Forms Lesson 3

1. FormsLesson 3 After completing this lesson, you will be able to select and complete the most common forms.

2. FormsOverview

3. Forms Throughout this lesson, we will: • List the most common SAP MSS forms • Explain workflow • For SAP MSS forms completion process • Walk through commonly used forms: • Terminations • Cost Center Change Form • Employee Data Change Form Forms: Overview (Workflow)

4. Forms • The SAP MSS tool allows managers to process HR transactions using different SAP MSS forms • Once a form is submitted, it will flow to the next manager for approval • Email reminders are sent every 24 hours • After 72 hrs without approval, the request will flow to the next manager or Queue Admin • Forms will not be escalated to group presidents • Forms cannot be redirected to others • Employee Data Change form may flow to Compensation for review/approval Forms: Overview (Workflow)

5. Forms • The functions that can be performed using the SAP MSS forms replace the Change Request Database • There are four types of SAP Forms available: • Employee Self Service, Manager Self Service, HR Initiator, Financial Role • This topic will focus on the Manager Self Service Forms • SAP MSS Forms Benefits include: • Current data is pre-populated • Can attach documents • Follows approval workflow • Queue Admin will continue to review forms Forms: Overview

6. Forms • Before you open a form, you MUST have the new values ready to complete the form • Cost Center Code • To save frustration, delays, and errors, have the Cost Center Code on hand BEFORE opening a form! * The Cost Center Code can be retrieved from the Employee Organizational Assignment Report or from your Business Unit Finance department Forms: Overview

7. Forms • To view forms, you MUST have: • Adobe Reader 8 as an absolute minimum; it is strongly recommended that you have Adobe Reader 10 or higher • All visuals used in this course were captured from Adobe Reader 10 • If you are not using version 10, your results may differ from the graphics shown in this course Forms: Overview

8. Forms • Fields that have a blue background on the forms (excluding the Instruction area) are fields where you can enter and select data • Fields that have an arrow attached to them provide a dropdown list which you can select from Forms: Overview

9. Forms Available FormsTopic 1 After completing this topic, you will be able to select where to find information on each form that is available to you.

10. Forms Below is a list of available SAP MSS Forms: • Reorg (Org Unit/Position) Form • - Change the cost center, org unit due to a reorganization; not to be used for a transfer • Special Payment Request New • - Create new special payment • Revision of Special Pay • -Adjust existing special payment • Termination Form • Process voluntary termination or involuntary termination for end of casual assignment • Cost Center Change • Change the cost center code only • Employee Data Change • To initiate various types of employee data changes including, job title, pay, work schedule, employee group/subgroups, and work contract • Leave Request • Request leave of absence on behalf of employee List of Forms: Form Types

11. Forms • Where can you find form information in the SAP MSS portal? • On the Manager Self Service page, there is a list of the available forms and a high-level description of their uses and purposes List of Forms: Form Types

12. FormsWalk Through: TerminationTopic 2 After completing this topic, you will be able to enter the data needed in the correct fields to complete the Termination form.

13. Forms • This is the Employee Termination Form Most Commonly Used Forms: Termination Form

14. Forms • Note that some fields are pre-populated with theemployee’s current information; this will assist you in the completion of the form. • These fields cannot be edited by you Most Commonly Used Forms: Termination Form

15. Forms • Employee ID, Employee Name, Employment Status, and Business Area are pre-populated in the top section Most Commonly Used Forms: Termination Form

16. Forms • Instructions (highlighted in blue) give a high-level process to complete the form Most Commonly Used Forms: Termination Form

17. Forms • Employee Information is pre-populated with the employee’s current information; this cannot be changed on the form Most Commonly Used Forms: Termination Form

18. Forms • Employee Termination Details section is completed by the Organizational Chief; all fields with “*” before them are required to be completed before validation • Last Working Day requires the date in the format dd-mm-yyyy • Action Type field is a drop-down list from which you can select an option • Reason for Action field is a drop-down from which you can select an option Most Commonly Used Forms: Termination Form

19. Forms • Previous Comments field will be populated with any comments that were entered by other individuals in the workflow process • Current Comments field is where you can add any comments necessary at the time of completing this form • This field will only accept text; it will not accept graphics. Most Commonly Used Forms: Termination Form

20. FormsWalk Through: Cost Center Change Topic 3 After completing this topic, you will be able to enter the data needed in the correct fields to complete the Cost Center Change Form.

21. Forms • This is the Cost Center Change Form Most Commonly Used Forms: Cost Center Change Form

22. Forms • Note that some fields are pre-populated with the employee’s information; this will assist you in the completion of the form Most Commonly Used Forms: Cost Center Change Form

23. Forms • Employee ID, Employee Name, Employment Status, and Business Area are pre-populated in the top section Most Commonly Used Forms: Cost Center Change Form

24. Forms • Instructions (highlighted in blue) give a high-level process to complete the form Most Commonly Used Forms: Cost Center Change Form

25. Forms • Employee Cost Center Details section is completed by the Organizational Chief; all fields in light blue are required to be completed before validation • Date requires the date in the format dd-mm-yyyy (refers to the date of change) • Cost Center Current field is pre-populated with the existing Cost Center • New field is where the new Cost Center code plus the Controlling Area is entered Most Commonly Used Forms: Cost Center Change Form

26. Forms • Previous Comments field will be populated with any comments that were entered by other individuals in the workflow process • Current Comments field is where you can add any comments necessary at the time of completing this form • This field will only accept text; it will not accept graphics Most Commonly Used Forms: Cost Center Change Form

27. FormsWalk Through: Employee Data Changes Topic 4 After completing this topic, you will be able to enter the data needed in the correct fields to complete the Employee Data Changes Form.

