SAP_1

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SAP Basic eNavigation and FundamentalsGetting
Into SAP
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BRITE

• What is BRITE?
• Broward Innovative Tool for Education, will
  streamline Browards business systems
• Provides staff with access and real-time data in
  the latest version of the SAP software
• Brings one business system to Broward Schools
• A project of the Enterprise Resource Planning
  Department, ERP

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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

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SAP BRITE Website

• For end users, SAP will now be accessed through
  the web.
• On Windows-based computers, you will access SAP
  in Internet Explorer.
• On Mac-based computers, you will access SAP in
  Firefox.
• There will be a button to access SAP on the ERP
  Department web page

www.broward.k12.fl.us/erp
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Logging into the BRITE Portal

• User Login ID
• Entry format P00012345
• 9 digits (total) starting with the letter p
• Personnel Number 12345
• If personnel number is less than
• 8 characters, then leading zero(s)
• should be added to it

• Password (first time users only)
• Entry format ja021956
• mm first 2 letters of birth month (ja)
• dd 2-digit birth day (02)
• yyyy 4-digit year of birth (1956)
• Case sensitive, so make sure the month letters
  are lowercase

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Initial Password Selection
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Password Rules for BRITE Portal Logon

• Passwords are case sensitive (initial password
  should be in lowercase)
• Minimum six characters, maximum eight characters
  (a combination of both letters and numbers)
• Do not use a space, question mark, or exclamation
  point in your password
• First three characters may not be identical
• Must change your password at least once each 45
  days
• May not repeat a password until five unique
  passwords have been used

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Portal Assistance
If you have trouble logging into the BRITE
Portal, you will need to contact the BRITE
Support Center at [phone].
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BRITE Portal Screen

• The BRITE Portal provides you single sign-on
  access to systems you need to do your work
• Tabs in the Portal will be customized for each
  user
• The customization is based on the users role
• All users will have access to the Home and
  Employee Self Service (ESS) tabs

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SAP Access via the BRITE Portal
Select the SAP Access tab
Then click the ECC Production link, which will
open SAP in a new window.
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Copyright Pop-up Window

• You will only see this the first time you log on
  to SAP.

Click the green check icon to continue
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SAP Basic eNavigation and FundamentalsGetting
Around in SAP
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SAP User Menu

• The default screen is called the SAP Easy Access
  Screen.
• Switch from the User menu (only transactions
  specific to your role) or the SAP menu (the
  standard SAP menu) by selecting the appropriate
  buttons highlighted below
• When logging in, either the User menu or the SAP
  menu will display

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Navigation Buttons

• Menu, System, and More are buttons with black
  corners indicating a drop down menu
• The Menu button is an expandable tool that
  navigates with arrow keys to submenus

• System and More are expandable tool buttons that
  will display a list of actions

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Toolbars Navigation Area

• The Title Bar indicates the name of screen
• Navigation Area contains folders and transactions
• The Status Bar displays system messages

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Moving from the Easy Access Screen to Transactions

• What is a transaction?
• Enables user to create, change, and display data
  or run reports in SAP
• How do I get to a transaction from the Easy
  Access Screen?

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Getting Around
There are three ways to access transactions in
SAP

• Fast Path
• User or SAP menus
• Favorites

1.
3.
2.
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Accessing a Transaction using the Fast Path Field

• Each transaction in SAP has a transaction code
  which can be used instead of the menu path to
  navigate to the transaction
• A transaction code can consist of letters,
  numbers, or both
• Type the transaction code in the Fast Path field
  and click Enter to navigate to that transaction

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If you Close the Fast Path Field by Mistake
Select to re-open the Fast Path field
Now you can enter your transaction code
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Navigating to a Transaction Using the User Menu

• The User menu contains a list of transactions
  based on your role
• Some transactions are grouped within folders
• Navigate to these transactions by double-clicking
  the name of the transaction

Double-click to access the transaction
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Is there an Easier Way to Navigate?

• How can I easily get to where I need to be?
• Set up Favorites!

