human resource actions processing (hrap) revised 8/11/08

Human Resource Actions Processing(HRAP)Revised 8/11/08

*Human Resource Actions Processing

Welcome and Ground RulesHave fun and enjoy the opportunity to contribute to SBBCs future success! Turn off or silence cell phones and pagersNo email messages during class timeKeep side discussions to a minimumDo not interrupt the person speakingWe will start, break, and end on timeUnanswered questions will be placed in the Parking Lot and answers will be distributed later


LogisticsBefore we get started ...


Classroom MaterialsConceptsDemonstrationsExercisesBRITE (Let Me)(Tell Me)(Show Me)


Course ObjectivesAt the end of this course, participants will be able to:Navigate the HR Action Processor page within the BRITE portalDisplay employee information using iViewsCreate and maintain positions through position control actionsMaintain employee personnel informationProcess one-time payments and supplementsReview and process termination of employeesNavigate the Universal WorklistMaintain HR master dataExecute relevant reports


Table of Contents

Human Resource Action Processor OverviewKey TerminologyHRAP ResponsiblitiesPreparing Your ComputerHRAP Navigation Screen7-16Navigating the Universal Worklist (UWL)Accessing/Navigating the Home UWLTask TabNotifications Tab (withdrawn items can be found here)Tracking Tab17 - 21HRAP Navigation & Searching for an iFormiForm execution and informationThree types of iFormsNavigating and Accessing the iForm43 - 53Search iForms & Review Withdrawn iformsSearch ProcessesReviewing notes on Withdrawn iFormsSearch One-time Payment or Supplement Form54 - 64Position ControlStaffing Report (p. 66)Create Position (p. 70)Maintain Position (p.76)Sick Leave Budget (p.80)Delimit Sick Leave Budget (p. 85)65 - 90



Key Terminology


HRAP ResponsibilitiesAccess employee dataCreate and execute HR actionsSupplements, One-time payments, selected additional positions, & delimit supplements will be executed immediately upon administrator approval.Use hard copy form to Delimit Additional AssignmentManage worklist and view status of HR actionsRequest new and/or change existing positions (PRF)Reallocate employee cost to Sick Leave BudgetGenerate reportsBe sure to have an HRAP back-up at your locationKeep apprised of latest/changing information posted on the BRITE web site or in Hot Topics located in the BRITE CAB Conference


Other HR Business ProcessesThese other HR business processes are NOT changing at this time:Leave of Absence, FMLA, Disability, etc.RetirementSubmitting Declaration of Vacancy (DOV)Pre-clearancesNEW employee and HRAP will receive notification when processed in SAP

These processes will be changing and the appropriate departments will notify locations with more detail:Out of Field/Highly QualifiedNew Reappointment Process


Preparing Your ComputerThe iForms only work on a PC. They do not work on a Mac. Contact Ken Zacharias regarding computer needs.Validate your settings are accurate on your computer.Documentation available on the ERP web site.http://web.broward.k12.fl.us/erp/


HR Action Processor Navigation Screen123a3b


HR Action Processor Navigation Screen12Do not use this worklist.


HR Action Processor Navigation Screen Contd.213


HR Action Processor: Navigating to SAP AccessSAP Access TabHRAP TabSAP Easy Access MenuReports Window


Knowledge CheckWhat electronic tool will the HR Action Processor use to initiate HR Actions? Manager Self Service (MSS)Employee Self Service (ESS)Adobe Interactive FormBusiness Intelligence (BI)



Navigating the Universal Worklist Tasks 123Do not use this section or the buttons.


Navigating the Universal Worklist - Notifications45


Navigating the Worklist Tracking67


Knowledge CheckWhich tab in the Universal Worklist (UWL) shows everything youve processed and the status of each process?

TasksAlertsNotificationsTracking



HRAP iViews


Detailed Navigation Screen213


Employee iViews: Basic Employee Search12354


Employee iViews: Advanced Employee Search1246351


Employee iViews: Overview132


Employee iViews: Organizational Assignments15234


Employee iViews: Objects on Loan12


Employee iViews: Personal Data12


Employee iViews: Monitoring of Tasks1


Employee iViews: Date Specifications1


Employee iViews: Absence Days231


EducationCertifications


Duty AssignmentOut of Field


Employee iViews: Salary Data1


Employee iViews: Salary Wage Types12


Employee iViews: Planned Working Time1


Demonstration: Employee iViewsLets view the employee information for Consuela Stone. Specifically, lets look at the following iViews on the HR Action Processor tab:General DataOrganizational AssignmentsPersonal DataEducationCertificationsWage Types


Exercise: Employee iViewsYou need to verify certain information for Michael Vernon. From the HR Action Processor tab, enter Michaels personnel number from your data sheet and note the following:General DataOrganizational AssignmentsPersonal Data


Lesson SummaryCongratulations! You should now be able to:Perform a basic search for employeesUse the advanced search functionality to search for employeesDisplay employee information using iViews


Knowledge CheckTo perform a basic employee search, which of the following values may be entered?Last nameFirst namePersonnel numberAny of the above



HR Actions Process FlowStartApproveFinish NotificationHRAP & Employee receive notice action completed


Process ExecutionActions executed immediately upon approval by Administrator:

Additional positions (with certain exceptions)SupplementsOne-time (additional) payments

Executed after HRAP processes, Administrator receives notificationSeparation of employment (voluntary, e.g., 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, e.g., abandonment of position) (Staffing)


Interactive Forms (iForms) Position Request Forms (PRF) will be completed on-lineiForms will be used to process HR Actions (replaces ZPAF)Attach required documents to the HR ActionSupplements, One Time Payments & Separation of EmploymentDo not process on Mondays (Payroll locked)10 minute window to complete the formError message are displayed on the top of the formEach form will have a reference number, except the Position Request forms


Navigating the Work Overview12MinimizeMaximizeClose Window


Three Types of Interactive Forms132


1345Navigating an Interactive Form2


Navigating an Interactive Form Contd.98711610


Accessing the HR Actions for an individual employee1243A5


Interactive Forms: Accessing the iForm12345


Interactive Form: Completed Process After you have submitted the form you will receive the above message and a reference number.Close out of the window by clicking the red X box.Interactive Form: Save as Draft After you have saved as draft, the message on the top will appear.Close out of the window by clicking the red X box.



Interactive Forms: Search ProcessesThere are different ways to search for the iForms depending on the iForm.Position Request Forms Do not have a search functionality at this time. HR Actions accessed using Start ProcessesUse Search ProcessesOther PaymentsSearch One Time/ SupplementsNot used by F&NS


Interactive Forms: Search Processes423


Interactive Forms: Search Processes Contd.12


Interactive Forms: Search Processes Contd.162345


Interactive Forms: WithdrawnBCA


Interactive Forms: Withdrawn form1423


Interactive Forms: Withdrawn13245


Interactive Forms: Withdrawn5 Scroll down the form to the comment section.


