Requisition Approval and Manager Self Service Approval and Manager Self‐Service. ... SAP will be accessed through the ... This depicts an example of the workflow when an HR action

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BRITE brings one business system to Broward SchoolsBRITE brings one business system to Broward Schools

Requisition Approval and

Manager Self‐Service

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BRITE brings one business system to Broward Schools

Requisition ApprovalsRequisition Approvals

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Requisition Approval Process

RequisitionerCreates

Requisition(ME51N)

RequisitionApprover

Views List of Reqsthat Require Approval

(ZMPU_ME55)

Requisition Approver Approves or Rejects Reqs as appropriate

(ZMPU_ME55)

Second Level Approval Executed, If

Required(ZMPU_ME55)

Next slide

Requisition Used to Create Purchase

Order or Other Follow-On Document

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Approve/Reject a Purchase Requisition

Transaction Code: ZMPU_ME55

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1. Enter the Transaction Code ZMPU_ME55.

2. Press Enter on the keyboard.

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1

2

1. Enter Storage Location (4 digit)

2. Click the Execute button

.

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You may have more than one page of requisitions to approve. You can click on the icons on bottom left to or by page number on the right .

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Approve a Purchase Requisition

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Your are now viewing the list of your location’s requisitions needing approval/rejection.

3. Click the requisition line to be approved

4.Approve the first line item on the requisition by clicking the Release button.

5.Notice that the Release button is now just a green check (no pencil).

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Reject a Purchase Requisition

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6. Click the line to reject (line will be highlighted)

7. Click the Menu button

8. Follow the menu path > Menu > Goto > Individual Release.

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9. Click the Reject button.

10. Click the Save button.

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11. Note the message at the button of the screen indicating that the purchase requisition was changed.

12. The “Release” icon will not change. However, in the “Process State” column if the line item has been rejected, the code will read “08” instead of “03.”

You have completed this transaction.

NOTES:

•If an item has been rejected, a Requisitioner can change that line item’s status back to its original state, make any changes needed and resubmit it.

•The 1st level approver can unapprove any item that has not been converted into a PO, resetting any second level approvals with it. The item would then need 1st and 2nd level approvals again.

•If the “Process State” column is viewed in the ME5A report, a sort can be done to viewrejected purchase requisitions (08).

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Reviewing/Approving a Requisition with an Attached List

Transaction Code: ZMPU_ME55

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1. Enter the Transaction Code ZMPU_ME55.


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3. Enter your storage location number (4 digit)

4. Click the Execute button.

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5. Click on the requisition with attachment you want to approve

6. Click the Menu button and follow the menu path > Menu > Goto > Individual Release.

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7. Click the black down arrow on the right of the Services for Object icon.

8. Click Attachment list.

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9. Double‐click the attachment to be reviewed

10. An adobe document will open to view attachment.

11. After reviewing attached document close document.

12. Click the Continue icon.

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13. Click the Release icon.


15. You have completed this transaction.

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Resetting the Release Indicator

• An approver can reset the release indicator on a requisition as long as the purchase order or stock transport order has not yet been created

• Any changes that increase the dollar value of the requisition will automatically reset the release indicator

• Execute transaction ME54N (Individual Release) to reset the Release Indicator. Click the Release strategy tab, and click the Reset release button

Release resetbutton

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Reset a Requisition Approval

Transaction Code: ME54N

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1

Reset a Release Indicator

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1. Enter the Transaction Code ME54N.


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3. Click the Other Purchase Requisition button.

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4. Enter the Purchase Requisition number that you released previously.

5. Click the Other Document button.

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6. Click the Release strategy tab for line item 1.

7. Click the Cancel release button.


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9. Note the message at the bottom of the screen that indicates the Purchase Requisition was changed.

10. You have completed this transaction.

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Questions?

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Manager SelfManager Self‐‐ServiceService

At the end of this Course, participants will be able to:

Log into the BRITE Portal

Navigate and describe the Universal Worklist (UWL)

Approve HR personnel actions

Describe the functionality available within Manager Self‐Service (MSS)

Display employee information

Execute reports

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Key TerminologyPortal A site that functions as a point of access to information on the web.

SAP will be accessed through the BRITE portal.