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Favorites
You can set up links to commonly used
transactions in the Favorites folder.
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Creating a Favorite

• Select the transaction from the SAP menu
• Click Menu gt Favorites gt Add

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Changing the Name of a Favorite
Select the transaction to rename, and then click
Menu gt Favorites gt Change.
Enter the name change, and then click the green
check icon.
Name has been changed in Favorites.
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SAP Basic eNavigation and Fundamentals Other SAP
Basics
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Displaying the Technical Names for Transactions

• From the menu bar, select Extras gt Settings
• Select Display technical names
• Click the green check icon

Click the green check to continue
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Displaying the Technical Names for Transactions
(Part Two)
Technical Names Not Displayed
Technical Names Displayed
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Sample Transaction Screen
Use the Tab key on your keyboard or your mouse to
move from field to field (such as From and To
below).
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Types of Fields

• Mandatory fields have a check mark
• Fields with a matchcode icon allow the user to
  search for available entries

Mandatory field
Matchcode icon
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Moving from One Transaction to Another
You must type /N before the transaction code to
move from one transaction to another.
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System Messages
Message Type Message Description
Error Messages Indicates a problem that must be corrected before continuing.
Information Messages No action is required. SAP is informing you of a particular fact or condition. However, you must hit enter past the message.
Warning Messages Indicates there may be a problem with the data you have entered. You may have to correct the problem before continuing.

• System messages will display to the bottom left
  of the screen
• Errors must be corrected before proceeding
• Click Enter to proceed past a warning message
• Budget, Procurement, Payroll, and HR will each
  have their own system message codes. System
  Messages will be trained in each of the
  fundamental courses.

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Creating a Session
You can create additional sessions only by
clicking on the ECC Production link on the SAP
Access tab of the portal, which will open up
additional SAP browser windows.
Click ECC Production XEP 500 WebGui to
create a new session and get to the SAP Easy
Access screen
GUI stands for Graphical User Interface. This
simply means you will be accessing SAP through
the web.
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Ending a Session

• Ending a session is another way of logging off
  SAP
• Save your work before you close a session
• From the menu bar choose Systemgt End Session
• Additional logons you may have in SAP will remain
  open
• Each session must be closed separately

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Logging Off

• Select System gt Log off
• You will be warned about saving your data even if
  you have saved it!
• Select Yes to log off
• Other sessions will remain open

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Field Help

• Position the cursor in a field and select F1 on
  the keyboard
• A pop-up box will appear that provides an
  explanation of the field

Click in the field
Example of Field Help
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Human Resources and Payroll Overview
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Role Descriptions

• Human Resources Action Processor (HRAP)
  replaces PAF Processor
• Utilizes the HR Administrative Services (HRAS)
  function to create, execute and delimit HR
  activities/processes
• Data is populated on Adobe Interactive forms and
  once executed updates the backend system (SAP)
• Payroll Contact
• Enters attendance and absences into SAP system
• Researches and communicates payroll issues to
  management and/or employees
• Runs reports for audit documentation

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Whats Different in Navigating the Portal?

• Human Resource Action Processors (HRAP) will have
  a separate tab within the Portal to
• View employee data
• Initiate employee actions
• Administrators will have a separate tab within
  the Portal to
• View employee data
• Approve leave requests for vacation and sick
  personal reasons, time entries, and personnel
  actions
• Payroll Contacts will access SAP using the SAP
  Access tab within the Portal
• Note Navigation for each role will be covered
  in-depth in the corresponding training course
  for that role.