Other Payments: Search One Time/Supplements123


Other Payments: Search One Time/Supplements456



Position Control: Staffing Report1342






Demo & Exercise: Staffing ReportLets run the Staffing Report with the following variables:Object ID (Org Unit) 61241000Reporting Period TodayAll PositionsSort Options Org unit/title


Position Control: Create PositionStartApproveFinish HRAPReceives notification Position Created/Changed


Position Control: Create Position12a32b45


Position Control: Create Position Contd.56


Position Control: Create Position Contd.81079


Simulation: Create PositionLets request a new position using the Adobe Interactive Form for:Teacher Aide Instructional ElementaryNob Hill ElementaryEffective July 1, 2008


Demo & Exercise: Create PositionLets request a new position using the Adobe Interactive Form for:Teacher Aide Instructional ElementaryJob ID 15910092Nob Hill ElementaryOrg unit # 62671000.Effective July 1, 2008


Position Control: Maintain PositionFinish NotificationHRAP receives notice action completedStartApprove


Position Control: Change Position1324


Position Control: Change Position Contd.5678


Position Control: Change Position Contd.910


Position Control: Sick Leave BudgetStartApproveFinish NotificationHRAP receives notice action completed


Position Control: Sick Leave Budget12


Position Control: Sick Leave Budget Contd.34


Position Control: Sick Leave Budget Contd.56


Demo & Exercise: Sick Leave BudgetLets request the position for Donna Miller be coded to the District Sick Leave Budget:Effective Date 05/15/2008Sick Leave Budget Processor Budget Cost Center 2200097320 Pct 100.00Fund 1000 Functional Area 8201729160000000 Overstaff No New Comment Employee on FMLA


Position Control: Sick Leave Budget Delimit Finish NotificationHRAP receives notice action completed


Position Control: Sick Leave Budget Delimit 21


Position Control: Sick Leave Budget Delimit


Position Control: Sick Leave Budget Delimit 34


Lesson SummaryCongratulations! You should now be able to perform the following position control actions:Execute the Staffing Report to verify positionsCreate and maintain positionsPlace an employee on the Districts Sick Leave BudgetRemove an employee from the Districts Sick Leave Budget


Knowledge CheckPrior to submitting a Position Request Create form, you should first run the Staffing Report.TrueFalse



Personnel Actions: ReassignmentStartHRAPInitiates Reassignment ProcessAdministratorReviews Reassignment in MSSApproveHRISProcesses Reassignment in SAPReassignment within an Organization UnitFinish NotificationHRAP receives notice action completed


Personnel Actions: Reassignment312




Personnel Actions: Reassignment




Personnel Actions: TransferTransfer between Organization UnitsStartApproveFinish NotificationHRAP receives notice action completed


Personnel Actions: Transfer132




Personnel Actions: Transfer




Demo & Exercise: TransferLets request that Consuela Stone be transferred from her current position and school to a new position and school:New Org Unit 63861000 Date of Transfer 08/05/2008Position 80110581 Reason for Transfer Regular/Lateral TransferPayroll Area Bi-Weekly AAWork Schedule 7.5H Mon-Fri %age 100.00


Personnel Actions: DemotionFinish NotificationHRAP receives notice action completed


Personnel Actions: Demotion312


Personnel Actions: Demotion Contd.4


Personnel Actions: Demotion Contd.


Personnel Actions: Demotion Contd.576


Personnel Actions: Change in PayFinish NotificationHRAP receives notice action completed


Personnel Actions: Change in Pay21


Personnel Actions: Change in Pay Contd.3


Personnel Actions: Change in Pay Contd.


Personnel Actions: Change in Pay Contd.465


Demo & Exercise: Change in PayLets request a Change in Pay for Eva Garcia:Date of Change in Pay 08/05/2008Reason Hours/percent change Payroll Area Bi-Weekly AAWork Schedule 7.5H Mon-Fri %age 80.00


Personnel Actions: Additional Position/Assignment (554)Finish NotificationHRAP receives notice action completed


Personnel Actions: Additional Position132Position TextOrganizational Unit Text4


Personnel Actions: Additional Position Contd. 65


Personnel Actions: Additional Position Contd.78


Demo & Exercise: Additional PositionLets request an Additional Position for Lillian May:Position 80116537 Start Date 09/29/2008 Reason for Secondary Position Days Beyond (Inst)Additional Position Text Tutoring


Personnel Actions: Working While on LeaveStartApproveFinish NotificationHRAP receives notice action completed


Personnel Actions: Working While on Leave1432


Personnel Actions: Working While on Leave Contd.5


Personnel Actions: Working While on Leave Contd.


Personnel Actions: Working While on Leave Contd.67


Personnel Actions: Return to WorkStartApproveFinishFinish NotificationHRAP receives notice action completed


Personnel Actions: Return to Work213








Lesson SummaryCongratulations! You should now be able to process the following personnel actions:Reassign to another position within the organizational unit Transfer to another organizational unitDemote to a position of lower grade or level/stepChange payAssign an additional positionInitiate working while on leaveReturn to work


Knowledge CheckWhich process form allows you to move an employee from one position to another within your own org unit?Additional PositionTransferReassignmentChange in Pay



Other Payments: Types of Supplements


Other Payments: Supplements (not grant funded)StartApproveFinishFinish NotificationHRAP receives notice action completed


Other Payments: Supplements2697320001


Other Payments: Supplements Contd.43445


Demo & Exercise: Specific SupplementsLets request a specific supplement for Lillian May:Cost Center 63861000Wage Type 8H34 (Chairperson Language Arts)Amount 62.40Start Date 07/01/2008 End Date 12/31/99Reason 02 (Academic)Cost Center 3258338610 Fund 1000 Functional Area 5801000000000000 Comment Chairperson (8 on team)


Other Payments: One-time PaymentsStartApproveFinishFinish NotificationHRAP receives notice action completed


Other Payments: One-time Payments1234


Other Payments: Delimit SupplementsStartApproveFinishFinish NotificationHRAP receives notice action completed


Other Payments: Delimit Supplements123456


Other Payments: One-Time Payment Contd.444411812910


Lesson SummaryCongratulations! You should now be able to process the following other payment actions:Supplements specific, non-specific, and athleticOne-time paymentsDelimit supplementsDelimit additional positions Coming Soon!Search one-time/supplements


Knowledge CheckAthletic, specific, and non-specific supplements may be submitted at the same time on one form.TrueFalse



Separation of Employment & Termination TypesTermination Executed by the Staffing DepartmentsEmployee is terminated due to disciplinary action, performance, abandonment of position, etc.Separation of Employment Executed by the HR Action ProcessorEmployee submits voluntary resignation letter to HR Action Processor at location


Separation of Employment: Initiated by HRAPStartFinish NotificationHRAP & Employee receives notice action completed


Separation of Employment: Initiated by HRAP


Separation of Employment: Initiated by HRAP1Enter the effective date of the resignation. e.g., if the last day worked is 9/3/08 then the effective date will be 9/4/08. DO NOT ENTER THE LAST DAY WORKED.


Separation of Employment: Initiated by HRAP


Separation of Employment: Initiated by HRAP23


Demo & Exercise: Separation of EmploymentLets submit the Separation of Employment form for Donna Miller and attach a copy of her resignation letter:Last Day Worked todays dateReason Personal Reasons


Termination: InvoluntaryFinish NotificationHRAP & Employee receives notice action completed


Termination: Initiated by HRAP


Termination: Initiated by HRAP1


Termination: Initiated by HRAP23


Lesson SummaryCongratulations! You should now be able to perform the following termination actions:Separation of employment initiated through ESSSeparation of employment initiated by the HR Actions Processor (HRAP)Termination abandonment of position


Knowledge CheckThe Administrator must approve the Separation of Employment form before the system is updated.TrueFalse



Administrator Approve HR Actions1Do not use these buttons423


Administrator Approve HR Actions3



Personnel Data Infotypes


PA20 & 30: Display & Maintain HR Master Data123


PA20 & 30: Navigation124356


PA20: HR Master Data Display Address12534


Infotype 0014: Recurring Payments/Deductions2131234Joe Apple


Infotype 0014: Recurring Payments/Deductions4675


Infotype 0014: Recurring Payments/Deductions: Cost Assignment612345


Infotype 0015: Additional Payments211234Joe Apple3


Infotype 0015: Additional Payments14675


Infotype 0015: Additional Payments: Cost Assignment23456


Infotype 0040: Objects on Loan12345


Infotype 0034: Corporate Function123


Demo & Exercise: Objects on LoanLets add a new object on loan for Donna Miller:Start date todays date To date 12/31/9999Object on loan 12 (ID Badge)Number/unit 1 Pieces Loan object no. 08195


Lesson SummaryCongratulations! You should now be able to maintain HR master data using PA30 for the following areas:Correct supplementsCorrect one-time (additional) paymentsUpdate objects on loanUpdate corporate function


Knowledge CheckYou should use PA30 to display employee master data.

