Forms Lesson 3

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FormsLesson 3

After completing this lesson, you will be able to select and complete the most common forms.


Forms Overview


Forms

Throughout this lesson, we will:• List the most common SAP MSS forms• Explain workflow

– For SAP MSS forms completion process• Walk through commonly used forms:

– Terminations– Cost Center Change Form– Employee Data Change Form

Forms: Overview (Workflow)


Forms

• The SAP MSS tool allows managers to process HR transactions using different SAP MSS forms

• Once a form is submitted, it will flow to the next manager for approval– Email reminders are sent every 24

hours– After 72 hrs without approval,

the request will flow to the next manager or Queue Admin

– Forms will not be escalated to group presidents

– Forms cannot be redirected to others• Employee Data Change form may flow to

Compensation for review/approval

Forms: Overview (Workflow)


• The functions that can be performed using the SAP MSS forms replace the Change Request Database

• There are four types of SAP Forms available:– Employee Self Service, Manager Self Service, HR Initiator, Financial Role

• This topic will focus on the Manager Self Service Forms• SAP MSS Forms Benefits include:

– Current data is pre-populated– Can attach documents– Follows approval workflow– Queue Admin will continue to review forms

Forms: Overview

Forms


Forms

Forms: Overview

* The Cost Center Code can be retrieved from the Employee Organizational Assignment Report or from your Business Unit Finance department

• Before you open a form, you MUST have the new values ready to complete the form

• Cost Center Code• To save frustration, delays, and errors,

have the Cost Center Code on hand BEFORE opening a form!


Forms

Forms: Overview

• To view forms, you MUST have:– Adobe Reader 8 as an

absolute minimum; it is strongly recommended that you have Adobe Reader 10 or higher

– All visuals used in this course were captured from Adobe Reader 10• If you are not using version 10,

your results may differ from the graphics shown in this course


Forms

• Fields that have a blue background on the forms (excluding the Instruction area) are fields where you can enter and select data

• Fields that have an arrow attached to them provide a dropdown list which you can select from

Forms: Overview


Forms Available Forms

Topic 1

After completing this topic, you will be able to select where to find information on each form that is available to you.


Forms

Below is a list of available SAP MSS Forms:

List of Forms: Form Types

• Termination Form – Process voluntary termination or

involuntary termination for end of casual assignment

• Cost Center Change– Change the cost center code only

• Employee Data Change– To initiate various types of employee

data changes including, job title, pay, work schedule, employee group/subgroups, and work contract

• Leave Request– Request leave of absence on behalf

of employee

• Reorg (Org Unit/Position) Form

- Change the cost center, org unit due to a reorganization; not to be used for a transfer

• Special Payment Request New - Create new special payment

• Revision of Special Pay -Adjust existing special payment


Forms

• Where can you find form information in the SAP MSS portal?– On the Manager Self Service page, there is a list of the available forms and a

high-level description of their uses and purposes

List of Forms: Form Types


FormsWalk Through: Termination

Topic 2

After completing this topic, you will be able to enter the data needed in the correct fields to complete the Termination form.


Forms

• This is the Employee Termination Form

Most Commonly Used Forms: Termination Form


Forms

• Note that some fields are pre-populated with the employee’s current information; this will assist you in the completion of the form.– These fields cannot be edited by

you



Forms

• Employee ID, Employee Name, Employment Status, and Business Area are pre-populated in the top section



Forms

• Instructions (highlighted in blue) give a high-level process to complete the form



Forms

• Employee Information is pre-populated with the employee’s current information; this cannot be changed on the form



Forms

• Employee Termination Details section is completed by the Organizational Chief; all fields with “*” before them are required to be completed before validation

• Last Working Day requires the date in the format dd-mm-yyyy

• Action Type field is a drop-down list from which you can select an option

• Reason for Action field is a drop-down from which you can select an option



Forms

• Previous Comments field will be populated with any comments that were entered by other individuals in the workflow process

• Current Comments field is where you can add any comments necessary at the time of completing this form– This field will only accept text; it will

not accept graphics.



FormsWalk Through: Cost Center Change

Topic 3

After completing this topic, you will be able to enter the data needed in the correct fields to complete the Cost Center Change Form.


Forms

• This is the Cost Center Change Form

Most Commonly Used Forms: Cost Center Change Form


Forms

• Note that some fields are pre-populated with the employee’s information; this will assist you in the completion of the form



Forms

• Employee ID, Employee Name, Employment Status, and Business Area are pre-populated in the top section



Forms




Forms

• Employee Cost Center Details section is completed by the Organizational Chief; all fields in light blue are required to be completed before validation

• Date requires the date in the format dd-mm-yyyy (refers to the date of change)

• Cost Center Current field is pre-populated with the existing Cost Center

• New field is where the new Cost Center code plus the Controlling Area is entered



Forms




not accept graphics


FormsWalk Through:

Employee Data Changes Topic 4

After completing this topic, you will be able to enter the data needed in the correct fields to complete the Employee Data Changes Form.


