Business Process Notes

Transcription

1 Business Process Notes Prerequisites: Can use current position or a vacant SAP position number. Training in HR Master Data Maintenance (classroom or on-the-job training. Know what Form / Action you need to perform. Resources: For immediate help: SAP Learning Center for online documentation BHR Services Team For Instructor-Led Training, sign up via CityLearner For On-the-Job Training, contact your supervisor or the EBS Training Officer. PAGE 1

2 Business Process Notes Short Form What You Will Need to Know What It Is Where to Find It Reason Code for Action What action are you performing (e.g. New Hire). Refer [ here ] to choose the appropriate action. Begin Date of Action Self-explanatory. Supervisor or new hire paperwork. Assignment End Date Self-explanatory. Supervisor or new hire paperwork. Type of Appointment Temp, Casual/Other, PERS Retiree, Recruitment Supervisor or new hire paperwork. Org. Mgmt. Actions Over/Under/Lateral Fill, Double Fill Supervisor or new hire paperwork. Hiring Incentives The 3 choices that can be selected as incentives. Supervisor or new hire paperwork. Position Number Personnel Area Personnel Subarea The thing that is held by the employee; a place in the organization where the employee resides. An employee s bureau (e.g Bureau of Police, 1240 OMF-Human Resources, etc.) The employee s representation type (e.g Non-Rep., 3110 COPPEA, 3150-DCTU-AFSCME) Supervisor or OM Bureau Specialist You Auto fills, but can be changed. Refer [ here ] to determine variance from the auto-filled choice. Employee Group Auto fills, but can be changed. Supervisor or new hire paperwork. Work Schedule of Employee Hours the employee is scheduled to work. Supervisor or new hire paperwork. Pay of the Employee Pay Grades = must know the exact bi-weekly or hourly pay amount. Pay Scales = only need to know the pay step. Supervisor or new hire paperwork. Justification for Action Why are you requesting this action? Supervisor or new hire paperwork. PAGE 2

3 Business Process Notes Long Form Once the short-form information has been reviewed and approved by the BHR Services Team, your form is sent back with additional fields that open and display. When you complete these additional fields and hit Send, it skips all previous levels of review and returns to the BHR Services Team for final review and approval. What You Will Need to Know What It Is Where to Find It Pay Administrator Sequence number for sorting direct deposits. Supervisor Time Administrator Your Bureau Timekeeper Supervisor or new hire paperwork. Work Contract Date Specifications Time Transfer / SPTH Only Police & Fire; for uniformed, sworn officers only. Indicates if exempt from certain taxes. Dates the City tracks for employee: original hire date, city service date, vacation accrual date, etc. Include number of working hours per week for positive employees only. Payroll contact in BHR Auto fills but can be changed. Supervisor or new hire paperwork. PAGE 3

4 Documents Covering PA Actions in this Workflow: 1. Employee to Retiree 2. Extend Temporary Appointment 3. New Hire 4. Regular Action 5. Rehire 6. Status Change (this document) 7. Temporary / Limited Duration Appt. 8. Bureau Approver Review 9. BHR Business Partner Review 10. BHR Final Review 1. BHR Review 2. PA Initiator Completes Long-Form 3. BHR Completes Review The Organizational Bureau Personnel Administrator (aka the OBPA and the PA Initiator in this workflow) begins the process by changing the status of an employee using the PA Actions form through the SAP Portal (permanent from limited duration, casual/other appointment, temporary appointment, PERS retiree, reinstatement). 01 BEGIN Short Form Login to your PortlandOregon.gov account. PAGE 4

5 02 Enter the SAP Portal by clicking on SAP CityLink Portal on the Employee Portal Web Page. PAGE 5

6 03 Once logged into the SAP Portal, click on the OM/PA Initiator folder. PAGE 6

7 04 This is your Landing Page for Processes & Forms. From here you choose your actions, continue with saved work, or pick up items sent to you through workflow. Click on the Actions expander button. Items Saved as drafts or that have been workflowed to you are found in the Work in Progress swim lane. If you don t see Work In Progress on your landing page, click the gear icon to add it. Each white box displayed here is called a Swim Lane and can be moved easily by dragging and dropping into the position you prefer. PAGE 7

8 05 Click on Status Change Action. PAGE 8

9 06 From the search screen you will search for a specific employee. You should only see employees in your authorized work area (bureau, division, etc.). Click on Status Change Action button for the employee. NOTE: You can use Wildcards like the asterisk ( * ) to search for everything viewable to you. Or you can type a partial name like Littl* to search for Little, Littlejohn, etc. PAGE 9

10 07 In this example, choose To Casual/Other as your Reason Code. Select an Assignment End Date from the fly-out calendar, if applicable. For a full list of descriptions and considerations for Reason Codes click [ here ] to choose the appropriate action. (Double arrows << or >> advance a year. Single arrows < or > advance a single month.) PAGE 10

11 08 Select the appropriate type of appointment. In this case, select the radio button Casual Other HR 3.03 for Type of Appointment. Once you choose the Type of Appointment, the Organizational Management Action and Hiring Incentives sections appear. Notice that none of the hiring incentives are available even thought they appear. Also note that only one Organizational Management Action is available. This is determined in by your selections and the position information on this employee. Scroll down. PAGE 11

12 09 Click on the Position Number match-code box to bring up a search pane. You can search by Position ID, Position Abbreviation, or Position Name. If you just want to search everything, simply click the Search button. Once the list populates, select the Position Number you want. You may search using the first few characters in each of the search fields followed by an asterisk (e.g., Comm* in position name field will provide results with all positions names that start with COMM). When using the search feature to identify a position double click on the desired position to select it. PAGE 12

