SAP GOLIVE Preparations

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November 7, 2003

• SAP GO-LIVE Preparations

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OFFICE OF ADMINISTRATION Bureau of State
Employment Agency Temporary Services (ATS)
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• Transition
• - Mapper System
• - CWOPA
• - Forms/Brochures/PowerPoint
• - Training
• - ATS Operations
• SAP/CATS/ESS
• - Work Schedules/Attendance Codes
• - Employee Time Entry
• - Supervisor Approval/Review of Time
• - ATS Time Entry
• Contingency Plans
• Questions/Answers

Agenda
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MAPPER System/Time Input
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1/9/04 - Final date for TCP hours worked that
will be entered into Mapper
system.   1/10/04 - Any time worked from this
date going forward must be entered into
ESS/CATS. 1/13/04 -Final Pay Processing for
TCP Mapper time entry (Pay period ending
1/9/04) NO ADJUSTMENTS MADE AFTER THIS DATE
  1/10-1/23 -Complete and maintain paper
timesheets for all employees as a backup.
Mapper will remain available if
needed. 1/27/04 -First SAP Pay
Processing   6/1/04 - Mapper will remain
available until 6/1/04 for viewing purposes only.
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CWOPA Accounts
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POLICY Effective August 15, 2003, agencies
will have the option to transfer Temporary
Clerical Pool (TCP) employees' CWOPA accounts
into their agency directory containers. This
should be done only if the employee requires
access to agency resources/logon scripts to
perform their assigned duties. Agency IT
personnel will be responsible for addressing
account lockouts and resetting passwords for
accounts transferred into their agency
containers. Agency Temporary Services (ATS)
will continue to maintain responsibility for
the initial creation or deletion of TCP
employee accounts in the OA container. Please
contact ATS at 783-3917 if you require additional
information.
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WORK ORDER- TCP/CATS TIME SHEET- EMPLOYEE
CATS/ESS TIME ENTRY BROCHURE- POWERPOINT FOR
SUPERVISORS
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New Forms
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January 15, 16, 20, 21, 22 at Finance Building.-
Schedules to Agencies- Simulation- Live- 1.5
hours- Contact us if we miss employee Every
Wednesday after Go-Live- Impact on appointments
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Employee Training
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IMPACT ON RESPONSIVENESS -IMPACT ON INTERNAL
STAFF
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ATS Operations
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In order to eliminate significant administrative
time and cost to ATS and agencies, employees will
utilize the 7.5-hour (BFLX7017) flex
schedule.This meansEmployees will enter
attendances and absences before lunch and after
lunch (I.e. 800 1200, 1300 1630). Two
entries a day will be required unless employees
are absent for a full day. Full-day absences are
entered as one entry.Lunch hours are not
entered.No daily substitutions are needed.  
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Work Schedules
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Attendance Codes
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New Attendance/Absence Codes The following codes
are valid entries for TCP employee attendances or
absences. Time associated with each code must
be entered on a separate line on the CATS time
sheet.   Attendance (Paid) RT- All time worked
should be entered as RT. If RT exceeds 37.5
hours per week, an adjustment will be made by the
ATS timekeeper to reflect accurate T1 and T2
totals.   Absences (Unpaid) NPC - Authorized
closing/early release of state offices NPH -
State holiday NPU - Unpaid absence
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Employee ESS/CATS Entry
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SAP organizational security prevents outside
agency representatives (formerly timekeepers)
from entering time for TCP employees (OA).
Therefore employees will be responsible for
entering their attendances and absences and
submitting them (via ESS) to their assigned
agency supervisor for review and approval.
Anticipate a brief learning curve during the
initial weeks after GO-LIVE. However, we expect
that entry of time will become routine, and will
take minimal time away from an employees
assigned duties.   Hours worked should be
entered daily, and at least one hour prior to
employees quitting time.. This promotes
accuracy and timeliness in processing.
Supervisors will not be overwhelmed with large
amounts of time to review and approve/disapprove.
  Supervisors must sign and submit all paper
timesheets to ATS by noon on the last Friday
of the pay period. This will provide ATS
timekeepers ample time to review and make any
necessary adjustments.
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Supervisor Roles
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• - Supervisors must be role-mapped in SAP as a
  supervisor in order to approve time.
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• - Supervisors will be notified by email when time
  has been submitted for their approval.
• Please go into ESS immediately to review/take
  action.
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• - Supervisors must review 4 critical areas for
  accuracy
• Date, Hours worked, Attendance/absence codes,
  and Activity Codes (ATS File used).
• Agency billings are based on activity codes
  (files). Approval of an incorrect activity
• code will result in incorrect billing for
  services.
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• - Supervisors may disapprove time. A message will
  be sent back to the employee for
• correction. Please give adequate time to
  employee to make corrections and resubmit.
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• - Supervisors may elect to have employees submit
  their time to an alternate supervisor
• in the work unit for approval (i.e.
  vacation/meetings).
• All time submitted by employees must be approved
  by close of business on the last
• Friday of the pay period.

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- ATS staff will perform time entry for
employees on assignments where there is no access
to a computer for time entry.  - Agencies must
notify ATS in advance of assignments where there
is no PC access using the new TCP WORK ORDER
(PC access for CATS time entry field) -
Utilize the new CATS paper timesheet. Manual
annotations OK. - Timesheet must be forwarded
to ATS no later than noon on the last Friday of
each pay period. Fax [phone]
ATS Input of Time
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- PREPARATION FOR EMERGENCY INPUT- PAY
ADVANCES- WORK IN PROGRESS
Contingencies..
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A T Your Service !
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THANKS !!