Forms

• This is the Employee Data Changes Form

Most Commonly Used Forms: Employee Data Changes Form


Forms

• Note that some fields are pre-populated with the employee’s information; this will assist you in the completion of the form.– These fields cannot be edited by

you



Forms

• Employee ID, Employee Name, and Employment Status and Business Area are pre-populated in the top section



Forms




Forms

• Employee Data Changes Details section is completed by the Organizational Chief– Date field in light blue is required to be

completed before validation• Date requires the date in the format dd-

mm-yyyy (this refers to the date of change)



Forms

• Lower section of the Employee Data Changes Details section contains radio buttons that require selection; you must select “Yes” or “No” based on the changes being made to the employee’s new data



Forms




not accept graphics


FormsAdding an Attachment &

Completing a FormTopic 5

After completing this topic, you will be able to attach a document to a form and send the form into the approval process.


Forms

• Adding an attachment is completed by clicking Add Attachment above the form on the upper left; select Add Attachment to open options for uploading the attachment– Do NOT use the Adobe paperclip

to add an attachment; this will sometimes cause the attachment to be incorrectly filed with the document

Most Commonly Used Forms: Adding an Attachment


Forms

• Select Browse to search for the document you want to attach



Forms

• Browse pop-up box will open and allow you to select the document or datasheet you would like to attach– Select Open once you have

selected the document or data sheet you would like to attach



Forms

• Browse box will close and return you to the form

• File is now attached to the form; the filename is visible between the Attachments and the Add Attachment button



Forms

• To remove an attachment, click the Checkbox and select Delete Attachment

Most Commonly Used Forms: Removing an Attachment


Forms

• The attachment name is no longer visible and the Delete Attachment button is grayed out; this is the confirmation that the attachment has been removed

Most Commonly Used Forms: Removing an Attachment


Forms

• When you have completed the data entry for your form, you have a few options.– Selecting Save Draft will hold it

on your queue, which allows you to return to the form at a later time to complete it

– Selecting Check and Send will check the form for errors and omissions; if the form is complete, it will give you a confirmation notice

Most Commonly Used Forms: Submitting a Form


Forms

• If there are errors, the form will return with the errors listed at the top of the form



Forms

• Once the errors that were listed are corrected, the Check and Send button can be selected again



Forms

• If there are no errors, the confirmation page will appear

• The data entry process is complete and the form is moved to the next person in the process



FormsWorkflow Process

Topic 6

Forms

After completing this topic, you will be able to understand the process that each form follows.


Forms

• When you complete a form and click Check and Send, it is forwarded to the approval queue of the next person in the approval process; no further action is required by you– The system will place the form in the

queue of the next manager in the approval process for that particular form

– If the form is missing information, the next person in the approval chain may return it to your queue requesting the needed information

Forms: Workflow Process

Next Manager’s

Queue

Send


Forms

• Lockout– Forms will automatically “lock” after

60 minutes of inactivity. If actively working the form it will remain open. It is when you leave it openfor an hour with no activity that it locks you out without saving the form

– Any information entered will be lost if you have not saved your work by clicking Save Draft; this is a security feature built into the MSS SAP



Forms

• Automatic Monitoring– Once in your queue, you should

process the form within 24 hours– If a form remains in a queue, an

email will be generated every 24 hours to alert you action needs to be taken

– If there continues to be no action on a form in the queue after 72 hours, the form will be sent to the next manager in the approval chain or the BU HR


QueueQueue


Forms

• The Reorganization (ORG Unit/Position) form will follow this approval workflow:– Initiating manager/chief– BU HR queue administrator – CSS CEP



Forms

• The Termination of Employment form will follow this approval workflow :– Initiating manager/chief– Manager/chief at next level– BU HR queue administrator– CSS CEP



Forms

• The Cost Center Change form will follow this approval workflow:– Initiating manager/chief– BU HR queue administrator – CSS CEP



Forms

• The Employee Data Change form will follow this approval workflow:– Initiating manager/chief– Manager/chief at next level– BU HR queue administrator

• Additional approval by BU HR Comp matrix, as required

– CSS CEP



Forms

• The Special Payment New Request Form will follow this approval workflow:– Initiating manager/chief– Manager/chief at next level– BU HR queue administrator– BU Finance – CSS General Services



Forms

• The Special Payment Revision Request form will follow this approval workflow:– Initiating manager/chief– Manager/chief at next level– BU HR queue administrator– BU Finance – CSS General Services



Forms

• The Work Location Change form will follow this approval workflow:– Initiating manager/chief– BU HR queue administrator– CSS CEP



Forms

• The Leave of Absence form will follow this approval workflow:– Initiating manager/chief– CSS Leave Team



Forms

• This process was designed to give you more time to manage your team by spending less time following a paper trail. The MSS SAP system allows you to efficiently see where any form is in the process, as you will see in the “Task and Status” section of this course.


Documents

Forms Lesson 3