13 10 Choose the Employee Group from the drop-down list. Choose the Personnel Sub Area from the drop-down list. Choose the Employee Sub Group from the drop-down list. NOTE: Once you have selected things like your Employee Group what is displayed in other fields will only be those which are connected to the selections chosen. This is true of other fields as well: What you choose in one area will limit your choices in another. Capacity Utilization Level: Defaults to 100% but may be changed based upon the employee s full-time percentage. Pay Scale Level: Use the drop-down to select the appropriate level. You may override the position default values for Employee Group, Personnel Sub Area, and Employee Sub Group. Next Increase: If the employee is represented, you will populate this field with a future date. PAGE 13

14 11 Validate WS (WS=Work Schedule) will populate the Work Schedule Rule dropdown. Click on Validate WS. The work schedule rule you choose, if you don t know it, can be obtained from your Bureau Timekeeper. Choose 24-7 Positive Emps Only. PAGE 14

15 12 Notice that based on our choices up to Work Schedule Rule that the Basic Pay section is now populated. If this is a pay scale (SCL), then the pay amount is chosen from the Pay Scale Level dropdown and updated when the form is checked. Usually occurs for represented jobs. If this is a pay grade (HGR) as in this example, then you can review the pay range for this grade by clicking on the Pay Scale Level drop-down. (A pop-up will appear with the range.) Click on Pay Scale Level match-code box to view the range for this position. PAGE 15

16 13 From the pay scale pop-up pane, we know that the requested wage amount of $13/hour is within our range. Enter it in the Amount field in the Wage Type table. Scroll down. You may also add any other appropriate wage types, such as special assignment pay, red circle rate, etc., by clicking Add Row. PAGE 16

17 14 A Justification for the requested action is mandatory. This is supplied by the supervisor or new hire paperwork. Choose Workload Need. Input any Record Comments or Process Comments. REMEMBER Record Comments become HR Master Data and part of the employee record once this form is approved and saved to SAP. They are official comments that will be kept with the form and maintained in accordance with the records retention schedule. Process Comments only accompany the forms during the P&F workflow. They are discarded once the data from the forms is saved into SAP. Please include a date, your initials, and indicate the name of the person the note should go to or was meant for. Return to the top of the form (scroll up). PAGE 17

18 15 If you have any attachments, make sure to do that before you send. Attachments can be done at any time. Only PDFs may be attached. To attach a form, click on the arrow next to Attachments. With the Attachments pane open, click on Browse. A pop-up file explorer window will appear. PAGE 18

19 16 In the file explorer window, locate the file you want to attach to the form. Click Open. PAGE 19

20 17 After the file is selected, click Attach to upload and attach the file to the form. Note that after doing this, you will see General Attachments and a Trash Can icon. To view the uploaded document click General Attachments. To delete the uploaded document click the Trash Can icon. Click the arrow to the left of the Attachments header to close the Attachments pane. PAGE 20

21 18 There are several buttons at the top of the form. The Yellow Exclamation Point signs are warning messages that should be reviewed. You may or may not need to take further action. A Red Exclamation Point indicates a problem and the problem field will be flagged for you to see. Click on the error message to go directly to the problem field. Correct the error and recheck. The Green Check will display if your form has no errors (or if a specific field being checked has correct input data). Cancel stops the process and eliminates any work that has been done. Save Draft also does as you d expect. It saves a draft of the form, preserving your work up to this point, and puts the form in your Work In Progress swim lane so you can easily retrieve it in the future. Form Utilities allows you to create a PDF of the form to , save, or print; as well as view a history of who has processed that form. The other two buttons are Check and Send. Run a Check on the form. NOTE: If changes need to be made, it s very important to update the form in order, from top of the form to bottom. If data is changed in one field, many fields will be auto-populated based on the new information. If the form is not filled out in order, some data will not update correctly. If you receive a Green Check message, you can send the form on to the Bureau Approver for review and approval. Click Send. PAGE 21

22 19 Once you click Send, you will receive a confirmation messages with a Process Reference Number. You can take note of this number to check on its progress later using the Process Browser. END OF SHORT FORM To learn how to search for any submitted form in the Process Browser review the Work Instruction, Using the Process Browser [ OM/PA Initiator, Approver, or BHR Services Team ]. PAGE 22

23 Once the short-form information has been reviewed and approved by the BHR Services Team, your form is sent back with additional fields that open and display. When you complete these additional fields and hit Send, it skips all previous levels of review and returns to the BHR Services Team for final review and submission of the data into SAP. 01 BEGIN Long Form Choose a Pay Administrator by clicking the match code box. Choose a Time Administrator by clicking the match code box. If applicable, choose a Work Contract. Scroll down. PAGE 23

24 02 Review the information in the fields displayed here. Make any necessary changes or corrections. PAGE 24

25 03 If a Date Specification needs to be added, click on Add Row to input a new Date Specification. If additional Record or Process Comments are needed, add them. Scroll up to the top of the form. REMEMBER Record Comments become HR Master Data and part of the employee record once this form is approved and saved to SAP. Process Comments only accompany the forms during the P&F workflow. They are discarded once the data from the forms is saved into SAP. Please include a date, your initials, and indicate the name of the person the note should go to or was meant for. PAGE 25

26 04 Run a Check on the form. There are several buttons at the top of the form. Cancel stops the process and eliminates any work that has been done. Click Send to return the form to the BHR Services Team for final review and approval. Save Draft also does as you d expect. It saves a draft of the form, preserving your work up to this point, and puts the form in your Work In Progress swim lane so you can easily retrieve it in the future. Back to Author sends the form back to the last person in the workflow who had the ability to edit the form. Reject effectively cancels the form. Form Utilities allows you to create a PDF of the form to , save, or print. It also enables you to see process history on the form. END PAGE 26