Sap Basic Enavigation and Fundamentals: Getting Into Sap

SAP Basic eNavigation and Fundamentals:
Getting Into SAP
BRITE
What is BRITE?
Broward Innovative Tool for Education, will
streamline Browards 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
Basic Navigation in SAP
SAP 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
SAP BRITE Website
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:
www.broward.k12.fl.us/erp
Logging into the BRITE Portal
User Login ID
Password (first time users only)
Entry format = P00012345
Entry format= ja021956
9 digits (total) starting with the letter p
mm = first 2 letters of birth month (ja)
Personnel Number 12345
dd = 2-digit birth day (02)
If personnel number is less than
yyyy = 4-digit year of birth (1956)
8 characters, then leading zero(s)

should be added to it
Case sensitive, so make sure the

month letters are lowercase
Initial Password Selection
Click to change
your password
Password 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
Portal Assistance
If you have trouble logging into the BRITE Portal, you will
need to contact the BRITE Support Center at (754)
321-8120.
BRITE 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 users role
All users will have access to the Home and Employee Self
Service (ESS) tabs
SAP Access via the BRITE Portal
Select the SAP

Access tab
Then click the ECC

Production link,
which will open SAP
in a new window.
10
Copyright Pop-up Window

You will only see this the first time you log on to SAP.
Click the green

check icon to
continue
11

Getting Around in SAP
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
13
Navigation Buttons
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
14
Toolbars & Navigation Area

The Title Bar indicates the name of screen
Navigation Area contains folders and transactions
The Status Bar displays system messages
Title Bar
Navigation
Area
Status Bar
15
Moving from the Easy Access Screen to

Transactions
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?
16
Getting Around
There are three ways to access transactions in SAP:
1. Fast Path
2. User or SAP menus
3. Favorites
1.
3.
2.
17
Accessing a Transaction using the Fast

Path Field
Dont click
thisIt will
close the
Fast Path
Field!
Fast Path
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
18
If you Close the Fast Path Field by Mistake
Select to re-open
the Fast Path
field
Now you can

enter your
transaction
code
19
Navigating to a Transaction Using the User

Menu
The User menu contains
a list of transactions
based on your role
Some transactions are
grouped within folders
Navigate to these
transactions by doubleclicking the name of the
transaction
Double-click to
access the
transaction
20
Is there an Easier Way to Navigate?

How can I easily get to where I need to be?
Set up Favorites!
21
Favorites
You can set up links to commonly used transactions in the
Favorites folder.
22
Creating a Favorite
Select the transaction from the

SAP menu
Click Menu > Favorites > Add
23
Changing the Name of a Favorite

Select 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.
24

Other SAP Basics
Displaying the Technical Names for

Transactions
From the menu bar, select Extras >
Settings:
Select Display technical names
Click the green check icon
Click the green

check to
continue
26
Displaying the Technical Names for

Transactions (Part Two)
Technical Names
Not Displayed
Technical Names
Displayed
27
Use the Tab key on your keyboard or your mouse

to move from field to field (such as From and To
below).
28
Ta
b
Sample Transaction Screen
Types of Fields
Mandatory fields have a check mark
Fields with a matchcode icon allow the user to search for
available entries
Mandatory field
Matchcode icon
29
Moving from One Transaction to Another

You must type /N before the transaction code to move from
one transaction to another.
30
System Messages
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.
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.
31
Creating 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.
Click ECC Production XEP 500 WebGui to

create a new session and get to the SAP Easy
Access screen
*GUI stands for Graphical User Interface. This simply

means you will be accessing SAP through the web.
32
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
33
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
34
Field 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
Click in
the field
Example of
Field Help
35
Human Resources and Payroll Overview
Role 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
37
Whats 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.
38
Key Terms
Adobe Interactive
Form
An electronic form within SAP used to create/change

Personnel Master Data. Becomes part of employees
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.
39
Key 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 employees 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.
40
Whats Changing with Human Resource Actions?
Current State
Future State
Positions 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
41
What Does the HR Actions Process Look Like?

HRAP
Start
Initiates HR
Process
Administrator
Approves HR
Process in
MSS
SAP
Complete?
Yes
HR Action is
Completed
No
HRIS/Staffing
HR Action is
Executed in
SAP
42
Finish
Finish
Whats Changing with Payroll?

Current State
Future State
Time 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 Retroactive Changes to Time

reports
Data combines information into
one report
43
What Does the CATS Time Entry Process Look Like?