Interactive Form (iForm) An electronic form within SAP used to request an HR Action. Becomes part of employee’s record. (Adobe Acrobat Reader software required.)

Human Resource Action Processor (HRAP)

Replaces the ZPAF processor. The HRAP will initiate the iForms and access employee data.

Employee Self‐Service (ESS)

Workplace for employees to view personal information and requestchanges.

Business Intelligence (BI)

Repository of SAP information for the purpose of reporting.

iViews Snapshot of specific pieces of employee information.

Universal Worklist(UWL)

The UWL contains the HR Actions requiring manager’s approval and/or any notifications of other actions pertaining to the manager’s employees.

SAP ECC Broward’s Finance, Human Resource, Payroll and Professional Development System. Employee master data is maintained beginning 2008; however, some historical data was converted.

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Unit One: Introduction toUnit One: Introduction toManager SelfManager Self--Service (MSS)Service (MSS)

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At the end of this lesson, participants will be able to:

Understanding MSS and the functionality

Describe the MSS & SAP process flow

Log into the BRITE portal to access MSS

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What is Manager Self‐Service (MSS)?

• On‐line tool to allow administrators to manage their staff

• Accessible through intranet

• One –stop shopping for administrators to obtain information about their employees

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Please note that you need to use a PC for MSS processes.

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MSS Roles

The MSS role will be assigned to administrators who are a “chief” of an org unit:– School Based Administrators: Principals

– District Based Administrators: based on the organizational chart

– Delegates assigned for an administrators long term absence.

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In order to utilize the MSS functionality, the manager must have staff reporting to them. Our current structure only uses the “head” chief – for example Assoc./Area Sups, Principals, and Directors are chiefs. All staff reports to the one “chief” of the org structure.

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Reviewing Forms for ApprovalReviewing Forms for ApprovalNavigating the UWL Navigating the UWL ––

Universal Universal WorklistWorklist

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HR WORKFLOW APPROVAL PROCESS

Receives notification

Information is Executed in

SAP

Start

HRAP

Initiatesi-Form;

attaches required docs to the on-line

action

Principal/Director

(MSS Role)

Reviews Information in the HOME

UWL

Approve

Action

Information is Executed in

SAP

Finish

HRAP &Employee

HRIS/Staffing/Budget

OrOr

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This depicts an example of the workflow when an HR action is completed. The process described will be used 99% of the time.

The HR Action Processor (HRAP) initiates the iForm and attaches required documents to the on‐line action.

The item “flows” to the person (principal/director) in the org unit who has the MSS role. The administrator accesses the form from their Home Tab, Universal Worklist to review for approval.

If approved:

Some actions (supplements and some additional position assignments) are executed immediately

Other actions will “flow” to Staffing, HRIS, or Budget/ABA for execution in SAP

After completion, the HRAP and employee will receive notification.

The type of action will determine the workflow. For example, the transfer process will include:

The releasing HRAP location initiates the form by entering in the effective date and the receiving org unit number

The receiving HRAP location will enter in the position information

The receiving administrator will approve the form

HRIS will execute the action.

Compared to the Change in Pay form the process will include:

The HRAP location enters in the effective date and position information

The administrator will approve the form

HRIS will execute the action.

NOTE: If the principal/director position is vacant, the item will flow up the org structure to find the next MSS role (e.g., principal position vacant, item will flow to the appropriate area sup). A list of the workflow is included on the BRITE web site under HRAP.

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Process ExecutionActions executed immediatelyupon approval by Administrator:

– Additional positions (with certain exceptions)

– Supplements– One‐time (additional) payments– Delimit additional assignment

Administrator receives notification after executed by HRIS

– Separation of employment (voluntary, i.e. personal resignation)

Actions executed by the appropriate department upon approval by Administrator (identified department) :

– Remaining Additional positions (Staffing, Sub Central, HRIS)

– Change in pay (HRIS)– Demotion (HRIS)– Reassignment (HRIS)– Transfer (HRIS)– Working while on leave (HRIS)– Return from leave (HRIS)– Create position (ABA, Grants)– Maintain position (ABA, Grants)– Sick leave budget (ABA, Grants)– Termination (involuntary, i.e., abandonment of position) (Staffing)

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The actions listed on the left side (except separation) will be executed immediately after the administrator approves the action. These actions will NOT flow to Staffing or HRIS. This will expedite the payment to the employee.

