20042005 ENDOF YEAR WEBCAST

1
2004-2005 END-OF YEAR WEBCAST

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ETS/SAP SUPPORT CENTER

• QUALITY AND CUSTOMER SERVICE

2
Educational Technology Service

• ETS-Quality Customer Service
• Mary Baker, Director
• SAP Customer Support Team
• Gina Ferrazzo, Team Lead
• CST Trainers
• Joanne Auerbach
• Karen Diamond
• Robbin McGill

Support Staff Edward Clark Chris Crelin
Amilia Jaikaran SAP Help Desk (754)
321-3080 Website www.broward.k12.fl.us/hrms

3
WHATS NEW

• Bi-Weekly Payroll
• Athletic Events
• Supplements
• Grants

4
Bi-Weekly Payroll
5
Important Facts To Remember

• As of July 1, 2005 Employees Will Be Paid
  Bi-weekly (every other Friday)
• AA Payroll Area
• BB Payroll Area
• Visit The Payroll Website
• http//web/hrms/payroll_information/payroll_info.h
  tm
• Links to the Website
• Payroll Area Assignments
• Payroll Schedules
• Payroll Matrix

6
261 And 208 Day CalendarB1

• Employees Will Receive Three Checks In June, 2005
• June 1, June 15, and June 30
• Employees Will Receive Two Checks In July, 2005
• The July 8th check will be for one day only
• The July 22nd will be a normal check for 80 hours

7
ATHLETIC EVENTS
MANDATORY TRAINING FOR PAYROLL PROCESSORS At
Back-2-School Seminars 7/19/05 and 7/21/05
8
Game Official And Non-School Board Employee

• Game Official
• Officials are considered independent contractors
  (even if they are SBBC employees)
• How will Game Officials and Non-School Board
  Employees be paid?
• Submit a check request to accounts payable
• Checks will be mailed to home address

9
School Board Employee

• How will School Board employees be paid?
• Enter wage type in Transaction Code PA30
• How will the wage types be set up?
• The wage types will be set up with a flat rate
  tied to event roles
• Who will enter the Wage Type?
• Authorization will be added to Payroll Contact
  Profile
• Who will make corrections?
• Payroll contacts will make corrections on wage
  types prior to payroll being run
• Payroll Dept. will make corrections to wage types
  already paid through the Deletion Of Hours Form
• How will this be audited?
• A sign-in sheet will be part of the audit trail
  kept onsite

10
Supplements

• How Will Supplements Be Paid?
• 2005-2006 will be paid in the 1st
• 20 checks for all employees
• What Happens To The Supplements That Rollover?
• Amounts will be changed programmatically
• What About New Supplements?
• A new chart will reflect the amounts for the
  supplements

11
2005-06 Supplement Procedures

• An Electronic PAF with appropriate signatures is
  required to recommend the following supplemental
  wage type
• Intern 8M50
• Medical Procedures Incentive 3MED
• Behaviorally Complex Students Incentive 3BEH
• Speech Language Pathologist (National 8M45
• Clinical Certification)

12
When To Delimit Supplements

• An Employee Is Terminating
• An Employee No Longer Wants The Supplement
• An Employee Transfers To Another Location

13
Grants Update

• Primary Positions For Grants
• Use 6 will be used for all primary positions
• Begin date for change will be 7/1/05
• Memo will be sent from the Budget Office
  outlining processes

14
Important Dates AndFacts

• FCAT Summer Retakes Hiring Procedures
• See Administrator for memo dated 5/16/05
• Administrative staffing matrix
• Procedures for processing payments
• Instructions for completing the process call
  [phone]
• Additional information Lisa Ivory, Testing
  Specialist, Student Assessment School
  Performance [phone]
• Bi-Weekly Payroll begins 7/1/05
• No extra checks at the end of the 2006 fiscal
  year
• Supplements will be paid on the first 20
  paychecks
• Back-2-School Seminars
• South/South Central on July 19 at Cooper City
  High
• North/North Central District on July 21 at
  Taravella High