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Key Terms
Adobe Interactive Form An electronic form within SAP used to create/change Personnel Master Data. Becomes part of employees record. (Adobe Acrobat Reader software required.)
iViews Snapshots of employee data within the Portal for quick reference.
Manager Self Service (MSS) Workplace for administrators to approve personnel actions created/changed by the HR Actions Processor, as well as leave requests and time.
Employee Self Service (ESS) Workplace for employees to view personal information and request changes.
Business Intelligence (BI) Repository of SAP information for the purpose of reporting.
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Key Terms
CATS Cross Application Time Sheets enter attendance and absence transactions into SAP for either a single or multiple employees on a single screen for the entire payroll period.
KRONOS/COMPASS External time keeping systems from which time will be imported into SAP.
Retro or Adj. (Adjustments) An adjustment made to an employees pay for a prior pay period. This term will eliminate Difference from pre from the pay stub.
Perpetual Calendar A continuing calendar that crosses over fiscal years without interruption and is not tied to the school calendar. Each Perpetual Calendar pay period consists of 14 calendar days/10 weekdays and are paid on the Friday after the pay period ends.
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Whats Changing with Human Resource Actions?
Current State Future State
Positions are created/changed through a manual, paper process Positions will be created/ changed electronically
Use ZPAF to process HR actions Use Adobe Interactive Forms to process HR actions
PAFs may take a number of days until approved and processed within SAP HR actions will be approved by the Administrator and the system updated immediately, with certain exceptions
Employee resignations are submitted via paper form and processed via ZPAF Employee will be able to resign directly through ESS
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What Does the HR Actions Process Look Like?
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Whats Changing with Payroll?
Current State Future State
Time entered through PA61, PA71, and ZA71 Time entered through CAT2
Time approved on paper, through ZTIM and ZEARNINGS reports Time approved electronically through Manager Self Service (MSS)
Flexible Employee Data report run directly in SAP Flexible Employee Data report run through Business Intelligence (BI) in the Portal
ZDAB and ZTIM run as separate reports Retroactive Changes to Time Data combines information into one report
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What Does the CATS Time Entry Process Look Like?
Start
Approve
Finish
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Lesson Objectives

• At the end of this lesson, participants will be
  able to
• Describe the overall organizational structure
  within SBBC
• Recognize the primary objects of the
  organizational structure in SAP
• Explain the relationships between objects within
  organization management

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Organizational Management Offers

• Provides a way to construct and maintain a model
  of the districts organizational structure
• Used to direct the workflows
• Ensure functional integration and organizational
  alignment throughout the district
• Display reporting relationships
• Reports

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Sample of SBBCs Organizational Chart
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Organizational Structure

• All positions belong to an org unit and do not
  move from one org unit to another.
• Holders of positions can move from one org unit
  to another. People hold only one primary
  position, but can hold as many secondary
  positions as they are offered and have time to
  work.
• Jobs hold the general attributes of the position,
  i.e., education qualifications, salary schedule,
  etc.

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Primary Objects of the Organizational Structure
Organizational Management houses the building
blocks that provide the foundation for the entire
structure of SAP
Organizational Unit (O) Describe the various departments that exist within BCPS. Examples include Superintendents Office, North Area Superintendent Office, New River Middle School, etc.
Job (C) General classifications of tasks and attributes that are routinely performed together and include Teacher, Principal, Office Manager, etc.
Position (S) Individual employee assignments in the district and include Paraprofessional, Teacher-Science, Associate Superintendent HR, Office Manager, etc.
Person (P) Specific individuals who hold positions within the district.
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Organizational Units (O)

• Are represented by O in SAP and are 8 digits.
• The first digit will be a 6 no longer a 0.
• Describe the various departments/schools that
  exist within BCPS.
• Multiple organizational units and their
  inter-relationships form the Organizational
  Hierarchy.
• Each organizational unit is managed by a Chief.
• The example shows the Superintendents Office as
  root organizational unit and CFO and North
  Area Superintendents Office as two subordinate
  units with subsequent subordinate units that
  report to them.

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Jobs (C)

• Jobs are represented by C in SAP.
• Jobs are general classifications of tasks that
  are routinely performed together and represent a
  unique classification of responsibilities.
• Jobs hold attributes, such as education and
  salary scale, and are attached to positions.
• Examples include Director, Teacher Grade 2,
  Principal - Elementary, Office Manager II - High,
  etc.

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Jobs (C)

• Jobs IDs in SAP 6.0 are determined by the salary
  object and Job Class .
• Jobs in SAP 4.6B were systemically assigned
  without logic.
• Job Class s are unchanged from old SAP to new
  SAP

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Positions (S)

• Positions are represented by S in SAP..
• Positions are the individual employee assignments
  in the district.
• Positions are occupied by persons.
• Positions impact the budget.
• As a rule, only one employee occupies a primary
  position.

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Positions (S)

• Many work-related attributes, such as workflow,
  approvals and security are attached to the
  position.
• Once you have a job, you must specify the number
  of corresponding positions required in the
  organization.
• A position inherits a jobs tasks but you can
  also define additional tasks related to duties
  performed specifically by that position.
• A position references a job directly. If
  characteristics of a job are changed, this has an
  effect on the positions related to that job.

