SAP Basic eNavigation and Fundamentals: Getting Into SAP.
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Transcript of SAP Basic eNavigation and Fundamentals: Getting Into SAP.
SAP Basic eNavigation and Fundamentals:SAP Basic eNavigation and Fundamentals:Getting Into SAPGetting Into SAP
2Basic Navigation in SAP
BRITEBRITE
What is BRITE?
Broward Innovative Tool for Education, will streamline Broward’s business systems
Provides staff with access and real-time data in the latest version of the SAP software
Brings one business system to Broward Schools A project of the Enterprise Resource Planning
Department, ERP
3Basic Navigation in SAP
SAP ECCSAP ECC
What is SAP?
SAP – (Systems, Applications and Processes in Data Processing) is an integrated system that supports all business and accounting practices of SBBC.
Why are we using SAP? One business system Reporting of real-time data Increased security
4Basic Navigation in SAP
SAP BRITE WebsiteSAP BRITE Website
www.broward.k12.fl.us/erpwww.broward.k12.fl.us/erp
For end users, SAP will now be accessed through the web. On Windows-based computers, you will access SAP in Internet Explorer. On Mac-based computers, you will access SAP in Firefox. There will be a button to access SAP on the ERP Department web page:
5Basic Navigation in SAP
Logging into the BRITE PortalLogging into the BRITE Portal
User Login ID
Entry format = P00012345
• 9 digits (total) starting with the letter p
• Personnel Number 12345
• If personnel number is less than
8 characters, then leading zero(s)
should be added to it
Password (first time users only)
Entry format= ja021956
• mm = first 2 letters of birth month (ja)
• dd = 2-digit birth day (02)
• yyyy = 4-digit year of birth (1956)
• Case sensitive, so make sure the month letters are lowercase
6Basic Navigation in SAP
Initial Password SelectionInitial Password Selection
Click to change your password
7Basic Navigation in SAP
Password Rules for BRITE Portal LogonPassword Rules for BRITE Portal Logon
Passwords are case sensitive (initial password should be in lowercase)
Minimum six characters, maximum eight characters (a combination of both letters and numbers)
Do not use a space, question mark, or exclamation point in your password
First three characters may not be identical Must change your password at least once each 45 days May not repeat a password until five unique passwords
have been used
8Basic Navigation in SAP
Portal AssistancePortal Assistance
If you have trouble logging into the BRITE Portal, you will need to contact the BRITE Support Center at (754) 321-8120.
9Basic Navigation in SAP
BRITE Portal ScreenBRITE Portal Screen
The BRITE Portal provides you single sign-on access to systems you need to do your work
Tabs in the Portal will be customized for each user The customization is based on the user’s role All users will have access to the Home and Employee Self
Service (ESS) tabs
10Basic Navigation in SAP
SAP Access via the BRITE PortalSAP Access via the BRITE Portal
Select the SAP Access tab
Then click the ECC Production link,
which will open SAP in a new window.
11Basic Navigation in SAP
Copyright Pop-up Window Copyright Pop-up Window
You will only see this the first time you log on to SAP.
Click the green check icon to
continue
SAP Basic eNavigation and Fundamentals:SAP Basic eNavigation and Fundamentals:Getting Around in SAPGetting Around in SAP
13Basic Navigation in SAP
SAP User Menu SAP User Menu The default screen is called the SAP Easy Access Screen.
Switch from the User menu (only transactions specific to your role) or the SAP menu (the standard SAP menu) by selecting the appropriate buttons highlighted below
When logging in, either the User menu or the SAP menu will display
14Basic Navigation in SAP
Menu, System, and More… are buttons with black corners indicating a drop down menu
The Menu button is an expandable tool that navigates with arrow keys to submenus
System and More are expandable tool buttons that will display a list of actions
Navigation Buttons Navigation Buttons
15Basic Navigation in SAP
Title Bar
Navigation Area
Status Bar
The Title Bar indicates the name of screen
Navigation Area contains folders and transactions
The Status Bar displays system messages
Toolbars & Navigation AreaToolbars & Navigation Area
16Basic Navigation in SAP
Moving from the Easy Access Screen to Moving from the Easy Access Screen to TransactionsTransactions
What is a transaction? Enables user to create, change, and display data or
run reports in SAP How do I get to a transaction from the Easy Access
Screen?
