breaks out Pre & Post Tax Deductions
Itemizes Primary and
Secondary Positions
Leave balances will
be updated every
pay period
Replaces
“difference
from pre”
Displays amount(s) of your
direct deposit(s) and direct
deposit institution(s)
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Taxes an employee pays
on life insurance premium
Year Round Pay Option

Year Round Pay (YRP) Option  pre-tax calculation

Per IRS regulations (IRS Code Section 409A):
 YRP selection is optional and must be made Annually prior to the first day
of the contract calendar
 No changes can be made during the year; YRP option cannot be
cancelled mid-year
 Early payouts will occur only for retirement, early termination, and Board
approved leave; no hardship payouts are allowed

Amount is system-calculated
 Biweekly pays are calculated on gross Base Salary only
 Payments for Supplements, additional hours or positions and Longevity
payout are not included in the calculation for the Year Round Pay Option
summer checks

Amounts are fixed for the duration of the year

Health insurances, voluntary insurances (cancer, life, pre-paid legal, etc.),
union dues, United Way, and other similar deductions will not be deducted
from Year Round Pay Option summer checks

Taxes, garnishments, and TSAs will be deducted from Year Round Pay Option
summer checks
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Year Round Pay Option Calculation
Year Round Pay Completed Worksheet
Check Date
8.22.08
33681
Williams, Will
Per#
196
/
Contr Days
196
Contr Days
$31.93877
Employee Name
214
Contr Hrly Rate
=
ADP Days
/
261
YRP Days
0.91589
ADP factor
=
0.75096
YRP Factor
7.50
196
Wk Sch Rule
Contr Days
x $31.93877 = $29.25233 x
Contr Hrly Rate
ADP Hrly Rate
$23.98467 x
x $31.93877
x Contr Hrly Rate
YRP Hrly Rate
214
261
ADP Days
YRP Days
5.00
x
PP # of Days
5.00
PP # of Days
7.50
Wk Sch Rule
x
7.50
Wk Sch Rule
YRP Deduction
ADP--All Days Paid
YRP--Year Round Pay
PP--Pay Period
WSR--Wk Sch Rule
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5.00
PP # of Days
= $ 1,096.96
PP Gross Amt
$
899.43
PP Gross Amt
$
197.54
Off-Cycle Workbench
PUOC_10: Off-cycle Workbench
1
2
4
3
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PUOC_10: Off-cycle Workbench
Pay Statement (DRAFT)
5
6
7
8
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PUOC_10: Off-cycle Workbench
Pay Statement (DRAFT)
9
10
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Simulation
PUOC_10: Off-cycle Workbench
Let’s display the pay statement for Peter Smith. Using
transaction PUOC_10, we’ll select his personnel number
and view the statement.
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Questions?
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