15
TRAINING
TARGETED AUDIENCE
TRAINING SCHEDULE
TRAINING SITE
16
Administrative Training

• Training Schedule For Mandatory SAP Administrator
  Workshops for new Interim Principal and
  Assistant Principals serving as administrative
  substitute

• June 7th
  
• BET 10128378
• BE10303616
• 830AM-330PM
• Wingate Gate Oaks
• Room 130
• June 22nd
• BET10128378
• BE101303671
• 830AM-330PM
• Wingate Oaks
• Room 130

• July 7th
  
• BET 10128378
• BE10303672
• 830AM-330PM
• Wingate Gate Oaks
• Room 130
• See your inservice facilitator to register or
  call 754-321-3080

17
Training Information

• Courses, Descriptions Schedules
• SAP Support Center Web Pagehttp//web/hrms/traini
  ng.htm
• Training Course Descriptions Includes The
• Audience, Points, And Prerequisites
• Training Schedules Listed Are Currently For
• June, July, and August
• Training Location At Wingate Oaks
• Training Hot Lab
• Call 321-3080 to set up an appointment

18
Be Proactive

• Prepare For New Job Assignments
• Take training now
• Complete SAP User Request Form to
• obtain access prior to training
• Click her to access form
• http//web/hrms/forms/SAP_user_access_form_05-05-
  05_v7.pdf
• Train back-ups prior to vacations

19
Reminders

• These next slides are designed to serve as year
  end reminders for
• Employees who are new to their position
• Employees who want a quick review
• The next group of slides include
• ESS
• Termination of Employment
• Leaves
• OptiSpool
• Position Request Forms
• Additional Positions
• PAF
• Payroll

20
Employee Self Service Applications

• Inservice Report
• Update addresses
• Display payroll history
• Complete Business Event Appraisals
• Benefits Inquiry
• W-2 Reprints

• Reset own password
• Establish a security code
• Whos Who Employee locator
• Inbox Workshop confirmations/ cancellations

21

Address Update

• Remind Employees To Update The Addresses In ESS
  Prior To Summer Vacation
• Temporary address (summer address for checkout)
• Permanent address (FRS mailings preparation for
  open enrollment)
• Emergency address (person to contact)

22
Inservice Report

• How To Access Your Inservice Report
• Log on to ESS
• Under Training select Inservice Report
• Report cannot be printed
• See your inservice facilitator for a printout of
  report

23
TERMINATION
PERMANENT SEPARATION OF EMPLOYEE
24
Employee Termination

• Steps To Take When An Employee Terminates From
  SBBC
• Complete Resignation/Retirement Form
• Create a ZPAF
• Create a stop payment action
• Delimit supplements

25
Resignation vs Reassignment

• Steps To Take When An Employee Is Resigning From
  Primary Job (Wants To Keep Secondary Position)
• Do Not create a ZPAF to terminate employee
• Employee Completes The Following Sections On The
  Resignation/Retirement Form
• Employee Information Section
• I currently hold the following positions and
  will continue to work in a temporary capacity
• Create a stop payment action
• Send form to appropriate department
  (instructional/noninstructional)
• Click to website http//web/hrms/forms/Resignatio
  n20Retirement20Form2001-06-2005.pdf

26
Permanent Separation Of Employment

• Written notification from the sending location
  (Risk Management, SIU, Employee Relations,
  Principal or District Department Director)
  responsible for the recommendation is to be sent
  to
• Employees supervisor/work location
• Appropriate staffing department
• Personnel Records
• HRIS
• Payroll Department
• Other individuals as deemed necessary

27
Permanent Separation of Employment

• The current/last work location must immediately
  enter the proper termination code for employees
  terminated for cause
• Enter on the termination ZPAF action reason 09
  for termination for cause resulting from a SIU
  investigation or a MOU developed via Employee
  Relations
• Complete the Stop Payment Action in SAP

28
Permanent Separation of Employment

• Employees terminated from Workers Compensation
  Leave based on a settlement requires that Risk
  Management forward correspondence to HRIS
  requesting the employee be removed from Workers
  Compensation Leave (Code 7, 10, or 12)
• HRIS enters termination/transfer code 62
• No ZPAF is necessary as employee is already on a
  non-recurring salary leave