17Basic Navigation in SAP
Getting Around Getting Around
1. Fast Path
2. User or SAP menus
3. Favorites
3.
1.
There are three ways to access transactions in SAP:
2.
18Basic Navigation in SAP
Accessing a Transaction using the Fast Accessing a Transaction using the Fast Path FieldPath Field
Each transaction in SAP has a transaction code which can be used instead of the menu path to navigate to the transaction
A transaction code can consist of letters, numbers, or both
Type the transaction code in the Fast Path field and click Enter to navigate to that transaction
Don’t click this…It will close the Fast Path Field!
Fast Path Field
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If you Close the Fast Path Field by MistakeIf you Close the Fast Path Field by Mistake
Select to re-open the Fast Path
field
Now you can enter your transaction
code
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Navigating to a Transaction Using the User Navigating to a Transaction Using the User Menu Menu
The User menu contains a list of transactions based on your role
Some transactions are grouped within folders
Navigate to these transactions by double-clicking the name of the transaction
Double-click to access the transaction
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Is there an Easier Way to Navigate? Is there an Easier Way to Navigate?
How can I easily get to where I need to be?
Set up Favorites!
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FavoritesFavorites
You can set up links to commonly used transactions in the Favorites folder.
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Creating a FavoriteCreating a Favorite
Select the transaction from the SAP menu
Click Menu > Favorites > Add
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Changing the Name of a FavoriteChanging the Name of a FavoriteSelect the transaction to rename, and then click Menu > Favorites > Change.
Enter the name change, and then click the green check icon.
Name has been changed in Favorites.
SAP Basic eNavigation and Fundamentals: SAP Basic eNavigation and Fundamentals: Other SAP BasicsOther SAP Basics
26Basic Navigation in SAP
Displaying the Technical Names for Displaying the Technical Names for TransactionsTransactions
From the menu bar, select Extras > Settings:
Select Display technical names
Click the green check icon
Click the green check to continue
27Basic Navigation in SAP
Displaying the Technical Names for Displaying the Technical Names for Transactions (Part Two)Transactions (Part Two)
Technical Names Not Displayed
Technical Names Displayed
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Sample Transaction ScreenSample Transaction Screen
Tab
Use the Tab key on your keyboard or your mouse to move from field to field (such as From and To below).
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Types of FieldsTypes of Fields
Mandatory fields have a check mark Fields with a matchcode icon allow the user to search for
available entries
Matchcode icon
Mandatory field
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Moving from One Transaction to AnotherMoving from One Transaction to Another
You must type /N before the transaction code to move from one transaction to another.
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System MessagesSystem Messages
System messages will display to the bottom left of the screen
Errors must be corrected before proceeding
Click Enter to proceed past a warning message
Budget, Procurement, Payroll, and HR will each have their own system message codes. System Messages will be trained in each of the fundamental courses.
Message Type Message Description
Error Messages Indicates a problem that must be corrected before continuing.
Information Messages No action is required. SAP is informing you of a particular fact or condition. However, you must hit enter past the message.
Warning Messages Indicates there may be a problem with the data you have entered. You may have to correct the problem before continuing.
32Basic Navigation in SAP
Creating a SessionCreating a Session
You can create additional “sessions” only by clicking on the ECC Production link on the SAP Access tab of the portal, which will open up additional SAP browser windows.
*GUI stands for “Graphical User Interface.” This simply means you will be accessing SAP through the web.
Click ECC Production – XEP 500 – WebGui to create a new session and get to the SAP Easy
Access screen
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Ending a Session Ending a Session
Ending a session is another way of logging off SAP Save your work before you close a session From the menu bar choose System>
End Session Additional logons you may have in SAP will remain open
– Each session must be closed separately
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Logging Off Logging Off
Select System > Log off You will be warned about saving
your data even if you have saved it!