TrueFalse



Course SummaryCongratulations! You should now be able to:Navigate the HR Action Processor page within the BRITE portalDisplay employee information using iViewsCreate and maintain positions through position control actionsMaintain employee personnel informationProcess one-time payments and supplementsReview and process termination of employeesNavigate the Universal WorklistMaintain HR master dataExecute relevant reports


Next StepsComplete the following:Course evaluationQuia QuizCourse appraisal online via ESS

Discuss the following:Safety/Emergency ProceduresTime class begins and ends/breaksAccess to phones and dial-in portalsLocation of first-aidNearby restaurantsLocation of refreshmentsLocation of restroomsTell Me: Concepts Instructor-delivered information necessary to perform job-related tasks successfully.

Show Me: Instructor DemonstrationsInstructor demonstration of job-related tasks performed on SAP using associated training material.

Let Me: ExercisesExercises to provide hands-on practice using the SAP system in class.

Help Me: Online Performance Support ToolOnline tool that enables SAP users to access help while processing transactions within the system.

NOTES:This course will focus on the new SAP ECC 6.0 system and BRITE Portal.4.6b will continue for VIEW only for end users who currently have access. 4.6b ESS will be eliminated. Not all of the history is being loaded into new SAP. At the end of this lesson, participants will be able to:Comprehend key terminology within SAPDescribe roles and responsibilities as an HR Action Processor (HRAP)Recognize key components to the HR Action Processor navigation screen

Besides the responsibilities listed above, it is imperative that your location have an HRAP back-up. Please keep your back-up informed of the latest information. Web/ERP or www.broward.k12.fl.us/erp for updated information (e.g., forms, manuals, procedures, etc.).Be sure you have the BRITE conference on your CAB desktop. Your back-up should have access too. If not, contact Dawn Sturdy to be added.NOTES:Leaves will be handled through the Leaves Department.Retirement will be handled through the Benefits Department.Vacancies:Instructional continue to use the DOV database.Non-instructional submit hard copy to appropriate persons/department.Pre-clearances:Instructional continue to use the DOV database.Non-instructional fax to the Employment Center.Preparing your computer. Log on to the BRITE website and lets quickly review. (web/erp)

The iForms do not work on a MAC. Validate that your computer settings are accurate. Review the Solutions to Clocking issues. These will walk you through the settings required on your computer. You will need to complete this every few months. The BRITE web site has a lot of resource material available to assist you. Take a tour with Betty Brite while she explains how to navigate the web site. Located on the bottom left side. Check out the Training Tab. This is where you will find the on-line library.

After you sign in, your screen will always go to the home tab. To get to the HR Action Processor tab, simply click on it. After you select the HR Action Processor tab, this screen will be displayed. To view the information in the Work Overview or Employee folders, click the appropriate folder The additional options will be displayed. Each one of these options will be reviewed in detail.3a. Work OverviewStart Processes: Start processes by selecting the employee concerned and the required process, editing the corresponding form, checking the entries, and then sending the data to the responsible processor.Search Processes: Search for processes currently running by using different criteria, such as the status of the process or the employee involved in the process. Supplements and one-time payments use a separate search function.Position Request Create: Request creation of a new position using the Position Request form.Position Request Change: Request a change to an existing position using the Position Request form.One Time Payments: Request one-time (additional) payments.Supplements: Request specific and non-specific supplements.Delimit Supplements: Request to delimit specific or non-specific supplements.Delimit Additional Assignment (554): Request to delimit additional assignment (Coming Soon). Use manual form. Search One Time/Supplements: Search for specific one-time payments and supplements submitted.3b. EmployeeDisplay Basic Data: search for employees to display their data in one shot. Display Processes: displays the HR actions completed for specified employee.Start Processes: Begin an HR action for an employee.Display Employee Reports: THIS FUNCTION DOES NOT WORK.Keyword Search: THIS FUNCTION DOES NOT WORK.On your HR Action Processor tab there will be a Worklist. DO NOT USE THIS WORKLIST. Use the worklist on your Home tab, listed below. Home Tab: Select this to access your Universal Worklist (UWL). We will cover this in detail in a later lesson.Your Home Universal Work list is where your tasks will be located (task tab). If an item has been withdrawn it will be in your Notification tab.The tracking tab is where actions that are complete will be saved. You will be able to access all the forms, but the Position Request forms by using the Search Processes functionality that we will review in a later chapter. This page will explain how to make your window larger for viewing. Select the arrow pointing right, to close the detailed navigation window. The entire window will disappear making the other window pane larger. This is helpful when you are reviewing the iViews. Select it pointing left to open it. These arrows will make the window smaller or larger. This button will collapse the detailed navigation window. From your HR Action Processor tab you will be able to navigate to other areas. The windows may open and stack on top of each other or open in the same window. The example above shows 3 portal windows open. Your desktop can become congested with many open windows. Your main portal window is the one that has the tabs on it. See 1 above. When a new window opens, select the maximize icon to enlarge the window.

To minimize a window select the minimize icon located in the right hand corner of the screen.

c. To close a window, select the close window icon located in the right hand corner of the screen. Be careful toselect the X for the active window. It is easy to select a X on another window.d. To refresh/open the window select it from the bottom of your screen.

You can open more than one session. In this example, I have two sessions of SAP. To Open another session of SAP, select the SAP access tab (1) again and another window will appear.When you select the reports tab the Reports Portal window will open. You can distinguish between reports and the main portal because it says BRITE REPORTS.

At the end of this lesson, participants will be able to:Navigate the Universal Worklist.Describe the process Administrators will use to approve HR Actions.

You will use the Universal Worklist (UWL) on your HOME Tab. A UWL exist on the HR Action Processor tab but do NOT use it. Click the Home tab and then click Universal Worklist to display tasks, notifications, and tracking information.In the Tasks window, you will find the HR action forms that you have created or saved as drafts. The following information displays:Subject provides a hyperlink to the form in processFrom Workflow System generates the task once the HRAP initiates the formSent the date and time the form was sentPriority the priority of the process will default to NormalStatus the status of the process, including New, Draft, In Progress, and CompleteBased on the task highlighted above, the information will also display below. DO NOT USE THIS SECTION OR THESE BUTTONS.

NOTES: If more than ten tasks are listed, use the arrows to scroll from row to row.Although the Alerts tab displays, it is functionality SBBC is not currently using.Supplements and One-time (Additional) Payments will not display employee names in the subject line, as multiple employees may be on the same form.Position Request Forms (PRFs) will not display in the UWL. It is imperative that you save copies of the forms when submitted.Click the Notifications tab to see your Workflow Inbox, and select the line item you wish to act upon.The information lists below, along with the following options:Complete set the status to complete once you have actually completed the itemForward send the notification to another userDelete remove the notification from your inbox

NOTES: These notifications let you know that something has occurred. For example, a new hire has been processed and now belongs to your org unit, a form has been withdrawn, the transfer is complete, position has been changed, etc. Click the Tracking tab to display all items that have been processed and the status of the process.Do not use these options at this time.