29
Employee Retirement

• Steps To Take When An Employee Retires From SBBC
• Employee must meet with the Benefits Department
• Benefits Department will forward the form to the
• Appropriate staffing department
• HRIS
• Do Not create a ZPAF to terminate employee
• HRIS will complete the transaction

30
TIPS FOR LEAVES
DISABILITY LEAVE
FMLA LEAVE
PERSONAL LEAVE
31
Leaves Department Contacts

• Set up appointment with Leaves Dept. by e-mail or
  phone
• E-mail address via CAB Leaves Dept
• E-mail address via internet leaves_at_browardschool
  s.com
• Contact the appropriate Leaves Dept. staff member
• Last Name Beginning with Staff Member
• A C Terri Hipsher
• D G Debra Knaub
• H L Rebecca J. Johnson
• M P Jennifer Thompson
• Q S Monica Rollerson
• T Z Susan Eichenbaum
• Notify Location and Leaves Department in writing
  when planning to return to work

32
Business Process For Leaves

• Leaves Department will
• Execute Stop Payment action, if applicable
• Delimit Supplements and PPO Incentives
• Questions and requests for stop payments may be
  emailed to the Leaves Department
• On CAB Leaves Dept
• On the Internet leaves_at_browardschools.com
• Revised Leaves of Absence Flowchart
• http//web/hrms/paf_processors/paf_quick_reference
  s/FlowchartLeavesDeptProcessR.pdf
• Leaves Manual
• http//www.broward.k12.fl.us/benefits/

33
What To Do For FMLA

• For FMLA enter begin and end dates on application
• Submit to Principal/Director for review and
  signature
• Keep a copy of the application
• Forward application to the Leaves Department
• Complete PRF to change coding to sick leave
  budget and forward to Area Business
  Analyst/Budget Department

34
Necessary Actions To Be Taken

• If employee is denied a leave and does not show
  up for work e-mail the Leaves Department to
  complete a Stop Payment action.
• Return employee from leave (ZPAF) when they are
  physically at location
• Create ZPAF for Supplements
• PPO Incentives will be re-initiated by Benefits
  Department

35
OPTISPOOL
COMPUTER GENERATED REPORTS
36
OptiSpool?

• What is OptiSpool?
• A centralized web server that allows users to
  view, search and print report files via their web
  browser application
• OptiSpool is an alternative to district printing,
  copying, and manually distributing hard copy
  computer generated reports

37
Accessing OptiSpool

• web/optispool
• Site User ID SP0155350
• SP01 4-digit Org Unit School Type
  (District-based type will be 0,
• Elementary 1, Middle 2, etc.,)
• Initial Password Same as User ID
• Passwords have 45-day expiration
• Times out when idle for 10 minutes
• Locks after 3 unsuccessful login attempts

38
System Requirements

• Internet Explorer
• PC IE 5.5 or higher
• Mac OS 9.0, IE 5.1.7 or higher
• Netscape is not supported
• Does not work with Pop-up Blockers
• Contact TLC to delete temporary Internet files
• Site User ID and Password
• (supplied by ETS Help Desk 754-321-0411)

39
Month End Closing Calendarfor May 2005

• Reports Will Be Available on OptiSpool
• Locations Will Receive A Hard Copy Of The
  FAST/MSA Report
• on June 9, 2005
• Look For The General Fund Salary Lapse Transfer
  Report (BDG423) On OptiSpool

40
POSITION REQUEST FORM (PRF)
41
TIPS FOR PRF

• Primary And Secondary Positions
• For a primary position enter Use 6
• (ex. 1234165101)
• For a secondary position enter Use 0
• (ex. 1234105101)
• Cost Distribution Changes
• Enter previous cost distribution changes in the
  area provided on the form (left side)
• Delimiting Positions
• A holder in a position must be delimited prior to
  delimiting the position
• Grant Funded Positions
• Route PRF through Grant Administrator for
  approval

42
PAF Reminders

• Overstaffing Is Permitted For ALL Additional
  Assignments
• ZPAFs no longer allow cost distribution
  information to be entered
• Cost override is not allowed
• Create a new position if a different cost
  distribution is necessary
• Forward to Area Business Analyst/Budget Office

43
Payroll Reminders

• Final Time Entry Deadline
• Hours reported after the final time entry
  deadline will pay on the first payroll for the
  2005/06 school year.