28. Forms • This is the Employee Data Changes Form Most Commonly Used Forms: Employee Data Changes Form

29. Forms • Note that some fields are pre-populated with the employee’s information; this will assist you in the completion of the form. • These fields cannot be edited by you Most Commonly Used Forms: Employee Data Changes Form

30. Forms • Employee ID, Employee Name, and Employment Status and Business Area are pre-populated in the top section Most Commonly Used Forms: Employee Data Changes Form

31. Forms • Instructions (highlighted in blue) give a high-level process to complete the form Most Commonly Used Forms: Employee Data Changes Form

32. Forms • Employee Data Changes Details section is completed by the Organizational Chief • Date field in light blue is required to be completed before validation • Date requires the date in the format dd-mm-yyyy (this refers to the date of change) Most Commonly Used Forms: Employee Data Changes Form

33. Forms • Lower section of the Employee Data Changes Details section contains radio buttons that require selection; you must select “Yes” or “No” based on the changes being made to the employee’s new data Most Commonly Used Forms: Employee Data Changes Form

34. Forms • Previous Comments field will be populated with any comments that were entered by other individuals in the workflow process • Current Comments field is where you can add any comments necessary at the time of completing this form • This field will only accept text; it will not accept graphics Most Commonly Used Forms: Employee Data Changes Form

35. FormsAdding an Attachment &Completing a FormTopic 5 • After completing this topic, you will be able to attach a document to a form and send the form into the approval process.

36. Forms • Adding an attachment is completed by clicking Add Attachment above the form on the upper left; select Add Attachment to open options for uploading the attachment • Do NOT use the Adobe paperclip to add an attachment; this will sometimes cause the attachment to be incorrectly filed with the document Most Commonly Used Forms: Adding an Attachment

37. Forms • Select Browse to search for the document you want to attach Most Commonly Used Forms: Adding an Attachment

38. Forms • Browse pop-up box will open and allow you to select the document or datasheet you would like to attach • Select Open once you have selected the document or data sheet you would like to attach Most Commonly Used Forms: Adding an Attachment

39. Forms • Browse box will close and return you to the form • File is now attached to the form; the filename is visible between the Attachments and the Add Attachment button Most Commonly Used Forms: Adding an Attachment

40. Forms • To remove an attachment, click the Checkbox and select Delete Attachment Most Commonly Used Forms: Removing an Attachment

41. Forms • The attachment name is no longer visible and the Delete Attachment button is grayed out; this is the confirmation that the attachment has been removed Most Commonly Used Forms: Removing an Attachment

42. Forms • When you have completed the data entry for your form, you have a few options. • Selecting Save Draft will hold it on your queue, which allows you to return to the form at a later time to complete it • Selecting Check and Send will check the form for errors and omissions; if the form is complete, it will give you a confirmation notice Most Commonly Used Forms: Submitting a Form

43. Forms • If there are errors, the form will return with the errors listed at the top of the form Most Commonly Used Forms: Submitting a Form

44. Forms • Once the errors that were listed are corrected, the Check and Send button can be selected again Most Commonly Used Forms: Submitting a Form

45. Forms • If there are no errors, the confirmation page will appear • The data entry process is complete and the form is moved to the next person in the process Most Commonly Used Forms: Submitting a Form

46. Forms FormsWorkflow ProcessTopic 6 • After completing this topic, you will be able to understand the process that each form follows.

47. Forms Next Manager’s Queue • When you complete a form and click Check and Send, it is forwarded to the approval queue of the next person in the approval process; no further action is required by you • The system will place the form in the queue of the next manager in the approval process for that particular form • If the form is missing information, the next person in the approval chain may return it to your queue requesting the needed information Send Forms: Workflow Process

48. Forms • Lockout • Forms will automatically “lock” after 60 minutes of inactivity. If actively working the form it will remain open. It is when you leave it openfor an hour with no activity that it locks you out without saving the form • Any information entered will be lost if you have not saved your work by clicking Save Draft; this is a security feature built into the MSS SAP Forms: Workflow Process

49. Forms Queue Queue • Automatic Monitoring • Once in your queue, you should process the form within 24 hours • If a form remains in a queue, an email will be generated every 24 hours to alert you action needs to be taken • If there continues to be no action on a form in the queue after 72 hours, the form will be sent to the next manager in the approval chain or the BU HR Forms: Workflow Process

50. Forms • The Reorganization (ORG Unit/Position) form will follow this approval workflow: • Initiating manager/chief • BU HR queue administrator • CSS CEP Forms: Workflow Process