NOTES:To view the history for the workflow, click the line item. The Workflow window pops up. Click the View history link to the right to display the historical data for the workflow. At the end of this lesson, participants will be able to:Perform a basic search for employees.Use the advanced search functionality to search for employees.Display employee information using iViews.

This is a listing of the infotypes available in the iViews under the HR Action Processor tab. The HRAP tab will allow you in one place to view several infotypes at one time. An infotype contains master data on employees. Additional infotypes can be accessed using SAP Access PA20. We will review these in another chapter.

A complete list of infotypes is located in the Appendices and on the BRITE web site.

This page will explain how to make your window larger for viewing. Select the arrow pointing right, to close the detailed navigation window. The entire window will disappear making the other window pane larger. This is helpful when you are reviewing the iViews. Select it pointing left to open it. These arrows will make the window smaller or larger. This button will collapse the detailed navigation window. On the left hand Detailed Navigation:Click on Employee and the additional options will be displayed belowClick Display Basic DataThe Search Employee window will appear; enter the employees last name, first name, or personnel number.Click Go.If searching by name and multiple employees share the same name, a list of employees will display to the right.You can do a wild search: if entering a partial name, be sure to enter the asterisk (*) after. For example, if entering Jo to find all employees whose last name starts with Jo, enter Jo*.If entering the first and last name, enter the first name first plus a space plus the last name. For example, enter Samantha Woods.Select the employee by clicking on the line and their information will be displayed below. Use Advanced Search criteria to search for an employee using additional criteria, such as personnel area, subarea, or employee group, rather than just the employees name or personnel number.Click on Employee and the additional options will be displayed belowClick Display Basic Data The Employee window will appearClick Open Advanced SearchAdditional options will be displayed; enter information in one or more of the following fields:EmployeeOrganizational unitPersonnel area Personnel subareaEmployee groupEmployee subgroupClick Go to display the employee.If multiple employees meet the search criteria, a list of employees will display to the right.If you click the Personalize button, you can choose whether or not to display the employees personnel number in the list of names.Highlight the person and their iViews will be displayed below. See next slide.

NOTE: Remember to make your window larger, you can close the left hand detailed navigation window by clicking on the dark blue arrow.This data is also available going to SAP access and entering the appropriate info type number.

To make your window larger, collapse the left hand navigation window by clicking on the small, dark blue arrow pointing to the left. To open the window, click on the arrow pointing to the right.Use the Collapse/Expand button to open and close each iView.Use the refresh button after you select a new employee to refresh the window with their information. We will cover each of the iViews in-depth in this lesson.Then we will look at the iViews in the HRAP tab within the system.ORGANIZATIONAL DATA: This information pulls from Infotype 0001.Start Date: the date the employee started with the DistrictCommunication 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 InformationOffice: combination of Building and Room; this is entered by the employee in ESS Contact InformationTelephone: office telephone number; this may be updated by the employee in ESS Contact InformationOrganizational Assignment: pulls descriptions from the employees master dataOrg. Unit: the employees work locationPosition: the employees primary assignmentCost Center: the accounting area responsible for the employees 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 assignedPersonnel Area: the bargaining unitPers. Subarea: the pay calendar of the employeeEE Group: the employee statusEE Subgroup: the employee type (salaried or hourly) and benefits status (with or without)Select on Organizational Assignments A new window will appear displaying the employees direct supervisor as indicated in SAP

NOTES: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

This information pulls from Infotype 0040.The property description and number description display.If notes have been entered for the property item, they will display below.

NOTES:The HRAP will create and maintain this data. We will cover this process in a later lesson.A property pass will also be generated and a workflow notification will be sent to the employees ESS UWL.This information pulls from Infotype 0006, SubType 0001 Permanent Address.Date of Birth displays the employees birth date.Address displays the employees permanent residence address.

NOTES: If the employee is a public records exempt (confidential) employee, the alternative address will be listed, if he/she provided one. If one was not provided, then the work location address will be displayed.The employee may update his/her address via ESS Contact Information.This information pulls from Infotype 0019.Monitoring of Tasks detail includes the following:Status: the processing indicator; could be New task, Task in process, or Task completed Date: the effective date of the task; e.g., 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 Ends, Sick Leave Eff Date, Special Leave Ends, Stage 2 FMLA Ends, Vac Leave Eff Date

NOTE: A s 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.

This information pulls from Infotype 0041:Employment Date the date the employee began with SBBCBenefits Eligibility employees date to begin benefit coverageBargaining Unit Date employees seniority dateOriginal Employ Date the date the employee began with SBBC

NOTE: Other dates that may appear include:Ben. Cov Beg. DateBN Elig Calc DateBen. Cov TerminationBen. Term. DateLongevity DateRIP/RAP End dateSick Leave Pre- Acc

This information pulls from Infotype 2001.Define Filter allows you to select the specific type of leave to display. Period displays the time period for the absence.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 forward will be viewable in this iView. Detailed history for absences prior to Go Live will still be viewable in 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).

EDUCATIONThis iView is available on MSS, ESS and HRAP.The employees education 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 their education record needs to be updated. The Start date is the date of graduation.

CERTIFICATIONThis iView is available on MSS, ESS and HRAP. Currently, only teacher certifications are stored on the certification infotype; however, in the future, additional employees certifications required for their employement will be added (e.g., 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 does not have 10 areas the contd screen will display with listing the type of certificate, e.g., Prof Dept of Education, but no subject areas will be displayed. If the employee has two types of Certificates (e.g., DOE and Broward), each certificate will be displayed.

DUTY ASSIGNMENTThis 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. 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 (e.g., 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 FIELDThis 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 sumbitted 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 beganEnd 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.

This information pulls from Infotype 0008.Pay scale type contract Pay Scale Area Broward County, FL PS group pay gradeLevel step within the pay gradeAnnual salary yearly compensationAll 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 paychecksAll 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

This information pulls from Infotype 0008.Wage Type types of compensation Amount hourly rate for the wage type

NOTE: Currently (June/08) an error in the iViews exist when showing currency. It is correct in the system but does not appear correctly.

This information pulls from Infotype 0007.Work Schedule Rule days and number of hours per day for which the employee is paidEmpl % percent of full timeDaily Working Hours number of hours an employee works per dayWeekly Workdays number of days an employee works per week

STEPS:Log into the BRITE Portal.Click the HR Action Processor tab.Click Employee in the Detailed Navigation menu to the left.Enter the employees personnel number in the Employee field under Employee Search.Click Go.Scroll through the iViews.Click the Expand or Collapse button to the right to expand or collapse the iViews.STEPS:Log into the BRITE Portal.Click the HR Action Processor tab.Click Employee in the Detailed Navigation menu to the left.Enter the employees personnel number in the Employee field under Employee Search.Click Go.Scroll through the iViews.Click the Expand or Collapse button to the right to expand or collapse the iViews.

At the end of this lesson, participants will be able to:Describe the HR Action process flowDescribe new functionality and advantages Identify the process execution for the different HR ActionsNavigate the Interactive FormsUtilize Search Processes to access forms and view status

NOTES: Each HR action form is processed in a similar manner, though the process may vary slightly. The specific process for each form will be addressed as we cover each form in-depth.Once approved, the process may be executed automatically in SAP ECC or executed by the appropriate department (HRIS, Staffing, or ABA/Budget Office).The initiator and the employee will receive notification when completed for some actions.

The actions listed on the left side (except separation) will be executed immediately after the administrator approves the action. Separation of employment is executed after the HRAP processes it. The administrator will receive notification. We are currently piloting this process, it may be changing for these actions to route to HRIS. These actions will NOT flow to Staffing or HRIS. This will expedite the payment to the employee.The actions listed on the right side are executed after the administrator approves the action by HRIS, Staffing, or Area Business Office/Budget/Grant department

These are some of the highlights of using the iForms.