Select “Yes” to log off Other sessions will remain open
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Field HelpField Help
Position the cursor in a field and select F1 on the keyboard
A pop-up box will appear that provides an explanation of the field
Example of Field Help
Click in the field
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Role DescriptionsRole Descriptions
Human Resources Action Processor (HRAP) – replaces PAF Processor:
Utilizes the HR Administrative Services (HRAS) function to create, execute and delimit HR activities/processes
Data is populated on Adobe Interactive forms and once executed updates the backend system (SAP)
Payroll Contact: Enters attendance and absences into SAP system Researches and communicates payroll issues to
management and/or employees Runs reports for audit documentation
38Basic Navigation in SAP
What’s Different in Navigating the Portal?What’s Different in Navigating the Portal?
Human Resource Action Processors (HRAP) will have a separate tab within the Portal to:
View employee data Initiate employee actions
Administrators will have a separate tab within the Portal to: View employee data Approve leave requests for vacation and sick personal reasons,
time entries, and personnel actions Payroll Contacts will access SAP using the SAP Access tab within the
Portal
Note: Navigation for each role will be covered in-depth in the corresponding training course for that role.
39Basic Navigation in SAP
Key TermsKey Terms
Adobe Interactive Form
An electronic form within SAP used to create/change Personnel Master Data. Becomes part of employee’s record. (Adobe Acrobat Reader software required.)
iViews Snapshots of employee data within the Portal for quick reference.
Manager Self Service (MSS)
Workplace for administrators to approve personnel actions created/changed by the HR Actions Processor, as well as leave requests and time.
Employee Self Service (ESS)
Workplace for employees to view personal information and request changes.
Business Intelligence (BI)
Repository of SAP information for the purpose of reporting.
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Key TermsKey Terms
CATS Cross Application Time Sheets – enter attendance and absence transactions into SAP for either a single or multiple employees on a single screen for the entire payroll period.
KRONOS/COMPASS
External time keeping systems from which time will be imported into SAP.
Retro or Adj. (Adjustments)
An adjustment made to an employee’s pay for a prior pay period. This term will eliminate “Difference from pre” from the pay stub.
Perpetual Calendar
A continuing calendar that crosses over fiscal years without interruption and is not tied to the school calendar. Each Perpetual Calendar pay period consists of 14 calendar days/10 weekdays and are paid on the Friday after the pay period ends.
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Current State Future StatePositions are created/changed through a manual, paper process
Positions will be created/ changed electronically
Use ZPAF to process HR actions
Use Adobe Interactive Forms to process HR actions
PAFs may take a number of days until approved and processed within SAP
HR actions will be approved by the Administrator and the system updated immediately, with certain exceptions
Employee resignations are submitted via paper form and processed via ZPAF
Employee will be able to resign directly through ESS
What’s Changing with Human Resource Actions?What’s Changing with Human Resource Actions?
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What Does the HR Actions Process Look Like?What Does the HR Actions Process Look Like?
Start
HRAP
Initiates HR Process
Administrator
Approves HR Process in
MSS
Complete?
SAP
HR Action is Completed
Finish
HRIS/Staffing
HR Action is Executed in
SAP
Finish
Yes
No
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Current State Future StateTime entered through PA61, PA71, and ZA71
Time entered through CAT2
Time approved on paper, through ZTIM and ZEARNINGS reports
Time approved electronically through Manager Self Service (MSS)
Flexible Employee Data report run directly in SAP
Flexible Employee Data report run through Business Intelligence (BI) in the Portal
ZDAB and ZTIM run as separate reports
Retroactive Changes to Time Data combines information into one report
What’s Changing with Payroll?What’s Changing with Payroll?
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What Does the CATS Time Entry Process Look Like?What Does the CATS Time Entry Process Look Like?