Separation of employment is executed by HRIS after the HRAP processes it. The administrator will receive notification.

The actions listed on the right side are executed by HRIS after the appropriate administrator (HRIS, Staffing, or Area Business Office/Budget/Grant department) approves the action.

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Reviewing HR Action Forms

Use the Home Tab – Universal Worklist (UWL)

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Administrators will have a universal worklist (UWL) on the Home tab (picture above) and a Manager Self Service tab. The UWL on the Home tab is where approval actions requiring your attention are found.

Only use the UWL on the Home tab, not MSS.

Follow the instructions listed below to access your Universal WorkList

1. Select Home

2. Select Universal Worklist

3. Tabs:

Task will display all action items requiring approvals

Alerts not used at this time

Notifications items regarding your employees and self

Separation of employment

Disability

FMLA Leave

Board Approved Leave

Retirement

Special Leave

Workers Comp

Tracking after action has been executed in SAP the item will move to this area.

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Reviewing HR Forms: Tasks

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The tasks tab is where one will review the HR actions (transfer, supplements, additional position, etc.) submitted by the location’s HRAP.

1. The items requiring your attention will be listed under the subject column.

2. Single click on a line to highlight it

3. The summary information about the item you have highlighted will list in this section.

4. Do not select the buttons below the summary item.

5. To open the form to review it, double click on it.

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HR Action Forms: Review the HR Action Form

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This is an example of the Change in Pay Form.

1. Each form will have a title displayed in this area.

2. Use the scroll bar on the inside window to view the entire form.

3. Use the scroll bar on the far right side to move the portal window to show the bottom of the window to see the approve, reject, etc. buttons.

4. Each document will be assigned a reference number after the HRAP person creates it.

5. To see who created the form and has reviewed it, select this option and the following screen will appear:

6. If an attachment is included it will be listed under attachments. To view the attachment, click on it. It will open in another window.

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Reviewing the Form: HR Action Notes

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1. The HRAP notes would be listed under previous comments.

2. The administrator can enter new comments for the next person to review.

NOTE: Once a form is submitted, the new comments will move to the Previous Comments field, along with a date/time stamp for when the comment was entered.

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Approving the HR Action Form

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1. Using the Scroll bar on the far right side, scroll down to the bottom of the screen to review your choices and select the appropriate button:

2. The following buttons will be displayed:

Approve – Administrator is approving the action and the form will move to the next step in the process

Reject – Administrator is rejecting the action and the form will return to the HR Actions Processor (this will not allow changes)

Back to Author – Allows HRAP person to update data and resubmit

Save as draft – some forms will have this option. This allows you to type some notes and save as a draft, if you are not ready to approve it.

3. Close the window (red “X”) to go back to the work overview screen.

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The forms listed are different than the previous form reviewed:

• Position Request From – Create & Maintain– Will caution approver to save prior to approving

– Approver can save the form or continue by approving (The HRAP person should have saved the form to their desktop)

• Supplements

• One time payments

Approving Other Forms

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Substitution RulesSubstitution Rules

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Substitute RuleThis feature is used when an administrator will be temporary unavailable (e.g., vacation).

Gives another administrator at the location access to the administrator’s Universal Worklist (UWL) for the substitute to approve HR Actions.

Can have more than one substitute.

Access is given by the Current Administrator creating a substitute on‐line from their UWL.

This does not give the substitute access to Manager Self Service(MSS). It only gives them access to your UWL using their own sign‐on.

The current administrator will still be able to view tasks and notifications even though they appear in the substitutes UWL.

Once the Substitute approves an item, the item will be removed from the administrator’s task list.

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Substitute must be in an administrative position.

Creating a substitute is recommended. If the administrator is out, and does not assign a substitute all tasks will remain in their UWL and can not be acted upon.

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Designate Substitute1

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1. Access your Home Tab.

2. Click on Universal Worklist.

3. Go to the right side of the screen and next to the buttons for Show Filters and Hide Preview links is this icon. (The icon may be difficult to see.)

4. Click on the icon and a drop down menu will appear, Select Manage Substitution Rules.

5. A new screen will appear.

6. Click on Create Rule.

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7. Click the “select” button and a new screen will appear.