In order not to exceed the 10 minute window, it is recommended that you have the data available prior to initiating the action. The work overview section is where you can go to start processes and complete a search on HR Actions you submitted. The options will be discussed in detail throughout your manual. When you select an option, a new portal window will be displayed. Remember to maximize your window by clicking the maximize icon located in the right corner.2. Each window will have a Road Map to guide you through the process.

NOTE: When you are complete with the process, click on the close window (red X) to close that window. Be careful not to close your main window that includes all your tabs Home, ESS, HRAP, Reports, SAP Access, etc.

As you have learned the ZPAFs have been replaced with the iForms (interactive forms). The iforms work similar but you will notice some small differences. You can complete an iForm on any employee in the district. The work flow for each iForm is basically the same with some small differences. For a detailed list, access the BRITE web site and select HRAP forms. After the form has been completely processed you will receive a notification. The employees will receive notifications for some actions. YOU WILL ONLY HAVE 10 MINUTES TO COMPLETE EACH FORM; therefore, it is recommended that you have all the information prior to beginning the form. If you require more time save the form as a draft. (This will be explained shortly.)There are 3 types of forms:1. The position request form Initiated from the Work Overview menu. Requires you to save the form to your computer. This allows you to have a copy. These are the only forms that you have to save. The other forms will be available to you through one of the search functionalities. After you have submitted for approval, you will receive a message that the form has been completed, but the reference number will not appear. 2. Other HR Action FormsInitiated by selecting Start Processes; then you will be prompted to enter the employee.Completed on individual employees.After creating each form, a reference number will be indicated with the completed message. 3. One time payment, Supplement and Delimit Supplement forms Initiated from the Work Overview menu.Allows you to enter more than one employee. These forms have their own search function which is listed specifically under Work Overview: Search One Time/Supplements. After creating each form, a reference number will be indicated with the completed message.

After you select the form, it will open in a new window. Each form is unique; therefore, each form will vary as to what information displays automatically, what information is required, and what options are available. A tool bar will be displayed that has several icons. The icons provides zooming and page scrolling options, including the number of pages in the form.Hover your mouse over the icon and the functionality will be displayed. For example to enlarge the form, click on the + sign (next to 79%).The Road Map at the top of the form displays which step is currently being processed. (This option is not on all forms.)Attachments may be added to the form. Per SBBC procedures, certain forms will require an attachment. (This option is not on all forms.)The employees current information displays throughout the form.Scroll through the form to view and update the entire form. Enter new information for the employee based on the required changes.The forms will have an update display/data button. You must select this button for the attributes to display. If the button is not selected the form will not be submitted. Enter new information on the employee as prompted.Should you have any questions regarding the form, refer to the Form Help for additional information. The tool bar may appear on the top or bottom of the form. Use the Portal window scroll bar to move to the bottom of the window to see the buttons available. There are three options at the bottom of the form:Click Save Draft to save the form and return to complete it later. It will be in your home UWL.Click Previous Step if you wish to return to the Select Process step and select a different process.Click Check and Send when youve completed the form as accurately as possible and move on to the review step.

NOTE: Some forms will have multiple pages, be sure to complete all pages prior to moving to the next step.It is recommended that when you need to start an HR Action process (List A). You navigate through the employee menu. This will ensure that you have selected the correct employee. You can start an HR Action Process through the work overview menu but you risk not selecting the correct employee. Under the Employee Menu, select Display Basic Data.In the Search Employees field, enter the employees first name, last name, or personnel number to search for the employee.Click Go. Their information will be displayed below. Verify the correct employee has been selected.Click Start Processes. Go to next page.

NOTE: If searching by name and multiple employees share the same name, a list of employees will display to the right. You would select the employee you wish to process, and then click Start Processes.A new window will be display the HR Action iForms available to select. Select the action you wish to initiate for the employee.To view additional processes select the arrow. In this example, we will select Separation of Employment.Click Edit to open the Interactive Form.The form will be opened in a new window.

You will complete the information and then choose the appropriate button:Save as Draft: used when you are not ready to send the form. You may need additional information and this option allows you to temporarily save it. When you are ready to complete processing, the form will be accessible from your Home Universal worklist tab.Check and Send: Form will display for you to review and then select Send to submit for ApprovalPrevious Step: Returns you to previous screen.

Click Search Processes.Click Open Advanced Search for more options. More search options will be displayed. Enter one or more criteria values to search for specific processes.Process Description: use the drop down to display the HR Actions available for searchingEmployee Affected: enter the employee personnel number or nameStatus: select appropriate status (canceled = withdrawn, draft = form saved as a draft, etc.)Started by: enter the personnel number for the HRAP person who initiated the formStarted on: enter date criteriaReference number: the number you receive after creating each formClick Go.The Search Results will be displayed below the search criteria.Process Description: Name of the iFormEmployee affected: employee on the iFormStarted by: HRAP who initiated the formStarted on: date iForm initiatedEnd date: last date an action was completedStatus: Current status of the formHighlight the line of the iform you want to review.Click Details to display the specifics of the process. A new screen will be displayed. Go to next page.The top portion of the screen will give a summary of the HR Action. The status will indicate the current status. The Current Processor will inform you who form the box is in. PLEASE BE ADVISED THAT THIS FUNCTIONALITY IS NOT WORKING YET.This section describes the workflow boxes that the form has visited. Start from the bottom and move up.The process Status column describe what the Agent is required to do e.g., process, review, etc. The Step Status column gives the status of the agents step e.g., in process or completed. To view the form: double click the link and the form will be displayed. Note: that each workflow item will have a form attached to it. To review the most recent, click on the one on the top. To go back to the search criteria, select Previous step

If you receive a notification that a form has been withdrawn, you will complete a search on the form and view the form that is in the last form in the workflow. The comments will be listed on the form. The following pages explain the process. If a form is withdrawn by HRIS, Staffing, etc., you will receive a note in your UWL Notification tab A. A form can be withdrawn for a variety of reasons (e.g., no longer required, could not complete the process, form contains incorrect information, etc.) Once a form has been withdrawn, it can not be submitted again. A new form would need to be created.

To review the reason why a form was withdrawn, note the reference number as shown in example B above and go to your HR Action Processor tab C and Search Processes.

Click Search Processes.Click Open Advanced Search for more options. More search options will be displayed. Reference number: enter the reference number for the form that was withdrawnClick Go.Your search results will be displayed.Highlight the form you want to review.Select Details.A new window will appear showing the workflow path. Review from the bottom up. Locate the line with withdrawn on it. Select the link on the withdrawn line. When you click on the link, the form will be displayed. Go to next page. 6. The form will open in a new window. 7. Scroll down the form to the comment section. Listed here will be the reason why.

When complete, close the window by clicking on the red X box. Click Search One Time/Supplements.Enter the Reference No., Creator personnel number, or Creation Date to search for other payments.Click Search.

The Form type legend displays at the top.The other payments display in the table, with the reference number, form type, creator, and creation date. Double click the line item to display a copy of the form, as seen below.Click Back to return to the Search screen.

At the end of this lesson, participants will be able to perform the following position control actions:Execute the Staffing Report to verify positionsCreate and maintain positionsPlace an employee on the Districts Sick Leave BudgetRemove an employee from the Districts Sick Leave Budget

Purpose: Provides a listing of positions in your organizational unit. Account coding and position holder information is listed under each position.Prerequisites: You must be logged into the BRITE Portal.

From the BRITE Portal, click the SAP Access tab.Click the Windows GUI link.Click the ECC client link to access SAP.Click the Fastpath field, enter the transaction code ZHOM_STF, and click the Enter key on your keyboard.

