Non-Instructional Staffing
Super User Training
June 18, 2008
Accessing SAP
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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
Currently, Broward uses SAP 4.6 b and is implementing
SAP/ECC 6.0
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SAP BRITE Website





www.broward.k12.fl.us/erp
For end users, SAP will now be accessed through the web.
For super users, SAP can 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:
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Logging into the BRITE Portal
User Login ID
Password (first time users only)
Entry format = P00012345
Entry format= ja021956
• Letter “P” plus 8 digits
• mm = first 2 letters of birth month (ja)
• Personnel Number 00012345
• dd = 2-digit birth day (02)
• If personnel number is less than
• yyyy = 4-digit year of birth (1956)
• 8 digits (i.e. 12345) , then leading
zero(s) should be added to it
• Case sensitive, so make sure the
month letters are lowercase
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BRITE Portal Screen
 The BRITE Portals provide you access to the SAP systems
 The tabs in the Portals 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
 SAP Access and Reports will only be available from the intranet
 Employee Self Service (ESS), HR Action Processor (HRAP) &
Manager Self Service (MSS) will be available from the internet
Reports
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Super Users Options
SAP through the portal using the windows GUI.
Limited staff in HRIS and Staffing will use the HR Action
Processor tab to execute the HR Actions that have been
approved by the manager.
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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.
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Terminology & What’s Changing
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Key Terminology
Portal
A site that functions as a point of access to information on
the web. Examples of a portal include Yahoo, Google, etc.
SAP will be accessed through the BRITE portal.
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.)
Human Resource
Administrative
Services (HRAS)
HRAS is a functionality that allows a user to create and
execute HR actions, manage their work, and view
employee data.
Human Resource
Action Processor
HRAP is a role that replaces the PAF processor. This role
will use the HRAS functionality to create HR Actions,
Position Request and view data.
Manager Self
Service (MSS)
Workplace for administrators to approve HR actions
created/changed by the HR Actions Processor.
Employee iView
Snapshot of specific pieces of employee information on
the BRITE Portal.
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What is Changing
 Enterprise Structure
 New Infotypes
 9023 Work Exp Credit, 795 Certification, 796 Duty
Assign, 9003 Out-of-field, 9020 Exit Interview, 9011
Reappointment
 Reappointment Process
 Location and Staffing will Execute Actions
 Staffing Departments
 Additional Positions (Instructional Staffing)
 Terminations
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What is Changing
 Using the Board Agenda (9010) to Create Board List
 Staffing departments can execute
 Online Creation and Maintenance for Positions
 No longer use paper PRF
 HR Administrative Services Functionality
 Manager Self Service (MSS) Functionality
 Work flow
 Employee Self Service (ESS)
 New look, easier navigation, more functionality
 Reports
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What is Not Changing
 Declaration of Vacancy/Requisitions
 Instructional continue to use DOV
 Noninstructional submit hard copy
 Hiring
 Instructional continue to use DOV
 Noninstructional fax preclearance
 Leaves, Retirements, FMLA, Disability
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Personal Data Infotypes
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Personnel Data Infotypes
0001
Organizational Assignment
0077
Additional Personal Data
0002
Personal Data
0105
Communication
0006
Addresses
0302
Additional Actions
0016
Contract Elements
0554
Hourly Rate per Assignment
0019
Monitoring of Tasks
0795
Certification (New!)
0021
Family/Related Person
0796
Duty Assignment (New!)
0022
Education and Training
9001
Inservice (New Look!)
0024
Qualifications
9003
0025
Appraisal
Out-of-field (New Look &
Functionality! )
0028
SBBC Security and Exams
0033
SBBC Experience Years
9010
9011
9020
Board Agenda
Reappointment (New!)
Exit Interview (New!)
0034
Corporate Function (New!)
9023
0040
Objects on Loan (New!)
Previous Employers – Work
Exp Credit (New Functionality!)
0041
Date Specifications
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NOTE: Links work in
Slide Show view (F5)
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.
5
6
1
Click the appropriate
tab to display
infotypes for that
functional area.
3
Click the selection button to
the left of the infotype.
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Select the period if
appropriate or click
All (not all infotypes
will require period
selection).
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2
PA20: Display HR Master Data - Alternative
Type the employee’s
personnel number and click
Enter on your keyboard.
4
1
5
5
2
3
Select the period if
appropriate or click
All (not all infotypes
will require period
selection).
Simply type the
infotype number
in the Infotype
field.
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Infotype 0001: Organizational Assignment
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Infotype 0002: Personal Data
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Infotype 0006: Addresses
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Infotype 0016: Contract Elements
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Infotype 0019: Monitoring of Tasks
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Infotype 0022: Education and Training
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Infotype 0024: Qualifications
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Infotype 0033: SBBC Experience Years
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Infotype 0034: Corporate Function (New!)