Start
Payroll Contact
Enters Time via CAT2
Administrator
Reviews Time in MSS
Approve
Employee
Receives Payment
Finish
Payroll Dept
Processes Payroll
46Basic Navigation in SAP
At the end of this lesson, participants will be able to:– Describe the overall organizational structure within
SBBC– Recognize the primary objects of the organizational
structure in SAP– Explain the relationships between objects within
organization management
Lesson ObjectivesLesson Objectives
47Basic Navigation in SAP
Provides a way to construct and maintain a model of the district’s organizational structure
Used to direct the workflows
Ensure functional integration and organizational alignment throughout the district
Display reporting relationships
Reports
Organizational Management OffersOrganizational Management Offers
48Basic Navigation in SAP
Sample of SBBCs Organizational ChartSample of SBBCs Organizational Chart
EXECUTIVE DIRECTORStudent Support Services
& ESE
E-019
THE SCHOOL BOARD OF BROWARD COUNTY,
FLORIDA
SUPERINTENDENTOF SCHOOLS
A-001
DEPUTY SUPERINTENDENT
Educational Programs & Student Support
(35)
(32)
COORDINATORSchool Improvement
R-034(28)
DIRECTORExceptional Student
Education
MANAGERSSS/ESE Electronic Management System
EZ IEP
COORDINATORMedicaid
E-028(27)
DIRECTORExceptional Student
Education
DIRECTORSSS Fiscal & Data
Operations
(29)
(26)
E-130
E-131
Special Programs
SPECIALIST(Title I)
Elementary
EE-005(25)
SPECIALIST(Title I) Non-Public
Neglect & Delinquency
EE-003(25)
SPECIALIST(Title I)
Secondary
EE-004(25)
SPECIALIST(ESEA Title I)Basic Parent
Involvement Program
EE-008(25)
DIRECTORTitle I, Migrant & Special Programs
E-022(30)
SPECIALIST(ESEA Title I)
Basic Schoolwide Project & Program
Improvement
EE-007(25)
(2)
DIRECTORDropout Prevention
Alternative Education
E-126(29)
SPECIALISTDropout
Prevention
EE-133(25)
CoordinatorStudent Planning
SPECIALISTDropout Prevention
Program Development & Improvement
EE-134(25)
CoordinatorStudent Planning
COURTS LIAISON
EE-135(25)
(2)
Outreach to Health & Human Service Organizations
COORDINATORFamily Counselors
E-013(27)
DIRECTORSchool Social Work
& Attendance
E-121(28)
CLINICAL NURSING SUPERVISOR
Exceptional Ctr ESE Cluster Headstart Full
Service Program Sites w/ Med. Complex Students
EE-125(25)
COORDINATORGuidance, BRACE & Academic Advisement
E-123(27)
(3)
COORDINATORSeverely EmotionallyDisturbed Network
E-080(27)
DIRECTORHealth Education
Services
E-065(28)
CURRICULUM SPECIALIST
Health Education Services
E-026(27)
DIRECTORPsychological Services/
504
E-120
(28)
THE SCHOOL BOARD OF BROWARD COUNTY, FLORIDA2008-2009 ORGANIZATIONAL CHART
EDUCATIONAL PROGRAMS & STUDENT SUPPORT
DIRECTORA++/NCLB
- 4B -
DIRECTORPsychological Services/504Lane Roosa
COORDINATORDue Process
E-070(27)
DIRECTORPsychological Services/504Lane Roosa
CURRICULUM SPECIALIST
Specific Learning Disabilities
E-061(27)
DIRECTORPsychological Services/504Lane Roosa
CURRICULUM SPECIALIST
Mentally Handicapped
E-060(27)
DIRECTORPsychological Services/504Lane Roosa
CURRICULUM SPECIALISTEmotionally
Handicapped
E-057(27)
DIRECTORPsychological Services/504Lane Roosa
COORDINATORFl. Diagnostic & Learn
Resource System
E-071(27)
CURRICULUM SPECIALIST
Hearing/Visually Impaired
E-064(27)
DIRECTORPsychological Services/504Lane Roosa
CURRICULUM SPECIALIST
Speech-Language Physically Impaired
E-062(27)
DIRECTORExceptional Student
Education
E-003(30)
CURRICULUM SPECIALIST
Autism
(27)
(2)
COORDINATORBehavior
(27)E-134
E-125E-081
COORDINATORPreschool ESE
(27)
Board Approved: 05/06/2008
49Basic Navigation in SAP
Organizational StructureOrganizational Structure
All positions belong to an org unit and do not move from one org unit to another.
Holders of positions can move from one org unit to another. People hold only one primary position, but can hold as many secondary positions as they are offered and have time to work.
Jobs hold the general attributes of the position, i.e., education qualifications, salary schedule, etc.