NOTES: This report may be run for a variety of reasons.Run the Staffing Report prior to requesting a new position or requesting a change to a position.For the purpose of training today, we will use the SAP Access option to execute the report. In Production, although you will be able to use SAP to run the report, you should navigate to the report through the Reports tab in the BRITE Portal. This will be addressed in greater detail in the reporting lesson of this course.

NOTE: The report can be run in the following four ways using the options in 5 and 6:Full Report Active Positions Current Holders (Today, All Positions): lists all positions whether filled or unfilled. If the position is filled, the holders name will be listed under the position.Unfilled Positions Active Positions only (Today, Unfilled Positions): lists only unfilled positions that are active and available for use.Unfilled Positions Active and Obsolete Positions (Past, Unfilled Positions): lists only unfilled positions, but will include positions that are active, as well as positions that are obsolete and could be reactivated for use.Full Report Active and Obsolete Positions with Current and Past Holders (Past, All Positions): lists all positions whether filled or unfilled, and includes active and obsolete positions. The history for all holders, past and present, is provided for each position.

Enter the 8-digit organizational unit number. For this example, well enter 61241000.Click Today in Reporting period to ensure all active positions display.Click All positions in Report (List Options) to ensure all positions, filled and unfilled, display.Click Org unit/position number in Sort Options to sort the report first by organizational unit and then by position number. For this example, well select the second sort option to sort the report first by organizational unit and then by title.Click Execute.

The report displays the Organizational Unit and the Position Number and Title.Click Back to return to the selection criteria screen.

NOTE: To print the report, click System Print. Please refer to the Go Live Kit for instructions regarding printer setup.

STEPS:From the BRITE Portal, click the SAP Access tab.Click the ECC client to access SAP.Click the Fastpath field, enter the transaction code ZHOM_STF, and click the Enter key on your keyboard.Enter the 8-digit organizational unit number. For this example, well enter 61241000.Click Today in Reporting period to ensure all active positions display.Click All positions in Report (List Options) to ensure all positions, filled and unfilled, display.Click Org unit/position number in Sort Options to sort the report first by organizational unit and then by position number. For this example, well select the second sort option to sort the report first by organizational unit and then by title.Click Execute.The report displays the Organizational Unit and the Position Number and Title.Click Back to return to the selection criteria screen.

Purpose: Request a new position for ALL new positions, both instructional and non-instructional.This picture depicts the workflow process for the Position request form:HRAP initiates the creation. Saves a copy of the form to their computer.Administrator (Chief with MSS role) of the HRAP person reviews the form. Also, will be asked if want to save a copy to their computer.Approved form goes to the Budget/ABA/grant department identified on the form for execution in SAP. If funding other than the general fund, the position request will workflow to the administering department first (e.g., grant).

Use the Enterprise Structure reference material in your appendix to assist you with selecting the appropriate attributes. The position request forms (PRF) are the only forms that do not save in the system. If you want a copy to review at a later date, it is recommended that you save a copy to your computer or print out a copy before submitting. If you choose to save a copy to your computer, create a folder for Position Request forms.

NAVIGATE TO THE FORM:On the Detailed Navigation window, click Position Request Create.The form will be displayed.

NOTES: This form will replace the current process of using the DOV to request creation of instructional positions.Enterprise and Personnel Structure details are located in the appendix and on the BRITE website. The Reference # at the top of the form will be generated AFTER the form has been submitted by the HRAP. You will not see this number.You will need to save a copy of the form to your computer. The Position Request Forms are the only forms you will need to save to your computer. The other forms will be accessible in the system. Prerequisites:Print your Staffing Report and check to see if the required position is available with the proper attributes.If not, submit the Position Request Create form online.

Enter the Validity dates for the position:From Most new positions will always use a from date of 07/01/XX. (Verify with the appropriate department.)To defaults to 12/31/9999.Enter the following Position Description information:Is described by job id # (8 digits) Do not use the 6 digit job class number. Belongs to Org Unit # this will be an 8-digit number, beginning with a 6 (6XXXXXXX).3. Click the Update button.4. The fields listed below will automatically be populated. If the fields are not auto populated, then you are using invalid numbers. Please reenter and click update data.Job Id# (2a) The title of the job will appear. The org unit (2b) text will appear.Reports to Position #: the text of the position that this new position reports to will appear. This information is derived from the org structure.5. Enter the Position Title in ALL CAPS: This is usually identically to the Job Title.

5. Enter the Position Attributes: (refer to the Enterprise Structure located in the Appendix or the BRITE Web Site under HRAP)Employee Group (1 digit)Employee Subgroup (2 digits)Personnel Area (4 characters)Personnel Subarea (4 digits)Wrk Sch percentage (must include the decimals (e.g., 100.00)Does position require overstaffing this requires approval if not an acceptable overstaffed position, e.g., additional position tutorial6. Enter the Cost distribution. For information on the Cost Distribution (account structure) go to the BRITE on-line library for the Chart of Accounts lesson. Cost Center (10 digits) If grant funding, no cost center will be required.Order (10 characters)WBS Element (14-16 characters)Pct. (decimal sensitive be sure to include the decimal e.g., 100.00)Fund (4 digits)Functional Area (16 digits)Grant (11 digits)7. Enter comments.Enter notes to the approver (ABA/Budget Office/Grants).8. Choose the department who should approve the request from the drop down list. General Fund Processor local area office and budget department. Special Revenue Processor if position is being paid by another funding source than the general fund, select the name of the department/grant.Refer to the Special Revenue Position Control routing list to determine which department is responsible for the grant. 9. Choose the appropriate button:Save as Draft is used when you are not ready to send the form. You may need additional information and this option allows you to temporarily save it. When you are ready to complete processing, the form will be accessible from your Home Universal worklist tab.Submit for Approval when ready to send. 10. You will be prompted to save the form to your desktop.To save select the disk icon on the adobe form. You will be prompted to indicate where to save (e.g., desktop); file name you want to call the document (e.g., PRF ABC School); Save as type: Adobe PDF files.

NOTE: When entering the accounting information, the system does NOT verify funds availability. The ABA or Budget Office will verify funds availability, and if funds are not available, they will reject the form.Follow the steps defined within the simulation. Remember, although it looks and feels as if you are in SAP, you must follow the directions in the simulation as to where to click and what to type.The simulations are available on the BRITE web site> Training > On-line Library >Simulations.

STEPS From the HR Action Processor tab:From the Work Overview menu click Position Request Create to display the form.Enter the From date as 07/01/2008. (Leave the default To date of 12/31/9999.)Enter the following Position Description data:Position Title TCH AIDE-INST-ELEMENTARY (Be sure to enter this in UPPERCASE.)Job # 15910092Org Unit # 62671000Click Update Data.Enter the following Position Attributes:Employee Group 1Enter the Employee Subgroup 01 Personnel Area PA01Personnel Subarea 0001Wrk Sch Percentage 100.00Enter the Cost Distribution data:Cost Center 3318126710Pct 100.00 Fund 1000Functional Area 5101000000000000Select the General Fund Processor 69581050.Click the Save (disk icon) to save a copy of the form.Click Submit for Approval.

NOTE: You must Save the form to your desktop prior to submitting for approval. The PRFs are the only forms you need to save. You will not be able to access this form after it has been submitted.

Purpose: Request a change to a position.

Prerequisites:Print your Staffing Report and check to see if the required position is available with the proper attributes.If not, submit the Position Request Change form online.NAVIGATE TO THE FORM:On the Detailed Navigation window, click Position Request - ChangeThe form will be displayed

NOTES: The purpose for the action, along with any special instructions, will display at the top of the form.ONLY enter new information that is changing. For example, if the Employee Group is changing, enter the new value. If the Personnel Area is not changing, do not change the value.The boxes next to each field will alert the approver of what needs to be updated. You will not see these marked.

