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Requisition Approval and
Manager Self‐Service
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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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Approve/Reject a Purchase Requisition
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1. Enter the Transaction Code ZMPU_ME55.
2. Press Enter on the keyboard.
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Approve/Reject a Purchase Requisition
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2
1. Enter Storage Location (4 digit)
2. Click the Execute button
.
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Approve/Reject a Purchase Requisition
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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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Reject a Purchase Requisition
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9. Click the Reject button.
10. Click the Save button.
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Reject a Purchase Requisition
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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Reviewing/Approving a Requisition with an Attached List
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1. Enter the Transaction Code ZMPU_ME55.
2. Press Enter on the keyboard.
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Reviewing/Approving a Requisition with an Attached List
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4
3. Enter your storage location number (4 digit)
4. Click the Execute button.
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Reviewing/Approving a Requisition with an Attached List
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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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Reviewing/Approving a Requisition with an Attached List
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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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Reviewing/Approving a Requisition with an Attached 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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Reviewing/Approving a Requisition with an Attached List
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13. Click the Release icon.
14. Click the Save button.
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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Reset a Release Indicator
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1. Enter the Transaction Code ME54N.
2. Press Enter on the keyboard.
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Reset a Release Indicator
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3. Click the Other Purchase Requisition button.
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Reset a Release Indicator
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4. Enter the Purchase Requisition number that you released previously.
5. Click the Other Document button.
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Reset a Release Indicator
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6. Click the Release strategy tab for line item 1.
7. Click the Cancel release button.
8. Click the Save button.
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Reset a Release Indicator
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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.
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Designate Substitute
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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
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Designate Substitute
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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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4b
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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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