Codes:
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Infotype 0040: Objects on Loan (New!)
This Infotype generates a property pass:
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Infotype 0041: Date Specifications
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Infotype 0077: Additional Personal Data
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Infotype 0105: Communication
NOTE: Add 0010 to the Subtype
(Sty) field to view email:
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Infotype 0302: Additional Actions
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Infotype 0554: Hourly Rate per Assignment
New! Now you can view the
org unit number and name.
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Infotype 795: Certification Overview (New!)
4.
1.
2.
3.
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Infotype 795: Certification Individual Certificate
(New!)
1.
2.
3.
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4.
5.
Display: Duty Assignment Infotype in SAP 6.0
Infotype 796 (New!)
1.
2.
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Display: Out of Field Infotype in SAP 6.0
Infotype 9003 (New Functionality!)
1.
1
2
2.
3.
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Infotype 9020: Exit Interview (New!)
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Infotype 9023: Other/Previous Employers
(New Functionality!)
1
2
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Return to List
Knowledge Check
Which transaction should I use if I want to display data?
A.
B.
C.
D.
PA20
PA30
LSO5
DATA1
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Questions?
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Employee Self Service (ESS)
ESS Resident Experts
Utilizing ESS Resident Experts is part of the ESS
Deployment Strategy
 ESS “resident experts” will form a cadre of
knowledgeable individuals who will be able to assist their
staff with using ESS to conduct the following actions:
 Professional Development
 Benefit Assignments
 Time Absence Requests
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Employee Self Service (ESS)
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Separation of Employment: Initiated through ESS
Coming Soon
Employee
Start
Submits
Resignation
through ESS
HRAP
Administrator
Receives and
Completes
Termination
Process
Reviews
Termination
in MSS
SAP
Approve
Termination
is Processed
in
Background
Finish
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Employee Self Service – DRAFT!



The employee will submit his/her resignation online.
He/she will update personal information via the Exit Interview.
The Separation of Employment form will then go to the HRAP for processing.
NOTE: This is a sample and should be considered draft only. You will be
notified by your location when this process is available online. You may still
submit your resignation through the current procedures.
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Demonstration: ESS
Let’s play with ESS
 Contact Information
 Career and Job
 Education
 Certification
 Out-of-field
 Duty Assignment
 Life & Work Events
 Onboarding (Coming Soon)
 Submit Resignation (Coming Soon)
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Questions?
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Process Overviews
HR Actions Forms that Staffing will Execute
 Terminations
 Additional Position (Inst Staffing)
 Working While on Leave (Inst Staffing)
HRAP
Start
Initiates HR
Process
Administrator
Reviews HR
Process in
MSS
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SAP/Staffing
Approve
50
Process is
Executed
Finish
HR Actions
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Interactive Form: Example
1
2
3
4
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Personnel Actions: Additional Positions
5
6
7
8
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Knowledge Check
Which HR Action will the Staffing departments execute?
A.
B.
C.
D.
Separation of Employment
Supplements
Termination
One Time Payment
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Questions?
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Overview Summary
Congratulations! You should now be able to:
 Sign on to SAP
 Understand what is changing
 Display employee information using PA20
 Review Employee Self Service (ESS)
 Understand HR Actions & Process affecting your
department
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Part Two
Action & Transaction Processing
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Human Resources
Administrative Services
(HRAS)
&
Navigating the UWL
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HR Action Processor Navigation Screen
4
1
2
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59
Navigating the Universal Worklist – Tasks
1
2
3
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Navigating the Universal Worklist - Notifications
4
5
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Navigating the Worklist – Tracking
6
7
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Interactive Forms: Search Processes
1
2
3
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Interactive Forms: Search Processes
4
5
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Knowledge Check
Which tab in the Universal Worklist (UWL)
shows items requiring your attention?
A.
B.
C.
D.
Tasks
Alerts
Notifications
Tracking
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Employee iViews
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Lesson Objectives
At the end of this lesson, participants will be able to:
 Perform a basic search for employees
 Use the advanced search functionality to search for
employees
 Display employee information using iViews
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Employee iViews: Overview
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Employee iViews: Employee Search
2
1
4
3
8
7
5
6
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Employee iViews: General Data
2
1
3
4
5
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Employee iViews:
Objects on Loan
Personal Data
1
1
2
2
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Employee iViews:
Date Specifications
Monitoring of Tasks
1
1
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Employee iViews: Absence Days
1
2
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Employee iViews: Education
Employee iViews: Certifications
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Employee iViews: Salary Data
Salary Wage Types
Salary Data
1
1
2
Planned Working Time
1
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Demonstration: Employee iViews
Let’s view the employee information for Consuela Stone.
