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2004-2005 END-OF YEAR WEBCAST

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2004-2005 END-OF YEAR WEBCAST

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  1. To insert your company logo on this slide • From the Insert Menu • Select “Picture” • Locate your logo file • Click OK • To resize the logo • Click anywhere inside the logo. The boxes that appear outside the logo are known as “resize handles.” • Use these to resize the object. • If you hold down the shift key before using the resize handles, you will maintain the proportions of the object you wish to resize. 2004-2005 END-OF YEAR WEBCAST QUALITY AND CUSTOMER SERVICE ETS/SAP SUPPORT CENTER

  2. ETS-Quality & Customer Service Mary Baker, Director SAP Customer Support Team Gina Ferrazzo, Team Lead CST Trainers Joanne Auerbach Karen Diamond Robbin McGill Educational Technology Service Support Staff Edward Clark Chris Crelin Amilia Jaikaran SAP Help Desk (754) 321-3080 Website www.broward.k12.fl.us/hrms END-OF-2005 WEBCAST

  3. WHAT’S NEW • Bi-Weekly Payroll • Athletic Events • Supplements • Grants END-OF-2005 WEBCAST

  4. NEW PAYROLL AREAS Bi-Weekly Payroll END-OF-2005 WEBCAST

  5. Important Facts To Remember • As of July 1, 2005 Employees Will Be Paid Bi-weekly (every other Friday) • AA Payroll Area • BB Payroll Area • Visit The Payroll Website • http://web/hrms/payroll_information/payroll_info.htm • Links to the Website • Payroll Area Assignments • Payroll Schedules • Payroll Matrix END-OF-2005 WEBCAST

  6. 261 And 208 Day CalendarB1 • Employees Will Receive Three Checks In June, 2005 • June 1, June 15, and June 30 • Employees Will Receive Two Checks In July, 2005 • The July 8th check will be for one day only • The July 22nd will be a normal check for 80 hours END-OF-2005 WEBCAST

  7. ATHLETIC EVENTS MANDATORY TRAINING FOR PAYROLL PROCESSORS At Back-2-School Seminars 7/19/05 and 7/21/05 END-OF-2005 WEBCAST

  8. Game Official And Non-School Board Employee • Game Official • Officials are considered independent contractors (even if they are SBBC employees) • How will Game Officials and Non-School Board Employees be paid? • Submit a check request to accounts payable • Checks will be mailed to home address END-OF-2005 WEBCAST

  9. School Board Employee • How will School Board employees be paid? • Enter wage type in Transaction Code PA30 • How will the wage types be set up? • The wage types will be set up with a flat rate tied to event roles • Who will enter the Wage Type? • Authorization will be added to Payroll Contact Profile • Who will make corrections? • Payroll contacts will make corrections on wage types prior to payroll being run • Payroll Dept. will make corrections to wage types already paid through the Deletion Of HoursForm • How will this be audited? • A sign-in sheet will be part of the audit trail kept onsite END-OF-2005 WEBCAST

  10. Supplements • How Will Supplements Be Paid? • 2005-2006 will be paid in the 1st 20 checks for all employees • What Happens To The Supplements That Rollover? • Amounts will be changed programmatically • What About New Supplements? • A new chart will reflect the amounts for the supplements END-OF-2005 WEBCAST

  11. 2005-06 Supplement Procedures • An Electronic PAF with appropriate signatures is required to recommend the following supplemental wage type: • Intern 8M50 • Medical Procedures Incentive 3MED • Behaviorally Complex Students Incentive 3BEH • Speech Language Pathologist (National 8M45 Clinical Certification) END-OF-2005 WEBCAST

  12. When To Delimit Supplements • An Employee Is Terminating • An Employee No Longer Wants The Supplement • An Employee Transfers To Another Location END-OF-2005 WEBCAST

  13. UPDATE Grants Update • Primary Positions For Grants • Use 6 will be used for all primary positions • Begin date for change will be 7/1/05 • Memo will be sent from the Budget Office outlining processes END-OF-2005 WEBCAST

