Basic Navigation in SAP - Broward County Schools

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SAP Basic eNavigation and Fundamentals:
Getting Into SAP
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
Basic Navigation in SAP
2
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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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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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
Basic Navigation in SAP
• Case sensitive, so make sure the
month letters are lowercase
5
Initial Password Selection
Click to change
your password
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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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Portal Assistance
If you have trouble logging into the BRITE Portal, you will need to
contact the BRITE Support Center at (754) 321-8120.
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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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SAP Access via the BRITE Portal
Select the SAP
Access tab
Then click the ECC
Production link, which
will open SAP in a new
window.
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Copyright Pop-up Window
You will only see this the first time you log on to SAP.
Click the green check
icon to continue
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SAP Basic eNavigation and Fundamentals:
Getting Around in SAP
SAP User Menu
The default screen is called the SAP Easy Access Screen.
 Switch from the User menu (only transactions specific to your role)
or the SAP menu (the standard SAP menu) by selecting the
appropriate buttons highlighted below
 When logging in, either the User menu or the SAP menu will
display
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Navigation Buttons
 Menu, System, and More… are buttons with black corners
indicating a drop down menu
 The Menu button is an expandable tool that navigates with arrow
keys to submenus
 System and More are expandable tool buttons that will display a list
of actions
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Toolbars & Navigation Area
 The Title Bar indicates the name of screen
 Navigation Area contains folders and transactions
 The Status Bar displays system messages
Title Bar
Navigation
Area
Status Bar
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Moving from the Easy Access Screen to
Transactions
 What is a transaction?
 Enables user to create, change, and display data or
run reports in SAP
 How do I get to a transaction from the Easy Access
Screen?
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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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Accessing a Transaction using the Fast
Path Field
Don’t click
this…It will
close the Fast
Path Field!
Fast Path
Field
 Each transaction in SAP has a transaction code which can be used
instead of the menu path to navigate to the transaction
 A transaction code can consist of letters, numbers, or both
 Type the transaction code in the Fast Path field and click Enter to
navigate to that transaction
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If you Close the Fast Path Field by Mistake
Select to re-open
the Fast Path
field
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Now you can
enter your
transaction
code
19
Navigating to a Transaction Using the User
Menu
 The User menu contains
a list of transactions
based on your role
 Some transactions are
grouped within folders
 Navigate to these
transactions by doubleclicking the name of the
transaction
Double-click to
access the
transaction
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Is there an Easier Way to Navigate?
 How can I easily get to where I need to be?
Set up Favorites!
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Favorites
You can set up links to commonly used transactions in the
Favorites folder.
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Creating a Favorite

Select the transaction from the
SAP menu

Click Menu > Favorites > Add
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Changing the Name of a Favorite
Select the transaction to rename, and then click Menu > Favorites >
Change.
Enter the name change, and then click the green check icon.
Name has been changed in Favorites.
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SAP Basic eNavigation and Fundamentals:
Other SAP Basics
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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Displaying the Technical Names for
Transactions (Part Two)
Technical Names
Not Displayed
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Technical Names
Displayed
27
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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Types of Fields
 Mandatory fields have a check mark
 Fields with a matchcode icon allow the user to search for
available entries
Mandatory field
Matchcode icon
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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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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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Creating a Session
You can create additional “sessions” only by clicking on the ECC Production
link on the SAP Access tab of the portal, which will open up additional SAP
browser windows.
Click ECC Production – XEP 500 – WebGui to
create a new session and get to the SAP Easy
Access screen
*GUI stands for “Graphical User Interface.” This simply
means you will be accessing SAP through the web.
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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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Logging Off
 Select System > Log off
 You will be warned about saving
your data even if you have
saved it!
 Select “Yes” to log off
 Other sessions will remain open
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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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Human Resources and Payroll Overview
Role Descriptions
Human Resources Action Processor (HRAP) – replaces
PAF Processor:
 Utilizes the HR Administrative Services (HRAS)
function to create, execute and delimit HR
activities/processes
 Data is populated on Adobe Interactive forms and
once executed updates the backend system (SAP)
Payroll Contact:
 Enters attendance and absences into SAP system
 Researches and communicates payroll issues to
management and/or employees
 Runs reports for audit documentation
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What’s Different in Navigating the Portal?
 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 role will be covered in-depth in the
corresponding training course for that role.
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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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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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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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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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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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What Does the CATS Time Entry Process Look Like?
Payroll
Contact
Start
Enters Time
via CAT2
Administrator
Reviews Time
in MSS
Approve
Payroll Dept
Employee
Processes
Payroll
Receives
Payment
Finish
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Organizational Management Structure
Lesson Objectives
At the end of this lesson, participants will be able to:
– Describe the overall organizational structure within
SBBC
– Recognize the primary objects of the organizational
structure in SAP
– Explain the relationships between objects within
organization management
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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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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
Outreach to Health &
Human Service
Organizations
EE-133
(25)
SPECIALIST
Dropout
Prevention
EE-135
EE-134
(25)
SPECIALIST
Dropout
Prevention
Coordinator
Program
Development
Student
Planning
& Improvement
E-070
EE-003
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
(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
SPECIALIST
(Title I)
Secondary
(25)
EE-005
(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
Basic Navigation in SAP
(27)
COORDINATOR
Preschool ESE
- 4B -
48
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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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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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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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
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SAP 6.0
16020211
16020215
16020219
16020220
16020221
16020222
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
53
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
58
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
Basic Navigation in SAP
Chief
Persons are
assigned to
positions
Position
59
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
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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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Course Summary
You should now be able to:
 Log on/off the BRITE Portal
 Navigate the SAP Easy Access screen
 Identify transactions in SAP
 Access transactions using:
 Transaction codes
 User menu
 Favorites folders
 Navigate transaction screens
 Enter data in fields using
 Free entry (manual typing)
 Matchcodes (look up)
 Recognize system messages
 Access Help for field definitions
 Describe Human Resource and Payroll changes
 Understand the Organization and Enterprise Structures
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Follow-Up & Support Options
 ESS Appraisal
Follow-Up
 Blackboard
User Support Options

BRITE Support Center 754-321-8120

BRITE Website:
web/erp -orhttp://www.broward.k12.fl.us/erp/
Basic Navigation in SAP

e-Learning

Context Sensitive Help

Online Training Library

BRITE CAB Conference

BRITE LITES (By Role)
65
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