Enter the Position number.Click Update Data. *only click update once. Do NOT click update after you make changes.The current position attributes will be displayed below (4).Enter new validity dates for the change.Enter new Position Description information, as appropriate: (Only enter in data in the fields that need changing.)Position ID/TitleJobOrg UnitReports to Position5. Enter new Position Attributes, as appropriate. The current attributes will be displayed Only update the attributes requiring change.Employee Group (1 digit)Employee Subgroup (2 digits)Personnel Area (4 characters)Personnel Subarea (4 digits)Wrk Sch percentage (must include the decimals (e.g., 100.00)Does position require overstaffing6. Enter new Cost Distribution information, if it has changed. Cost Center (10 digits) If grant funding, no cost center will be requiredOrder (10 characters)WBS Element (14-16 characters)Pct. (decimal sensitive be sure to include the decimal e.g., 100.00)Fund (4 digits)Functional Area (16 digits)Grant (11 digits)7. Enter Comments for the Approver.8. Choose the department who should approve the request from the drop down list. General Fund Processor local area office and budget department. Special Revenue Processor if position is being paid by another funding source than the general fund, select the name of the department/grant.Refer to the Special Revenue Position Control routing list to determine which department is responsible for the grant.

NOTE: When entering the accounting information, the system does NOT verify funds availability. The ABA or Budget Office will verify funds availability, and if funds are not available, they will reject the form.

9. Choose appropriate buttonSave as Draft: used when you are not ready to send the form. You may need additional information and this option allows you to temporarily save it. When you are ready to complete processing, the form will be accessible from your Home Universal worklist tab.Submit for Approval. 10. You will be prompted to save the form to your desk top.To save select the disk icon on the adobe form. You will be prompted to indicate where to save (e.g., desktop); file name you want to call the document (e.g., PRF ABC School); Save as type: Adobe PDF files.

Purpose: Request a person be coded to the District Sick Leave Budget who is still being paid salary and benefits (e.g., an employee is using their sick time) This un-encumbers the individuals salary within the org units budget, and creates a Cost Distribution on the employee using Infotype 0027. If needed, you could request approval to have the position overstaffed. Using this functionality, eliminates the need to create a new position.

NOTES:This is a NEW process.The employee must be out for greater than 30 consecutive business days before being placed on District Sick Leave Budget.The first five business days of the absence, the employees salary remains on the locations budget.After the fifth business day, the next calendar day of the absence is the effective date that the employees salary should be coded to the District Sick Leave Budget.If filling this position, you must request approval to overstaff it.Upon return to work, it is critical that the employees salary be coded back to the locations budget.The Return to Work process will remove the employee from the Sick Leave Budget.Do not use this process for an employee who is on a Board Approved Leave.NAVIGATE TO THE FORM:From the Detailed Navigation window, click Employee.Enter the employees personnel number, and click Go.Click Start Processes. Select the Sick Leave Budget form.Click Edit. The Sick Leave Budget form displays.

NOTES: The purpose for the action, along with any special instructions, will display at the top of the form.Help for the form will display in the middle.The navigation to the Sick Leave Budget form is slightly different than the Position Request forms.

Enter the Effective Date for the change.Select the Sick Leave Budget Processor from the drop down list.3. Enter the new coding for the Sick Leave Budget. Cost Center (10 digits) If grant funding, no cost center will be requiredOrder (10 characters)WBS Element (14-16 characters)Pct. (decimal sensitive be sure to include the decimal e.g., 100.00)Fund will default to 1000 (4 digits)Functional Area (16 digits)Grant defaults to NOT RELEVANT

4. Select the overstaff option. Select Yes if you have approval to overstaff this position. Be sure to include justification for overstaffing in the Comments section of the form.5. Enter New Comments for the Approver and/or the ABA/Budget/Grants Office to read.6. Choose appropriate button:Save as Draft: used when you are not ready to send the form. You may need additional information and this option allows you to temporarily save it. When you are ready to complete processing, the form will be accessible from your Home Universal worklist tab.Check and Send: Form will display for you to review and then select Send to submit for Approval.Previous Step: Returns you to previous screen.

NOTES:After you have submitted the form, the following message will appear at the top of the window:

It is recommended that you note the reference number for future reference. When complete, close out of the window by clicking in the red X box.

Once you have submitted the form, your new comments will move to the Previous Comments field, along with a date/time stamp for when the comment was entered.STEPS:From the BRITE Portal HR Action Processor tabFrom the Detailed Navigation window, click Employee.Enter the employees personnel number from your data sheet, and click Go.Click Start Processes. Select the Sick Leave Budget form.Click Edit. Enter the Effective Date for the change.Select the Sick Leave Budget Processor.Enter the New Cost Distribution:Cost CenterPct (percent of full time)FundFunctional AreaSelect No for overstaffing.Enter New Comments.Click the Check and Send button.Verify the information and click Send.The confirmation page displays.Purpose: When an employee returns to work, if they were on the Sick (district) leave budget, they must be removed. If the employee was on a Board Approved leave, FMLA or disability, the location will create a Return to Work. If an employee is not processed through the Return to Work form, the Sick Leave Budget Delimit form must be processed. This requests a person be coded back to the locations budget from the District Sick Leave Budget. This re-encumbers the individuals salary within the org units budget and delimits the employees IT0027 record.

NOTES:This is a NEW process.Upon return to work, it is critical that the employees salary be coded back to the locations budget.If the position was overstaffed during the absence period, be sure to move the replacement person to another position.NAVIGATE TO THE FORM:Select the HR Action Processor Tab.From the left side Detailed Navigation window, click Employee.Enter the employees personnel number and click Go.Click Start Processes. Select the Sick Leave Budget - Delimit.Click Edit. The form will be displayed.

NOTES: The purpose for the action, along with any special instructions, will display at the top of the form.Help for the form will display in the middle.

Enter the date to delimit the employee from the sick leave budget. Select the Sick Leave Budget Processor from the drop down listIf a line of coding appears, it confirms that the employee was on the sick leave budget. Continue to process the form. You will NOT do anything to the coding line.

If there is no coding, then the employee was not on the sick leave budget. Close out of the form. 3. Enter New Comments for the Approver and/or the ABA/Budget Office to read.4. Choose appropriate button:Save as Draft: used when you are not ready to send the form. You may need additional information and this option allows you to temporarily save it. When you are ready to complete processing, the form will be accessible from your Home Universal worklist tab.Check and Send: Form will display for you to review and then select Send to submit for Approval.Previous Step: Returns you to previous screen.



Once you have submitted the form, your new comments will move to the Previous Comments field, along with a date/time stamp for when the comment was entered. At the end of this lesson, participants will be able to process the following personnel actions:Reassign to another position within the organizational unit Transfer to another organizational unitDemote to a position of lower grade or level/stepChange payAssign an additional positionInitiate working while on leaveReturn to work

Purpose: This form is used to reassign an employee from one position to another within the same org unit.

NOTES:The position must exist and have all the correct attributes before initiating the reassignment for an employee. If the position is not correct, complete the Position Request Change form online.The position must be unfilled before this process can be completed.If the employee is leaving his/her benefited primary position to work a secondary position, the employee will still need to complete the Resignation/Retirement Form and check the box for Resigning from Primary Position. At the bottom of the form he/she would write the position number relating to the secondary position he/she will continue to work in a temporary capacity. The HRAP will submit either a Reassignment or Transfer and attached the signed Resignation form. The HRAP will need to enter a Comment stating the employee is resigning from the primary position and moving into a secondary position and to see attached form. The signed resignation form is important as the employee will no longer have benefit coverage. NAVIGATE TO THE FORM:Select the HR Action Processor TabFrom the left side Detailed Navigation window, click Employee.Enter the employees personnel number and click Go.Click Start Processes. Select the Reassignment form.Click Edit. The form will be displayed.