  14. Important Dates AndFacts • FCAT Summer Retakes Hiring Procedures • See Administrator for memo dated 5/16/05 • Administrative staffing matrix • Procedures for processing payments • Instructions for completing the process call (754) 321-3080 • Additional information Lisa Ivory, Testing Specialist, Student Assessment & School Performance (754) 321-4250 • Bi-Weekly Payroll begins 7/1/05 • No extra checks at the end of the 2006 fiscal year • Supplements will be paid on the first 20 paychecks • Back-2-School Seminars • South/South Central on July 19 at Cooper City High • North/North Central & District on July 21 at Taravella High END-OF-2005 WEBCAST

  15. TRAINING TRAINING SCHEDULE TARGETED AUDIENCE TRAINING SITE END-OF-2005 WEBCAST

  16. Administrative Training • Training Schedule For Mandatory SAP Administrator Workshops for new Interim Principal and Assistant Principals serving as administrative “substitute” – June 7th • BET #10128378 • BE#10303616 • 8:30AM-3:30PM • Wingate Gate Oaks • Room 130 • June 22nd • BET#10128378 • BE#101303671 • 8:30AM-3:30PM • Wingate Oaks • Room 130 • July 7th • BET #10128378 • BE#10303672 • 8:30AM-3:30PM • Wingate Gate Oaks • Room 130 • See your inservice facilitator to register or call 754-321-3080 END-OF-2005 WEBCAST

  17. Training Information • Courses, Descriptions & Schedules • SAP Support Center Web Pagehttp://web/hrms/training.htm • Training Course Descriptions Includes The Audience, Points, And Prerequisites • Training Schedules Listed Are Currently For June, July, and August • Training Location At Wingate Oaks • Training Hot Lab Call 321-3080 to set up an appointment END-OF-2005 WEBCAST

  18. Be Proactive • Prepare For New Job Assignments • Take training now • Complete SAP User Request Form to obtain access prior to training • Click her to access form http://web/hrms/forms/SAP_user_access_form_05-05-05_v7.pdf • Train back-ups prior to vacations END-OF-2005 WEBCAST

  19. Reminders • These next slides are designed to serve as year end reminders for • Employees who are new to their position • Employees who want a quick review • The next group of slides include • ESS • Termination of Employment • Leaves • OptiSpool • Position Request Forms • Additional Positions • PAF • Payroll END-OF-2005 WEBCAST

  20. Inservice Report Update addresses Display payroll history Complete Business Event Appraisals Benefits Inquiry W-2 Reprints Reset own password Establish a security code Who’s Who Employee locator Inbox – Workshop confirmations/ cancellations Employee Self Service Applications END-OF-2005 WEBCAST

  21. Address Update • Remind Employees To Update The Addresses In ESS Prior To Summer Vacation: • Temporary address (summer address for checkout) • Permanent address (FRS mailings & preparation for open enrollment) • Emergency address (person to contact) END-OF-2005 WEBCAST

  22. Inservice Report • How To Access Your Inservice Report • Log on to ESS • Under Training select Inservice Report • Report cannot be printed • See your inservice facilitator for a printout of report END-OF-2005 WEBCAST

  23. TERMINATION PERMANENT SEPARATION OF EMPLOYEE END-OF-2005 WEBCAST

  24. Employee Termination • Steps To Take When An Employee Terminates From SBBC • Complete Resignation/Retirement Form • Create a ZPAF • Create a stop payment action • Delimit supplements END-OF-2005 WEBCAST

  25. Resignation vs Reassignment • Steps To Take When An Employee Is Resigning From Primary Job (Wants To Keep Secondary Position) • Do Not create a ZPAF to terminate employee • Employee Completes The Following Sections On The Resignation/Retirement Form • Employee Information Section • *I currently hold the following positions and will continue to work in a temporary capacity • Create a stop payment action • Send form to appropriate department (instructional/noninstructional) • Click to website http://web/hrms/forms/Resignation%20Retirement%20Form%2001-06-2005.pdf END-OF-2005 WEBCAST