50Basic Navigation in SAP
Primary Objects of the Organizational Primary Objects of the Organizational StructureStructure
Organizational Unit (O)
Describe the various departments that exist within BCPS. Examples include: Superintendent’s Office, North Area Superintendent Office, New River Middle School, etc.
Job (C) General classifications of tasks and attributes that are routinely performed together and include Teacher, Principal, Office Manager, etc.
Position (S) Individual employee assignments in the district and include Paraprofessional, Teacher-Science, Associate Superintendent HR, Office Manager, etc.
Person (P) Specific individuals who hold positions within the district.
Organizational Management houses the building blocks that provide the foundation for the entire structure of SAP:
51Basic Navigation in SAP
Organizational Units (O)Organizational Units (O) Are represented by “O” in SAP and are 8 digits. The first digit will be a 6 no longer a 0. Describe the various departments/schools that exist within BCPS. Multiple organizational units and their inter-relationships form the
Organizational Hierarchy. Each organizational unit is managed by a Chief. The example shows the Superintendent’s Office as
“root” organizational unit and CFO and North Area Superintendent’s Office as two subordinate units with subsequent subordinate units that report to them.
Superintendent’s Office
(69511000)
Superintendent’s Office
(69511000)
LyonsMiddle
(63101000)
LyonsMiddle
(63101000)
ElyHigh
(60361000)
ElyHigh
(60361000)
LibertyElementary(63821000)
LibertyElementary(63821000)
Treasurer‘s Office
(69704000)
Treasurer‘s Office
(69704000)
BudgetOfficeOffice
(69703000)(69703000)
BudgetOfficeOffice
(69703000)(69703000)
North Area Superintendent’s
Office(69551000)
North Area Superintendent’s
Office(69551000)
CFO(69730000)
CFO(69730000)
52Basic Navigation in SAP
Jobs (C) Jobs (C)
Job: Director
Position:Director, Benefits
Position:Director, Budget
Position: Director, Non-Instructional
Staffing
Jobs are represented by “C” in SAP.
Jobs are general classifications of tasks that are routinely performed together and represent a unique classification of responsibilities.
Jobs hold attributes, such as education and salary scale, and are attached to positions.
Examples include Director, Teacher – Grade 2, Principal - Elementary, Office Manager II - High, etc.
53Basic Navigation in SAP
Jobs (C) Jobs (C) Jobs IDs in SAP 6.0 are determined by the salary object
and Job Class #. Jobs in SAP 4.6B were systemically assigned without
logic. Job Class #’s are unchanged from old SAP to new SAP
JobSAP 4.6 SAP 6.0 Class Job Title10001007 16020211 20211 GENERAL CLERK I (SCHOOL-BASED)10001008 16020215 20215 CLERK TYPIST I10001009 16020219 20219 CLERICAL DAYS BEYOND10001010 16020220 20220 GENERAL CLERK II (SCHOOL-BASED)10001011 16020221 20221 GENERAL CLERK II10001012 16020222 20222 CLERK TYPIST II
Job ID
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Positions are represented by “S” in SAP..
Positions are the individual employee assignments in the district.
Positions are occupied by persons.
Positions impact the budget.
As a rule, only one employee occupies a primary position.
Positions (S)Positions (S)
Job: Teacher – Grade 2
Position:Teacher – Grade 2
Position:Teacher – Grade 2
Position: Teacher – Grade 2
Tom RichardsSue Smith
Daryl Jones
55Basic Navigation in SAP
Many work-related attributes, such as workflow, approvals and security are attached to the position.
Once you have a job, you must specify the number of corresponding positions required in the organization.
A position inherits a job’s tasks but you can also define additional tasks related to duties performed specifically by that position.
A position references a job directly. If characteristics of a job are changed, this has an effect on the positions related to that job.
Positions (S)Positions (S)
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Persons (P)Persons (P) Persons are represented by “P” in SAP. Persons (SBBC employees) are assigned to positions within the
organizational structure. Additional personal information (i.e., home address, emergency contact, education, etc.) for persons is maintained in SAP.
Generally, only one person should occupy a primary position at one time. The person carries his or her personal information to the position and this
information transfers with the person if they transfer to another position.
57Basic Navigation in SAP
Organizational Unit
Organizational Unit
ChiefsChiefs
Chiefs manage the organizational unit and sit on top of the reporting hierarchy for that particular organizational unit.