When you click the Assignee Select button, the Search For People window displays:

8. Type in the name or personnel number of the substitute and click search.

9. A list of employees that meet the criteria will be displayed.

10. Select the employee, and choose Apply.

11. The selected employee’s name will appear in the Assignee box.

12 . Select All in the Receive my task field.

13. Click next.


Designate Substitute

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14. Set the Substitution to On and choose

either At Once or

On and select a date by clicking on the icon.

15. Click Save.

16. The person selected will appear on this list.

17. To turn off access for this person, select “turn off”

18. Close out of the window when done.

The substitutes selected will appear in the list and can be turned on or off by selecting the appropriate on/off button.

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1. The administrator who has substitution turned on will see this message when they initially log on.

2. The substitute will have the option to work on

o My items: only displays the person’s items that is logged in

o Items on Behalf of …… drop down list will display the administrators who have chosen this person as their substitute.

o All items: will display all the substitute’s items and the person’s items.

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Delegate Delegate

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Delegate

This feature is used when a vacancy exists or an administrator is absent for an indefinite time period

Gives another administrator access to view and complete tasks inthe administrator’s org unit (i.e. employee appraisals/evaluations, view employee data, etc.)

Access is granted by supervisor submitting an SAP Security Access Form to BRITE Security

Delegate will receive the MSS tab & functionality for that org unit

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Manager Self Service FunctionalityManager Self Service FunctionalityWork Overview & Team Work Overview & Team

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Navigating MSS

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Manager Self Service (MSS) will assist the administrator with managing their org unit. The administrator will have access to view the employees in their org unit.

To access the Manager Self Service functionality, click on the Manager Self Service tab.

1. On the left detailed navigation area, the options available are listed:

a. Work overview: provides information about the day’s activities; and

b. Team: displays information about the employees in one view.

You can also to access SAP and go to individual screens.

On this page we will review the Work Overview:

2. The Universal Worklist—Do NOT use this Universal Worklist (UWL). Use the one on your HOME tab.

3. Attendance Overview displays absence information for the day. As entered by the Time Entry Person at the site.

4. Reminder of dates displays important dates coming up (e.g., birthdays, probationary dates, etc.).

The following pages review these features in detail.

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Attendance Overview

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Select Work Overview and scroll down to see the Attendance overview. This view is for information.

1. Attendance Overview – shows statistically how many employees are currently working. This information is entered via CAT2 by the time entry person.

2. Employee List – displays a list of all employees reporting to the administrator; list can be filtered for direct subordinate employees or all employees using the drop list.

3. Status display – shows the attendance status for all employees – at work or absent.

4. Attendance Key – displays the color coding for the attendance chart.

4a. Click on “at work” and it will give you a list of who is at work (4b).

NOTE: This view will be more useful when the on‐line Vacation and Personal days request is implemented.

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Reminder of Dates

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Continue to scroll down to see the Reminder of Dates

1. Reminder of Dates – displays all items the manager may wish to act upon, such as an employee’s birthday, the end of the probation period for one of his/her staff, etc.

2. List of the employees with the effected dates including event. You also have option to view previous and next month details.

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Team Viewer – MSS

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1. Select Team

2. The team calendar will be displayed. Only attendances/absences are displayed on the team calendar.

3. Manager can choose to view all employees reporting to them or just direct subordinates.

4. My Team Calendar displays the team’s calendar for a specified time period.

Defaulted to today’s date.

5.“TEAM SECTION” views.

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Display Employee Display Employee General InformationGeneral Information

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Display Employee Information

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The option to view information on the location’s employees by selecting the links under Team> Employee Information. Each time, a list of employees will be displayed and the information will be listed below the list of your employees. The following steps will allow the employees data to be viewed.

1. Select Team

2. Select the iView to view.

3. A new window will appear, listing the employees.

4. The employee selection drop down will allow selection from Direct Reports, Employees from Org Units, or to perform an Employee Search

5. The Display drop down selection will create view organizational information or display by employee data

6. Listing of org unit’s employees.

7. The information for the employee will be displayed on the bottom. When first opening this screen, the 1st employee on the list will show.