44
Support Material

• Forms, Schedules Instructions For
• Administrators
• Payroll Contacts
• PAF Processors
• Bookkeepers/Budgetkeepers
• Cafeteria Managers

45
Administrators

• Administrative Support Materials
• Work Instructions Are Detailed Steps With Screen
  Shots
• Approving An Electronic PAF
• Substitution In Workplace
• Quick References Are Easy One Page Directions
• Transaction Codes
• Administrator Flowchart
• Reports
• SAP/HRMS End User Report Matrix

46
Payroll Contact

• Payroll Contact Support Materials
• Quick References Are One Page of Directions
• Quota Overview (PT50)
• Time Management Report (ZTIM)
• Work Instructions Are Detailed steps with screen
  shots
• Absence Single Employee (PA61)
• Handouts, Forms, And Schedules
• Transaction codes
• Deletion of hours form
• Payroll monthly and areas

47
PAF Processor

• PAF Processor Support Materials
• Quick References Are Easy One Page Instructions
• Stop Payment Sub Teacher Reminders
• Flexible Employee Data Report
• Work Instructions Are Detailed instructions With
  Screen Shots
• Return From Leave (ZPAF)
• Staffing Positions (ZSTF)
• Handouts, Forms, And Schedules
• Athletic Calendar (Middle and High)
• Job Class Lists (Number and Title)

48
Bookkeeper/Budgetkeeper

• Bookkeeper/Budgetkeeper Support Materials
• Position Control
• Position Request Form (PRF)
• Employee Subgroups And Percentage of Full Time
• Payroll Schedules
• Monthly Payroll Calendars
• Payroll Areas for Fiscal Year
• Reports
• Staffing Report (ZSTF)
• ZPSI (Actual Salary Posted To Finance For An
  Employee
• Work Instructions
• Salary Lapse Report (ZSAL)
• Maintain Positions (PO13)

49
Cafeteria Managers

• Cafeteria Managers Support Materials
• Position Control Creating/Changing/Delimiting
  Positions
• Position Request Form (PRF)
• Employee Subgroups And Percentage of Full Time
• Payroll Schedules
• Monthly Payroll Calendars
• Payroll Areas for Fiscal Year
• Reports
• Staffing Report (ZSTF)
• Time Management Report (ZTIM)

50
Cafeteria Managers

• Cafeteria Managers Support Materials
• Work Instructions Are Detailed instructions With
  Screen Shots
• Personnel Action Form (ZPAF)
• Absence Single Employee (PA61)
• Quick References Are Easy One Page Instructions
• Quota Overview (PT50)
• Create Attendance On Secondary Positions (ZA71)

51
Payroll Telephone Numbers

• Frequently Used Telephone Numbers
• Payroll Department 754-321-0698
• Payroll Deductions 754-321-0633
• Payroll Exceptions 754-321-0710
• Payroll Fax [phone]

52
DESK TELEPHONE NUMBERS

• Help Desk
• ETS/SAP Support Center [phone]
• ETS [phone]
• HRIS [phone] or 321-0129
• Payroll Processor
• Payroll contact calls the processor
• assigned to location
• Call [phone] to find out who is payroll
• processor assigned to your location

53
END OF SCHOOL YEAR

• The End Of The 2004-2005 School Year Is Just
  Around The Corner
• We Hope your year-end close was successful
• If your are going on vacation enjoy the time off
• Traveling this summer? BE SAFE!
• See You At The Back-2-School Seminar
• South/South Central on July 19 at Cooper City
  High
• North/North Central District on July 21 at
  Taravella High