NOTES:The Purpose of Form provides an overview of the form and any specific instructions necessary to complete the form.The employees current information displays to the left of the form. If you have a day to day sub and hire them as a pool sub complete a reassignment.

Enter the following new information:Reason for ReassignmentPosition #Payroll AreaEnter the effective date for Reassignment.Click Update Display to update the New personnel area, personnel sub area, employee group, and employee subgroup based on the new position.

NOTES:The Form Help provides additional help to complete the form.The employees current information displays to the left of the form. Enter the following new information:Payroll Area defines the employee's pay cycle. At Broward there are two cycles (AA and BB). Select from the drop down list.Work Sch Rule defines the days and number of hours per day for which the employee is paid Select from the drop down list.%age percentage of full time. Must enter in the two decimal points, e.g., 100.00.Wage type The only time you should adjust the Wage Types will be for a Shift Differential. HRIS will verify that the information is accurate prior to executing. NOTE: You will NOT complete this area. This will be completed by HRIS.Enter New Comments for the Approver and/or HRIS to read.Select the appropriate button:Save as Draft: used when you are not ready to send the form. You may need additional information and this option allows you to temporarily save it. When you are ready to complete processing, the form will be accessible from your Home Universal worklist tab.Check and Send: Form will display for you to review and then select Send to submit for Approval.Previous Step: Returns you to previous screen.



Once you have submitted the form, your new comments will move to the Previous Comments field, along with a date/time stamp for when the comment was entered.Purpose: The purpose of this form is to transfer the employee from one organizational unit to another.

NOTES:The Releasing Location will initiate the process.The Receiving Location will receive the form, add position information, and attach required documentation.The Receiving Location Administrator will review for approval.The positions within the Receiving Location must have all the correct attributes before submitting the transfer request for approval.If the position is not correct, complete the Position Request Change form online.The position must be unfilled before completing the Transfer process.CAFS (Computerized Applicant Flow System) will still continue to be used for Instructional Staff Transfers. All three approvals must be completed prior to submitting this form. Please attach a screen print of CAFS showing the three approvals to the form.

If transferring a temporary or substitute employee, contact the appropriate department to initiate the transfer:Substitute teachers: Sub Central Hourly Temporary Teachers: Primary SchoolSubstitute Custodians & Temporary Nonistructional employees: Noninstructional StaffingSubstitute Cafeteria Workers: Food & Nutrition Services

NOTES:If the employee is leaving his/her benefited primary position to work in a position that no longer has benefits, the employee must complete the Resigning From Primary Position Form. At the bottom of the form he/she would write the position number relating to the new position that he/she will continue to work in a temporary capacity. The HRAP will submit either a Reassignment or Transfer and attached the signed form. The HRAP will need to enter a Comment stating the employee is resigning from the primary position and moving into another position that does not receive benefits. The signed form is important as the employee will no longer have benefit coverage. NAVIGATE TO THE FORM:Select the HR Action Processor Tab.From the left side Detailed Navigation window, click Employee.Enter the employees personnel number and click Go.Click Start Processes. Select the Transfer form.Click Edit. The form will be displayed.

NOTES:The employees current information displays at the top of the form.Remember to attach the required documents to the action (e.g., advertisement, CAFS screen, etc.).

The Releasing Location HRAP should enter the New Org Unit (8 digits and begins with a 6) and Date of transfer.The Receiving Location HRAP should enter the new Position number and the Reason for the transfer.Click Update Display.

TIP: The Releasing Location HRAP may choose to enter a New Comment at the end of the form documenting the Date of transfer. The Comment will become part of the Previous Comments for historical purposes, in case the actual Date of transfer is changed during processing.NOTES:The Form Help provides additional help to complete the form.The employees current information displays to the left of the form. Enter the following new information:Payroll Area defines the employee's pay cycle. At Broward there are two cycles (AA and BB). Select from the drop down list.Work Sch Rule defines the days and number of hours per day for which the employee is paid Select from the drop down list.%age percentage of full time. Must enter in the two decimal points e.g., 100.00.Wage type The only time you should adjust the Wage Types will be for a Shift Differential. HRIS will verify that the information is accurate prior to executing. NOTE: You will NOT complete this area. This will be completed by HRIS.Enter New Comments for the Approver and/or HRIS to read.If the employee is leaving his/her benefited primary position to work in a position that no longer has benefits, the employee must complete the Resigning From Primary Position Form. At the bottom of the form he/she would write the position number relating to the new position that he/she will continue to work in a temporary capacity. The HRAP will submit either a Reassignment or Transfer and attached the signed form. The HRAP will need to enter a Comment stating the employee is resigning from the primary position and moving into another position that does not receive benefits. The signed form is important as the employee will no longer have benefit coverage. Select Add Attachment to add the documents required (e.g., Advertisement, CAFS screen, Resigning from Primary/Benefited position form, etc.)Select the appropriate button:Save as Draft: used when you are not ready to send the form. You may need additional information and this option allows you to temporarily save it. When you are ready to complete processing, the form will be accessible from your Home Universal worklist tab.Check and Send: Form will display for you to review and then select Send to submit for Approval.Previous Step: Returns you to previous screen.



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

STEPS:From the Detailed Navigation window, click Employee.Enter the employees personnel number from your data sheet, and click Go.Click Start Processes. Select the Transfer form.Click Edit. Enter 63861000 in the New Org Unit field.Enter 08/05/2008 in the Date of Transfer field.Enter the 80110581 in the Position number field.Select Regular/Lateral Transfer from the Reason for Transfer field.Click Update Data.Select Bi-Weekly AA from the Payroll Area field.Select 7.5H Mon-Fri from the Work Schedule field.Enter 100.00 in the %age field.Enter New Comments as appropriate.Click the Check and Send button.Verify the information and click Send.The confirmation page displays.

Purpose: This form is used to demote an employee (either voluntary or involuntary) to a position with a lower pay grade or level/step.

NOTES: Non-instructional employees (including Administrators) may be demoted.This process does not apply to Instructional staff.You must attach the signed documentation from the employee verifying his/her acceptance of the demotion, if voluntary.Demotion affects the employees permanent record.NAVIGATE TO THE FORM:Select the HR Action Processor Tab.From the left side Detailed Navigation window, click Employee.Enter the employees personnel number and click Go.Click Start Processes. Select the Reassignment form.Click Edit. The form will be displayed.

NOTES:The Purpose of Form provides an overview of the form and any specific instructions necessary to complete the form.The employees current information displays to the left of the form. Enter the following new information:Reason for Demotion from the drop down listPosition #Payroll Area from the drop down listEnter the effective date for Demotion. Click Update Display to update the New personnel area, personnel sub area, employee group, and employee subgroup based on the new position.

NOTES:The Form Help provides additional help to complete the form.The employees current information displays to the left of the form. 4. Enter the following new information:Payroll Area defines the employee's pay cycle. At Broward there are two cycles (AA and BB). Select from the drop down list.Work Sch Rule defines the days and number of hours per day for which the employee is paid Select from the drop down list.%age percentage of full time. Must enter in the two decimal points, e.g., 100.00.Wage type The only time you should adjust

human resource actions processing (hrap) revised 8/11/08

Documents

hr actionssupplements

hr action processor

additional positions

hrap backup

brite cab conference

brite web site

computerthe iforms

latestchanging information