8. When another employee is chosen the window needs to be refreshed. Select this button and a drop down will appear.

9. This button allows, will collapse and open the screen.

Select an employee from the list and review their data. The next few pages will describe each iView in the general information section.

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Employee iViews: Organizational Assignments

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1. Select the General Information link from the left hand navigation window. A list of the org unit’s employees will be displayed. Select the appropriate employee. (See Unit 6)

2. ORGANIZATIONAL DATA: This information pulls from Infotype 0001.

3. Start Date: the date the employee started with the District

4. Communication Data: pulls from Infotype 0105 which may be updated by the employee in Employee Self Service (ESS)

E‐Mail Address: this must be updated by the employee in ESS Contact Information

Office: combination of Building and Room; this is entered by the employee in ESS Contact Information

Telephone: office telephone number; this may be updated by the employee in ESS Contact Information

Organizational Assignment: pulls descriptions from the employee’s master data

5. Org. Unit: the employee’s work location

Position: the employee’s primary assignment

Cost Center: the accounting area responsible for the employee’s payroll; a default cost center is being used for locations’ org units; schools will default to the area office and district departments will default to the budget office

Payroll Area: the pay cycle to which the employee has been assigned

Personnel Area: the bargaining unit

Pers. Subarea: the pay calendar of the employee

EE Group: the employee status

EE Subgroup: the employee type (salaried or hourly) and benefits status (with or without)

6. Select on Organizational Assignments

A new window will appear displaying the employee’s direct supervisor as indicated in SAP

NOTE

Contract Text is used to identify board attorneys, superintendent, and board members.

If multiple organizational assignments exist, they will each display the corresponding job and organizational unit. This is not the same as additional positions

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Company Property

Personal Data

Employee iViews Of:Monitoring of tasks

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MONITORING OF TASKS

This information pulls from SAP Infotype 0019.

Monitoring of Tasks detail includes the following:

Date: the effective date of the task; i.e., Leave of Absence (LOA) or probationary date ends on this date

Reminder: is set to 30 days prior to the effective date

Task: the type of task; examples include Probationary End Dates, Sick Leave Eff Date, Special Leave End Dates, Stage 2 FMLA End Dates, Temp Ends‐Less 6 mos, Vac Leave Eff Date, etc.

NOTE: As an example, this screen would be particularly useful to explain when the employee could begin using sick or vacation leave as opposed to when they begin to accrue leave.

COMPANY PROPERTY

This information pulls from Infotype 0040. It is maintained by the HRAP at the location. We are researching if availability could be given to the TLC to maintain.

The property given to the employee will be displayed.

If notes have been entered for the property item, they will display below.

PERSONAL DATA

This information pulls from Infotype 0006, SubType 0001 Permanent Address.

Date of Birth – displays the employee’s birth date.

Address – displays the employee’s permanent residence address.

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General Information: Absence Days

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This information pulls from Infotype 2001.

1. Define Filter – allows you to select the specific type of leave to display.

2. Period – displays the time period for the absence.

3. Calendar – the dates the employee has been on leave will be highlighted in blue or yellow (the leave that is selected under the period window will display in yellow.) Use the arrows to scroll forward or backward within the calendar.

NOTES:

All absence reasons used will be displayed separately, even though they may fall under the same absence pool. For example, SCK includes SLO, SCK, and SPR.

Employees may view leave balances SPR and VAC via Employee Self Service (ESS).

Only absences from Go Live (July 2008) forward will be viewable in this iView. Detailed history for absences prior to Go Live will still be viewable in SAP 4.6b.

If you wish to print this screen, simply click File Print from your web browser.

You will still have access to the Attendance/Absence Data report (S_AHR_61018660).

Wh d i i l th i d

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Display Education & Display Education & Instructional InformationInstructional Information

Certification, Duty Assignment, Out of fieldCertification, Duty Assignment, Out of field

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Education

Certifications

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Select the Education link from the left hand navigation window. A list of employees will be displayed. Select the appropriate employee. (See Unit 6)

EDUCATION

This iView is available on MSS, ESS and HRAP tabs.

The employee’s education and training will be displayed if it was entered into SAP. If it is incorrect or no education is displayed, the employee can submit the appropriate documents to HRIS with a note explaining that their education record needs to be updated.

The Start date is the date of graduation.