  26. Permanent Separation Of Employment • Written notification from the sending location (Risk Management, SIU, Employee Relations, Principal or District Department Director) responsible for the recommendation is to be sent to: • Employee’s supervisor/work location • Appropriate staffing department • Personnel Records • HRIS • Payroll Department • Other individuals as deemed necessary END-OF-2005 WEBCAST

  27. Permanent Separation of Employment • The current/last work location must immediately enter the proper termination code for employees terminated for cause: • Enter on the termination ZPAF action reason 09 for termination for cause resulting from a SIU investigation or a MOU developed via Employee Relations • Complete the Stop Payment Action in SAP END-OF-2005 WEBCAST

  28. Permanent Separation of Employment • Employees terminated from Workers’ Compensation Leave based on a settlement requires that Risk Management forward correspondence to HRIS requesting the employee be removed from Workers’ Compensation Leave (Code 7, 10, or 12) • HRIS enters termination/transfer code 62 • No ZPAF is necessary as employee is already on a non-recurring salary leave END-OF-2005 WEBCAST

  29. Employee Retirement • Steps To Take When An Employee Retires From SBBC • Employee must meet with the Benefits Department • Benefits Department will forward the form to the • Appropriate staffing department • HRIS • Do Not create a ZPAF to terminate employee • HRIS will complete the transaction END-OF-2005 WEBCAST

  30. TIPS FOR LEAVES DISABILITY LEAVE FMLA LEAVE PERSONAL LEAVE END-OF-2005 WEBCAST

  31. Leaves Department Contacts • Set up appointment with Leaves Dept. by e-mail or phone • E-mail address via CAB: Leaves Dept • E-mail address via internet: leaves@browardschools.com • Contact the appropriate Leaves Dept. staff member Last Name Beginning withStaff Member A – C Terri Hipsher D – G Debra Knaub H – L Rebecca J. Johnson M – P Jennifer Thompson Q – S Monica Rollerson T – Z Susan Eichenbaum • Notify Location and Leaves Department in writing when planning to return to work END-OF-2005 WEBCAST

  32. Business Process For Leaves • Leaves Department will • Execute Stop Payment action, if applicable • Delimit Supplements and PPO Incentives • Questions and requests for stop payments may be emailed to the Leaves Department • On CAB: Leaves Dept • On the Internet: leaves@browardschools.com • Revised Leaves of Absence Flowchart • http://web/hrms/paf_processors/paf_quick_references/FlowchartLeavesDeptProcessR.pdf • Leaves Manual • http://www.broward.k12.fl.us/benefits/ END-OF-2005 WEBCAST

  33. What To Do For FMLA • For FMLA enter begin and end dates on application • Submit to Principal/Director for review and signature • Keep a copy of the application • Forward application to the Leaves Department • Complete PRF to change coding to sick leave budget and forward to Area Business Analyst/Budget Department END-OF-2005 WEBCAST

  34. Necessary Actions To Be Taken • If employee is denied a leave and does not show up for work e-mail the Leaves Department to complete a Stop Payment action. • Return employee from leave (ZPAF) when they are physically at location • Create ZPAF for Supplements • PPO Incentives will be re-initiated by Benefits Department END-OF-2005 WEBCAST

  35. OPTISPOOL COMPUTER GENERATED REPORTS END-OF-2005 WEBCAST

  36. OptiSpool What is OptiSpool? A centralized web server that allows users to view, search and print report files via their web browser application • OptiSpool is an alternative to district printing, copying, and manually distributing hard copy computer generated “reports” END-OF-2005 WEBCAST

  37. Accessing OptiSpool • web/optispool • Site User ID = SP0155350 • SP01 + 4-digit Org Unit # + School Type (District-based type will be 0, Elementary – 1, Middle – 2, etc.,) • Initial Password = Same as User ID • Passwords have 45-day expiration • Times out when idle for 10 minutes • Locks after 3 unsuccessful login attempts END-OF-2005 WEBCAST

  38. System Requirements • Internet Explorer • PC – IE 5.5 or higher • Mac – OS 9.0, IE 5.1.7 or higher • Netscapeis not supported • Does not work with Pop-up Blockers • Contact TLC to delete temporary Internet files • Site User ID and Password (supplied by ETS Help Desk 754-321-0411) END-OF-2005 WEBCAST

