Business Process Notes

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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

.

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PAGE 2

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 The thing that is “held” by the employee; a place in

the organization where the employee resides. Supervisor or OM Bureau Specialist

Personnel Area An employee’s bureau (e.g. 1150 – Bureau of

Police, 1240 – OMF-Human Resources, etc.) You

Personnel Subarea The employee’s representation type (e.g. 3000 –

Non-Rep., 3110 COPPEA, 3150-DCTU-AFSCME)

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.

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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 Only Police & Fire; for uniformed, sworn officers

only. Indicates if exempt from certain taxes. Payroll contact in BHR

Date Specifications Dates the City tracks for employee: original hire

date, city service date, vacation accrual date, etc. Auto fills but can be changed.

Time Transfer / SPTH Include number of working hours per week for

positive employees only. Supervisor or new hire paperwork.

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.

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PAGE 4 Document Owner: Monica Borden-Ooley, SAP Sr. Business Analyst, HCM

Creation: 4/12/2016 // Updated: New Document, N/A

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

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02 Enter the SAP Portal by clicking on

“SAP CityLink Portal” on the Employee

Portal Web Page.

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Once logged into the SAP

Portal, click on

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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.

Each white box displayed here is called a “Swim Lane” and can be moved easily by dragging and

dropping into the position you prefer.

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,

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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

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In this example, choose To

Casual/Other as your Reason

Code.

Select an Assignment End

Date from the fly-out calendar,

if applicable.

(Double arrows “<<” or “>>”

advance a year. Single arrows

“<” or “>” advance a single

month.)

For a full list of descriptions and considerations for Reason Codes click [ here] to choose the appropriate action.

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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.

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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.

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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.

You may override the position default values for Employee Group, Personnel Sub Area, and Employee Sub Group.

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.

Next Increase:

If the employee is represented, you will populate this field with a future date.

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.

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Validate WS (WS=Work

Schedule) will populate the

Work Schedule Rule

drop-down.

Click on Validate WS.

Choose 24-7 Positive Emps

Only.

The work schedule rule you choose, if you don’t know it, can be obtained from your

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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

drop-down 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.

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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.

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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.

Return to the top of the form

(scroll up).

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.

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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.

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In the file explorer window,

locate the file you want to

attach to the form.

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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.

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There are several buttons at the top of the form.

Cancelstops the process and eliminates any work that has been done.

Save Draftalso 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 Utilitiesallows you to create a PDF of the form to email, 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 Checkon the form.

If you receive a Green Check message, you can send the form on to the Bureau Approver for review and approval.

Click Send. 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 Checkwill display if your form has no errors (or if a specific field being checked has correct input data).

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.

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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 ].

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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.

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.

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Review the information in the

fields displayed here. Make

any necessary changes or

corrections.

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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.

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Run a Check

on the form.

Click Send

to return the form

to the BHR Services Team for

final review and approval.

– END –

There are several buttons at the top of the form.

Cancelstops the process and eliminates any work that has been done.

Save Draftalso 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 Authorsends the form back to the last person in the workflow who had the ability to edit the form.

Rejecteffectively cancels the form.

Form Utilitiesallows you to create a PDF of the form to email, save, or print. It also enables you to see process history on the form.