CERTIFICATION (Gifted & ESOL Endorsements may not be accurate at this time – you may view this in a BI Certification report or PA20 ‐ infotype 0795)

This iView is available on MSS, ESS and HRAP tabs.

Currently, only teacher certifications are stored on the certification infotype; however, in the future, additional employees certifications required for their employment will be added (i.e. electricians).

Each Certificate Category may have up to 10 Certification Areas. These 10 Areas are divided across the two sections displayed in the screen shot.

If the employee has two types of Certificates, each certificate will be displayed.

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Duty Assignment

Out of Field

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DUTY ASSIGNMENT

This iView is available on MSS, ESS and HRAP.

Duty assignment displays the courses that teachers are responsible for teaching. If the information is incorrect, contact the DPC to update TERMS. TERMS is still the main source of information for this information. ECC will be updated by TERMS.

ESOL Category is the category that the course falls under. The teacher must meet the META requirements for the lowest ESOL level (i.e. if the teacher is teaching a course that is Category 1 and 3, the teacher must fulfill the Category 1 requirements.)

Highly qualified status will indicate the teachers status for that course assignment. If no is listed, review the reason to determine if required.

Start date is the date the assignment beginEnd date will be 12/31/9999. When the teacher is removed from this assignment, the appropriate date will be populated.

Last updated date will be the date the terms program was updated in SAP.

OUT OF FIELD (Out of Field may not be accurate at this time – you may view this in BI Certification report or PA20 )This iView is available on MSS, ESS and HRAP.If a teacher is out‐of‐field; a record will be created like the example above. An automated program will be run to determine

who is out‐of‐field and create the record. Principals will run reports for their location to determine who is out‐of‐field. The teacher will still be required to sign the out‐of‐field waiver and it will be submitted manually to Personnel Records.

Course Code: the course the teacher is out of field, if any.

Student Type: the type of students assigned to the teacher.

ESOL Group: The ESOL Category for the out of field assignment. Only ESOL Category I items are submitted to the Board for approval.

Meet out‐of‐field requirements: In order to be eligible to continue the out of field assignment, the teacher must meet the minimum requirements. This field must indicate “yes” for the teacher to continue teaching in this area.

Total Points Earned: number of inservice points the teacher has completed for this assignment.

Comments: updated by the Certification DepartmentStart date: Out‐of‐field assignment began

End date: 12/31/9999 will be the end date. The date will be delimited, when the teacher meets the requirements. Last updated: Last date the out‐of‐field program was run.

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Display Salary Information & Display Salary Information & Date SpecificationsDate Specifications

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Salary Information: Date Specifications

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Select the Salary link from the left hand navigation window. A list of your employees will be displayed. Select the appropriate employee. (See Unit 6)1. SALARY INFORMATION ‐ This information pulls from Infotype 0008.

All Days Paid Rate – ADP hourly pay rate; salary will be distributed among all ‘paid days’ to provide equal paychecks for employees, except for first and last paychecks

All Days Paid – 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

2. PLANNED WORKING TIME ‐ This information pulls from Infotype 0007.

Work Schedule Rule – days and number of hours per day for which the employee is paid

Empl % – percent of full time

Daily Working Hours – number of hours an employee works per day

Weekly Workdays – number of days an employee works per week

3. WAGE TYPES ‐ This information pulls from Infotype 0008.

Wage Type – types of compensation

Amount – hourly rate for the wage type

4. DATE SPECIFICATIONS

This information pulls from Infotype 0041:

Employment Date – the date the employee began with SBBC

Adj Leave Accrl Date – employee’s date for accruals; the date the employee begins earning vacation and sick time

Benefits Eligibility – employee’s date to begin benefit coverage

Bargaining Unit Date – employee’s seniority date

Original Employ Date – the date the employee began with SBBC

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Salary Information: One Time Payment and Deduction

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NOTE: One‐time payments and deductions display the wage type, amount, and date of payment/deduction for the employee.

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Additional Functionalities Additional Functionalities Coming Soon!Coming Soon!

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Appraisals

Professional Growth Plan (PGP)

Individual Development Plan (IDP)

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Documents

Requisition Approval and Manager Self Service Approval and Manager Self‐Service. ... SAP will be accessed through the ... This depicts an example of the workflow when an HR action