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Persons (P)

• Persons are represented by P in SAP.
• Persons (SBBC employees) are assigned to
  positions within the organizational structure.
  Additional personal information (i.e., home
  address, emergency contact, education, etc.) for
  persons is maintained in SAP.
• Generally, only one person should occupy a
  primary position at one time.
• The person carries his or her personal
  information to the position and this information
  transfers with the person if they transfer to
  another position.

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Chiefs

• Chiefs manage the organizational unit and sit on
  top of the reporting hierarchy for that
  particular organizational unit.
• Chiefs report to other chiefs as organizational
  units report to other organizational units.
• The designation of a position as a Chief is
  reflected in the position attributes.
• The chief will have the Manager Self
  Service (MSS) functionality.

Organizational Unit
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Organizational Structure All its Attributes
Organization Dania Elementary
Cost Center 3501101010 (Default)
Has
Fund 4230 Grant No. CA83000001.0708 WBS
CA830000101.0101 (1018)
Title I
Belongs to/Incorporates
Belongs to/Incorporates
Job Teacher 1st Grade
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Position Teacher 1st Grade
Position Teacher 1st Grade
Fund 1000 (1018)
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Described by/Describes
Fund 1000 (1018)
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Held/Holds
Held/Holds
Person Jane Smith
Person Joe Jones
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Relationships in Organizational Management
To recap, understanding the role that each object
plays and the relationships between the objects
is critical to being able to work within the SAP
environment.
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Enterprise Structure
The coding is changing for the Enterprise
Structure. See the ERP website for the complete
list.
Examples

• Personnel Area (PA)
• Identifies personnel groups used in SAP
• SBBC uses the 21Bargaining Unit/Meet and Confer
  groups

Personnel Area SAP 4.6 SAP ECC
Teachers INST IN01
Hourly Adult INST IN02
School Based Admin ADMN AD03
Admin (Union) ADMN AD02

• Personnel Sub Area (PSA)
• Is a sub division of the personnel area. Used to
  control pay scale, wage types, and work schedule
  planning.
• Broward uses the 27 Board Approved Calendars

Examples
Personnel Sub Area SAP 4.6 SAP ECC
196 day calendar TE96 0007
244 day calendar SU44 0030
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Personnel Structure

• Employee Group

Employee Sub Group
SAP ECC
Salaried w/Benefits) (01)
Hourly w/Benefits (02)
Temporary (03)
Hourly Adult/Coach (04)
Pool Subs (05)
Substitute (06)
Nonemployee (08) NEVER USE
Conversion (99)
SAP 4.6b
Salaried Full time (SF)
Salary Parttime (SP)
Salary Partime, benefits (SB)
Hourly Full-time (HF)
Hourly Full-time (HP)
Hourly Partime, benefits (HB)
Hourly Partime, 3 hours( H3)
Hourly Other (HO)
Hourly Temp (HT)
Hourly Sub (HS)
Pool Substitutes (PO)
Student Workers/Exempt (SE)
Student Workers/Non exempt (SN)
Temporary Hourly (TH)
SAP 4.6b
Active
Inactive
Retired
Withdrawn
SAP ECC
Active FT (1) 100 only
Active PT (2)
Inactive (3)
Withdrawn (5)
NonEmployee (8) NEVER USE
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Summary
The organizational hierarchy created in SAP
provides the foundation for a variety of key
activities including automated workflow,
approvals, and security access.
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Course Summary

• You should now be able to
• Log on/off the BRITE Portal
• Navigate the SAP Easy Access screen
• Identify transactions in SAP
• Access transactions using
• Transaction codes
• User menu
• Favorites folders
• Navigate transaction screens
• Enter data in fields using
• Free entry (manual typing)
• Matchcodes (look up)
• Recognize system messages
• Access Help for field definitions
• Describe Human Resource and Payroll changes
• Understand the Organization and Enterprise
  Structures

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User Support Options
Follow-Up

• ESS Appraisal
• Blackboard

• BRITE Support Center 754-321-8120
• BRITE Website
• web/erp -or-
• http//www.broward.k12.fl.us/erp/
• e-Learning
• Context Sensitive Help
• Online Training Library
• BRITE CAB Conference
• BRITE LITES (By Role)