PA Actions Final Review [ BHR Services Team > Initiator > BHR Services Team] Process:

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1 Document Workflow Index 1 BHR Review of Short Form Page 3 2 Initiator Completes Long Form Page 13 Once the form has been generated by the OM PA Initiator and workflowed all the way to the BHR Services Team, they do an initial review of the short form. After approving (or correcting), the form is then sent to the OM PA Initiator to complete the long form. After receiving the approved short form from the BHR Services Team, the OM PA Initiator completes the Long Form additional fields are now available for the Initiator to complete like address information, ethnicity, etcetera. At the completion of the Long Form, it is sent again. This time, it skips all other level of approval and goes straight to the BHR Services Team. 3 BHR Review of Long Form Page 23 Once the form is with BHR Services, they review all the information to ensure compliance with rules & procedures. Then they save the data into SAP. The action can then be seen in the SAP production system (PRP). PAGE 1

2 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 7. Temporary / Limited Duration Appt. 8. Bureau Approver Review 9. BHR Business Partner Review 10.BHR Final Review (this document) 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 using the PA Actions form through the SAP Portal and routes the form to an Approver. BHR Services receives approved forms and provides one final review before sending the data into the SAP system. 01 BEGIN Short Form Review Login to your PortlandOregon.gov account. 1 PAGE 2

3 02 Enter the SAP Portal by clicking on SAP CityLink Portal on the Employee Portal Web Page. PAGE 3

4 03 Once logged into the SAP Portal, go to your role folder for P&F by clicking on it. In this case, the BHR Services Team folder. PAGE 4

5 04 This is your Landing Page for Processes & Forms. From here you choose your actions, continue with saved work, run reports, or pick up items sent to you through workflow. Click on the Work In Progress expander button. Items Saved as drafts or items sent through workflow 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 5

6 05 Forms ready for review are listed in most recent at top to oldest at bottom by default. Click on a column to sort a different way. Click on the first line to open it for review. PAGE 6

7 06 As BHR Services Team member, your role is to review, edit, correct, withdraw, or cancel forms workflowed to you. You will either: a) Edit; b) Approve; c) Reject; d) Withdraw; or e) Send Back to Author. Additionally, you may add Record or Process notes to the forms you receive (and can review any attached documents). Note that for you, the BHR Services Team member, the entire form is editable. Rejections/Withdrawls are effectively Cancellations of the action being taken. So if there is a correction to be made, don t reject or withdraw. Instead, make Process Comments and send the form Back to Author. Scroll down to review remainder of the form. PAGE 7

8 07 Input any Record Comments or Process Comments. Record Comments: Official comments that will be kept with the form and maintained in accordance with the records retention schedule. Process Comments: Comments which assist with processing and routing the form; or to ask clarifying questions or provide additional detail. Comments here will not stay on the final SAP HR master data record. 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 8

9 08 Review any attachments or attach any new documents. There are several buttons at the top of the form. Reject does as you would expect; it cancels the form and any work you have 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. Back to Author sends the form back to the last person in the workflow who had the ability to edit the form. Withdraw 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. The other two buttons are Check and Send. Run a Check on the form. PAGE 9

10 09 Click Send. The Yellow Exclamation Point signs are always present to notify you that any fields that show auto-generated data are not checked when the form is run (or other messages). 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). PAGE 10

11 10 The form is sent to the OM/PA Initiator to complete the Long Form for this action. END OF SHORT-FORM REVIEW PAGE 11

12 01 BEGIN Long Form Completion (PA Initiator) Once logged into the SAP Portal, go to your role folder for P&F by clicking on it. In this case, the OM PA Initiator folder. 2 PAGE 12

13 02 Once the BHR Services Team has reviewed the PA Initiator s short form which has been reviewed by the Bureau Approver and HR Business Partner, it is sent to the Initiator to complete the long form. Click on the Item Waiting in Work in Progress. PAGE 13

14 03 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 14

15 02 Enter the employee s Personal Data, Addresses, and edit Planned Working Time if changes need to be made. Fill in all required fields. Data on the long form will vary depending on the action. New Hire / Rehire will be more extensive and is the example you have here. All other actions will be shorter. PAGE 15

16 03 Review the Basic Pay information. Only make changes if an error is present. Enter the Employee s Bank Details if choosing Direct Deposit for Payment Method. If issuing a printed payroll check, make no changes; as Payroll Check for Payment Method is the form s default. PAGE 16

17 04 Add any additional Date Specifications if necessary. Complete the Additional Personal Data fields and Race Category fields (optional). PAGE 17

18 05 Select the Residence Status. The Communication System User Name (their SAP ID) is auto-generated and displays here. Only change it if the system flags the name and tells you that another City employee already has that name. Input Driver s License information ONLY for employees who will be driving for City business. Click Default Tax Authority. PAGE 18

19 06 This is a required field and needs to be 100%. Select Unemployment State and Withholding Information for Federal and State. PAGE 19

20 07 Review the information in these sections and make any necessary changes. 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 20

21 08 Run a Check on the form. There are several buttons at the top of the form. Reject does as you would expect; it cancels the form and any work you have 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. 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 Utilties allows you to create a PDF of the form to , save, or print. Click Send to forward the form to the BHR Services Team for final review and approval. 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 autopopulated based on the new information. If the form is not filled out in order, some data will not update correctly. END OF LONG FORM PAGE 21

22 01 BEGIN BHR Services Team Review of Long Form Once logged into the SAP Portal, go to your role folder for P&F by clicking on it. In this case, the BHR Services Team folder. 3 PAGE 22

23 02 Click on the Work In Progress expander button. PAGE 23

24 03 Actions ready for review are listed in most recent at top to oldest at bottom by default. Click on a column to sort a different way. Click on the previously approved New Hire form to open it for review. You can also search for the form via the Process Browser. 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 24

25 04 Review the Long Form as you did the Short Form before. Make any changes or edits necessary. PAGE 25

26 05 Review all of the information on all parts of the form. Make any needed edits. PAGE 26

31 10 Input any Record Comments or Process Comments. Record Comments: Official comments that will be kept with the form and maintained in accordance with the records retention schedule. Process Comments: Comments which only stay with the forms of this process Workflow to create the position and have it approved. Comments here will not stay on the final SAP HR master data record. 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 31

32 11 Run a Check on the form. Forward to Expert is clicked when there is an issue to be resolved by EBS. It ends the process. Click Send. PAGE 32

33 12 If you receive a message like this one, you can continue since it is for a Yellow Exclamation error message. The Yellow Exclamation Point signs are always present to notify you that any fields that show auto-generated data are not checked when the form is run (or other messages). Click Continue. The form data will be saved into SAP and the workflow is now complete. PAGE 33

34 13 You can continue reviewing other forms or log out. END PAGE 34