Payroll
Contact
Start
Enters Time
via CAT2
Administrator
Reviews Time
in MSS
Approve
Payroll Dept
Employee
Processes
Payroll
Receives
Payment
Finish
44
Organizational Management Structure
Lesson Objectives
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
46
Organizational Management Offers

Provides a way to construct and maintain a model of the
districts organizational structure
Used to direct the workflows
Ensure functional integration and organizational alignment
throughout the district
Display reporting relationships
Reports
47
Sample of SBBCs Organizational Chart
48
Organizational 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.
49
Primary Objects of the Organizational

Structure
Organizational Management houses the building blocks that
provide the foundation for the entire structure of SAP:
Organizational
Unit (O)
Describe the various departments that exist within

BCPS.
Examples include: Superintendents 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.
50
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 Superintendents Office as
root organizational unit and CFO and North
Area Superintendents Office as two
subordinate units with subsequent
subordinate units that report to them.
Superintendents
Superintendents
Office
Office
(69511000)
(69511000)
North
North Area
Area
Superintendents
Superintendents
Office
Office
(69551000)
(69551000)
CFO
CFO
(69730000)
(69730000)
Budget
Budget
Office
Office
(69703000)
(69703000)
51
Treasurers
Treasurers
Office
Office
(69704000)
(69704000)
Liberty
Liberty
Elementary
Elementary
(63821000)
(63821000)
Lyons
Lyons
Middle
Middle
(63101000)
(63101000)
Ely
Ely
High
High
(60361000)
(60361000)
Jobs (C)
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.
Job:
Director
Position:
Position:
Director, Non-Instructional
Director, Benefits
Position:
Staffing
Director, Budget
52
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
53
Positions (S)
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.
Job:
Teacher Grade 2
Position:
Teacher Grade 2
Sue Smith
Position:
Teacher Grade 2
Position:
Teacher Grade 2
Daryl Jones
54
Tom Richards
Positions (S)
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 jobs 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.
55
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.
56
Chiefs
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.
57
Organizational
Unit
Organizational Structure & All its Attributes

Organization
Dania
Elementary
Title4230
I
Fund
Grant No. CA83000001.0708
WBS CA830000101.0101
Job
Teacher
1st Grade
50%
50%
Fund 1000
(1018)
Position
Teacher
1st Grade
Described by/Describes
Held/Holds
Position
Teacher
1st Grade
Held/Holds
Person
Jane Smith
3501101010
(Default)
Belongs to/Incorporates
Belongs to/Incorporates
(1018)
Cost Center
Has
Person
Joe Jones
58
100%
Fund 1000
(1018)
Relationships in Organizational Management

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.
Jobs are general

classifications of
tasks routinely
performed together
Org. Unit
Organizational Units
describe the various
schools/departments
that exist within SBBC
Chiefs manage the

organizational unit
Job
Positions are specific

classifications of
work duties
Chief
Person
Position
59
Persons are
assigned to
positions
Enterprise Structure
The coding is changing for the Enterprise Structure. See the ERP
website for the complete list.
Personnel Area (PA)
Identifies personnel
groups used in SAP
SBBC uses the 21
Bargaining Unit/Meet
and Confer groups
Personnel Sub Area (PSA)
Examples
Personnel Area
SAP
4.6
SAP
ECC
Teachers
INST
IN01
Hourly Adult
INST
IN02
School Based
Admin
ADMN
AD03
Admin (Union)
ADMN
AD02
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
Examples
Personnel Sub
Area
60
SAP
4.6
SAP
ECC
196 day calendar TE96
0007
244 day calendar SU44
0030
Personnel Structure
Employee Group
Employee Sub Group
SAP 4.6b
SAP 4.6b
SAP ECC
Active
Salaried Full time (SF)
Salaried w/Benefits)
(01)
Inactive
Retired
Withdrawn
SAP ECC
Active FT (1)
100% only
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)
Active PT (2)
Hourly Sub (HS)
Inactive (3)
Pool Substitutes (PO)
Withdrawn (5)
Student Workers/Exempt (SE)
NonEmployee (8)
NEVER USE
Student Workers/Non exempt

(SN)
Temporary Hourly (TH)

61
Hourly w/Benefits
(02)
Temporary (03)
Hourly Adult/Coach
(04)
Pool Subs (05)
Substitute (06)
Nonemployee (08)
NEVER USE
Conversion (99)
Summary
The organizational hierarchy created in

SAP provides the foundation for a variety
of key activities including automated
workflow, approvals, and security access.
62
Course 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
63
Follow-Up & Support Options
ESS Appraisal
Follow-Up
User Support Options
Blackboard
BRITE Support Center 754-321-8120

BRITE Website:
web/erp -orhttp://www.broward.k12.fl.us/erp/
e-Learning
Context Sensitive Help
Online Training Library
BRITE CAB Conference
BRITE LITES (By Role)
65

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SAP Basic eNavigation and Fundamentals:

Getting Into SAP

Basic Navigation in SAP

Basic Navigation in SAP

SAP BRITE Website

Basic Navigation in SAP

Logging into the BRITE Portal

Password (first time users only)

Entry format = P00012345

Entry format= ja021956

9 digits (total) starting with the letter p

mm = first 2 letters of birth month (ja)

Personnel Number 12345

dd = 2-digit birth day (02)

If personnel number is less than

yyyy = 4-digit year of birth (1956)

8 characters, then leading zero(s)

Case sensitive, so make sure the

Initial Password Selection

Basic Navigation in SAP

Password Rules for BRITE Portal Logon

Passwords are case sensitive (initial password should be

Basic Navigation in SAP

Basic Navigation in SAP

BRITE Portal Screen

Basic Navigation in SAP

SAP Access via the BRITE Portal

Select the SAP

Then click the ECC

Copyright Pop-up Window

Click the green