Specifically, let’s look at the following iViews on the HR
Action Processor tab:
 General Data
 Organizational Assignments
 Personal Data
 Education
 Certifications
 Wage Types
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Knowledge Check
To perform a basic employee search, which of the following
values may be entered?
A.
B.
C.
D.
Last name
First name
Personnel number
Any of the above
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Questions?
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Navigating the forms
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Adobe Interactive Forms: Navigation
1
2
3
4
5
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Adobe Interactive Forms: Navigation
1
2
3
4
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Actions Processing –
Terminations
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Termination Types
Separation of
Employment
Separation of
Employment
Initiated through
ESS
(COMING SOON!)
Executed by the HR
Action Processor
Employee submits
voluntary
resignation through
ESS
Employee submits
voluntary
resignation letter to
HR Action Processor
at location
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Termination
Executed by the
Staffing Departments
Employee is
terminated due to
disciplinary action,
performance,
abandonment of
position, etc.
Termination: Involuntary
HRAP
Start
Initiates
Termination
Process
Administrator
Reviews
Termination
in MSS
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Staffing
Approve
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Processes
Termination
in
Background
Finish
Termination: Initiated by HRAP
1
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Termination: Executed by Staffing
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Termination: Executed by Staffing
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Questions?
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Board Agenda
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Board Agenda List
1
2
3
4
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Reappointment Overview
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Reappointment Overview
Start
HRIS
Schools
Locations
approve and send
notification
process is
completed
Instructional
Staffing
Non-Instructional
Staffing
Runs Program
and Notifies
Staffing Depts
Receives
notification
Notify
locations to
run Non-Instr
Staffing
Report
(ZNSTS)
Receives
notification
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Generate
Board
Report for
appr by HR
Assoc and
School Bd
Download
info to
database
(Inst DB)
Board
Approval
Non-Instr
Staffing
generates
reappt
letters
Non-Instr
Staffing
sends out
reappt
letters
Finish
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ZHPR_REAPPRI?: Reappointment Letters
Info of next
slides from
Func specs
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Reappointment Header Data
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TRANS?: Non-Instructional Report
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HR Reporting and
Business Intelligence (BI)
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Lesson Objectives
At the end of this lesson, participants will be able to:
 Distinguish between ECC and BI reports
 Navigate reporting via the BRITE Portal
 Execute the Flexible Employee Data report
 Distinguish printing and exporting options
 Establish Favorites
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Key Terminology
Business
Intelligence (BI)
Repository of SAP information for the purpose of
reporting.
Enterprise Central The transactional processing system of the SAP client
Component (ECC) which runs beside the BI client and is used to process
the day-to-day transactions, such as time entry and
payroll processing.
Portal
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A point of access through a website to the SAP system.
Users will access both ECC and BI through Reports tab
on the BRITE portal.
98
Reporting: SAP 6.0 (ECC) vs. BI
SAP ECC
 SAP 6.0 can be used for simple look-ups of real-time data
 Data can be exported into Excel
 Easier access to data requires less printing of reports
Business Intelligence (BI)
 BI’s reporting features offer more flexibility in queries and
formatting than SAP transactions
 Pre-defined Excel formats help simplify reporting
 Actual data is extracted from SAP into BI nightly, so data is
considered near real-time
BI
Enter Data
(read only
data)
Nightly Updates
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Generate
Reports
Navigation: Select the Reports Tab
Navigate to both ECC (real-time) reports and BI (near real-time) reports
via the Reports tab in the BRITE Portal.
1
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Navigation: Select the Reports Subfolder
2
3
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Navigation: Subfolder Examples
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Navigation: Select the Report
4
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Reports: SAP/ECC v. BI
SAP report can be accessed via Report Tab or enter transaction
while in SAP Access
BI Report – Accessed via the Report Tab
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Navigation: Select Report Filter Criterion
5
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Navigation: Using Matchcode for Variant Selection
7
6
8
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Navigation: Save Variant Selection/Report Criteria
9
12
10
11
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Navigation: Retrieving Variant Selection/Report Criteria
13
14
15
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Display: Report Results
1
4
2
3
5
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Display: Sorting Data
2
1
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Display: Add or Replace Field for Viewing
1
4
2
3
5
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Display: Changing Layout
Note the changes to the Row selection:
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Display: Additional Fields
1
2
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Output Options: Printing and Exporting
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Favorites: Save as a Favorite
To save the layout for the report:
1
2
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115
Favorites: Retrieving a Favorite
2
1
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3
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Lesson Summary
Congratulations! You should now be able to:
 Distinguish between ECC and BI reports
 Navigate reporting via the BRITE Portal
 Execute the Flexible Employee Data report
 Distinguish printing and exporting options
 Establish Favorites
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Knowledge Check
When executing a report in BI, you can:
 Move rows
 Add free characteristics
 Export to Excel
 All of the above
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Questions?
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