Chiefs report to other chiefs as organizational units report to other organizational units.
The designation of a position as a Chief is reflected in the position attributes.
The chief will have the Manager Self Service (MSS) functionality.
58Basic Navigation in SAP
Organizational Structure & All its AttributesOrganizational Structure & All its Attributes
Described by/Describes
Belongs to/Incorporates
Held/Holds
Cost Center3501101010
(Default)
Has
Fund 1000(1018)
Fund 4230Grant No. CA83000001.0708
WBS CA830000101.0101
(1018)
Title I
50%
50%
PersonJane Smith
PersonJoe Jones
PositionTeacher – 1st Grade
PositionTeacher – 1st Grade
Fund 1000(1018)
Held/Holds
JobTeacher – 1st Grade
100%
Belongs to/Incorporates
OrganizationDania
Elementary
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To recap, understanding the role that each object plays and the relationships between the objects is critical to being able to work within the SAP environment.
Persons are assigned to
positionsPerson
Organizational Units describe the various schools/departments
that exist within SBBC
Positions are specific classifications of
work duties
Jobs are general classifications of tasks routinely
performed together
Job
Position
Org. Unit
Chiefs manage the organizational unit
Chief
Relationships in Organizational ManagementRelationships in Organizational Management
60Basic Navigation in SAP
Enterprise StructureEnterprise Structure
Personnel Area (PA)– Identifies personnel
groups used in SAP– SBBC uses the 21
Bargaining Unit/Meet and Confer groups
Personnel Area SAP 4.6
SAP ECC
Teachers INST IN01
Hourly Adult INST IN02
School Based Admin
ADMN AD03
Admin (Union) ADMN AD02Personnel Sub Area (PSA)
– Is a sub division of the personnel area. Used to control pay scale, wage types, and work schedule planning.
– Broward uses the 27 Board Approved Calendars Personnel Sub
AreaSAP 4.6
SAP ECC
196 day calendar TE96 0007
244 day calendar SU44 0030
Examples
Examples
The coding is changing for the Enterprise Structure. See the ERP website for the complete list.
61Basic Navigation in SAP
Personnel StructurePersonnel Structure
Employee Group
SAP 4.6b
Active
Inactive
Retired
Withdrawn
SAP ECC
Active FT (1)
100% only
Active PT (2)
Inactive (3)
Withdrawn (5)
NonEmployee (8)
NEVER USE
Employee Sub Group
SAP ECC
Salaried w/Benefits) (01)
Hourly w/Benefits (02)
Temporary (03)
Hourly Adult/Coach (04)
Pool Subs (05)
Substitute (06)
Nonemployee (08)
NEVER USE
Conversion (99)
SAP 4.6bSalaried Full time (SF)
Salary Parttime (SP)
Salary Partime, benefits (SB)
Hourly Full-time (HF)
Hourly Full-time (HP)
Hourly Partime, benefits (HB)
Hourly Partime, 3 hours( H3)
Hourly Other (HO)
Hourly Temp (HT)
Hourly Sub (HS)
Pool Substitutes (PO)
Student Workers/Exempt (SE)
Student Workers/Non exempt (SN)
Temporary Hourly (TH)
62Basic Navigation in SAP
The organizational hierarchy created in SAP provides the foundation for a variety of key activities including automated workflow, approvals, and security access.
SummarySummary
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Course SummaryCourse Summary
You should now be able to:
Log on/off the BRITE Portal Navigate the SAP Easy Access screen Identify transactions in SAP Access transactions using:
Transaction codes User menu Favorites folders
Navigate transaction screens Enter data in fields using
Free entry (manual typing) Matchcodes (look up)
Recognize system messages Access Help for field definitions Describe Human Resource and Payroll changes Understand the Organization and Enterprise Structures
65Basic Navigation in SAP
BRITE Support Center 754-321-8120 BRITE Website:
web/erp -or-
http://www.broward.k12.fl.us/erp/ e-Learning
Context Sensitive Help
Online Training Library
BRITE CAB Conference
BRITE LITES (By Role)
User Support OptionsUser Support Options
ESS Appraisal
BlackboardFollow-UpFollow-Up