  39. Month End Closing Calendarfor May 2005 • Reports Will Be Available on OptiSpool • Locations Will Receive A Hard Copy Of The FAST/MSA Report on June 9, 2005 • Look For The General Fund Salary Lapse Transfer Report (BDG423) On OptiSpool END-OF-2005 WEBCAST

  40. POSITION REQUEST FORM (PRF) END-OF-2005 WEBCAST

  41. TIPS FOR PRF • Primary And Secondary Positions • For a primary position enter Use 6 (ex. 1234165101) • For a secondary position enter Use 0 (ex. 1234105101) • Cost Distribution Changes • Enter previous cost distribution changes in the area provided on the form (left side) • Delimiting Positions • A holder in a position must be delimited prior to delimiting the position • Grant Funded Positions • Route PRF through Grant Administrator for approval END-OF-2005 WEBCAST

  42. PAF Reminders • Overstaffing Is Permitted For ALL Additional Assignments • ZPAFs no longer allow cost distribution information to be entered • Cost override is not allowed • Create a new position if a different cost distribution is necessary • Forward to Area Business Analyst/Budget Office END-OF-2005 WEBCAST

  43. Payroll Reminders • Final Time Entry Deadline • Hours reported after the final time entry deadline will pay on the first payroll for the 2005/06 school year. END-OF-2005 WEBCAST

  44. Support Material • Forms, Schedules & Instructions For • Administrators • Payroll Contacts • PAF Processors • Bookkeepers/Budgetkeepers • Cafeteria Managers END-OF-2005 WEBCAST

  45. Administrators • Administrative Support Materials • Work Instructions Are Detailed Steps With Screen Shots • Approving An Electronic PAF • Substitution In Workplace • Quick References Are Easy One Page Directions • Transaction Codes • Administrator Flowchart • Reports • SAP/HRMS End User Report Matrix END-OF-2005 WEBCAST

  46. Payroll Contact • Payroll Contact Support Materials • Quick References Are One Page of Directions • Quota Overview (PT50) • Time Management Report (ZTIM) • Work InstructionsAre Detailed steps with screen shots • Absence Single Employee (PA61) • Handouts, Forms, And Schedules • Transaction codes • Deletion of hours form • Payroll – monthly and areas END-OF-2005 WEBCAST

  47. PAF Processor • PAF Processor Support Materials • Quick ReferencesAre Easy One Page Instructions • Stop Payment Sub Teacher Reminders • Flexible Employee Data Report • Work InstructionsAre Detailed instructions With Screen Shots • Return From Leave (ZPAF) • Staffing Positions (ZSTF) • Handouts, Forms, And Schedules • Athletic Calendar (Middle and High) • Job Class Lists (Number and Title) END-OF-2005 WEBCAST

  48. Bookkeeper/Budgetkeeper • Bookkeeper/Budgetkeeper Support Materials • Position Control • Position Request Form (PRF) • Employee Subgroups And Percentage of Full Time • Payroll Schedules • Monthly Payroll Calendars • Payroll Areas for Fiscal Year • Reports • Staffing Report (ZSTF) • ZPSI (Actual Salary Posted To Finance For An Employee • Work Instructions • Salary Lapse Report (ZSAL) • Maintain Positions (PO13) END-OF-2005 WEBCAST

  49. Cafeteria Managers • Cafeteria Managers Support Materials • Position Control – Creating/Changing/Delimiting Positions • Position Request Form (PRF) • Employee Subgroups And Percentage of Full Time • Payroll Schedules • Monthly Payroll Calendars • Payroll Areas for Fiscal Year • Reports • Staffing Report (ZSTF) • Time Management Report (ZTIM) END-OF-2005 WEBCAST

  50. Cafeteria Managers • Cafeteria Managers Support Materials • Work Instructions Are Detailed instructions With Screen Shots • Personnel Action Form (ZPAF) • Absence Single Employee (PA61) • Quick References Are Easy One Page Instructions • Quota Overview (PT50) • Create Attendance On Secondary Positions (ZA71) END-OF-2005 WEBCAST

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