Transcript SAP Custom Reports - CenterPoint Energy

SAP e-Tools
Made Easy
Human Resources
Employee Data
HR TECHNOLOGY
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INTRODUCTION
This handbook was developed as a quick reference guide
for those who infrequently need to make simple employee
data changes in SAP.
More detailed instructions can be found in the SAP e-Tools
handouts you received at the time of your e-Tools training.
These instructions (along with some helpful hints) can also
be found at the Human Resource website under the Quick
Links>E Tools.
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E-Tools can be accessed through SAP under Human Resources
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DEFINITIONS
• Transfer – Page 5
• Promotion – Page 27
• Change in Pay – Page 41
Transfer
• Example A: An employee moving from one supervisor to another
(Employee A moves to Open Position under Supervisor B.)
• Example B: Supervisor moves their employee from one position
in their org chart to another.
Example A
Example B
Supervisor
A
Supervisor
B
Employee A
Service Tech
Open Position
Adv Service
Tech
Supervisor
C
Employee B
Repr Cust
Support
Open Position
Repr Cust
Support Sr
Promotion
• An employee in your org unit is receiving a new position title
and increased pay (example: due to new job duties the position
is re-evaluated, accelerated assessment, etc).
Change in Pay
• An employee needs an off-cycle pay change (examples:
accelerated assessment, below market, new certificate obtained,
etc.)
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TRANSFERS
Transfer-Promotion, Transfer-Reclass, Transfer-Demotion
Step 1.
If there is going to be a change in your department,
does your org chart reflect this change? Go to your org chart
to review.
The path to review your org chart is:
Internet Explorer>Reference>Org Charts
Go to the left-hand side org chart. Scroll down until you find the
closest leader to your portion of the organization. Double click on
your selection.
Left side
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Step 2. Double click on the SAP Information selection under Styles
View:
Step 3. The quickest way to find your portion of the org chart is to click on
the “Search” icon ,
type your last name in the field presented, then
click on your “Enter” key on your keyboard. A list of names that match your
search criteria will be displayed at the bottom of the screen. Select your
name from the list by clicking on it and then close the search window.
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Step 2. Do you have an Open Position available for the transfer? If so,
does it have all the proper fields to match the position your employee will
be transferring into?
The best way to review all of these fields at once is to pull the position up
like you’re going to actually process a position change (page 8) on it. If,
after you pull the position up you find all the fields are accurate, you will
click the Previous button until you back out of e-Tools. (If you click the
Save button, you have gone too far.)
Fields to Check
•Position Title
•Reports to Position
•Org Unit
•Job Code
•Cost Center
•Pers. Area (Building)
•Pers. Subarea (Union, etc)
•Emp. Subgroup (Full-time, part-time, etc)
•Health Exams (Company Driver, Federal Highway drug and alcohol, etc)
Step 2. A. If you have an open position, but need to change some of the
fields, you will need to Change the Position. Go to Pages 8 – 14 for these
instructions.
Step 2. B. If no open position exists, you will need to Create one. Go to
Pages 15 – 19 for these instructions.
If you have an open position with all the proper fields, skip to Pages
20 - 26.
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Step 2. A.
Path to this screen:
Click on Position Change
8
Enter position code (number/ID) and the effective date.
Click on NEXT.
Will receive pop-up message telling
who holds the position. Click OK.
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Enter appropriate changes to position under “Changes to
Data” column. Helpful hints follow. Click on NEXT.
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When making a change to Pers. Subarea (union) entering the appropriate Pers.
Area (building) will narrow down the selection in the Pers. Subarea field. Click
on the drop down at the end of Pers. Area field first. Enter the company code of
the position, click on green check.
The list will consist of the Pers. Areas associated with the company entered. Choose
appropriate building. Then move to the Pers. Subarea field and use the drop down
to choose the appropriate Pers. Subarea. List will consist of subareas tied to Pers.
Area.
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If exams (medical, driving, criminal) are required for a
position (check with your Recruiter or HR Generalist),
you can delete or add exams by using the drop down to
select current and additional exams.
Current exams will need to be reselected. Exams that
need to be deleted, do not reselect.
Position will update with
reselected exams.
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Validate change(s) to position and choose
SAVE.
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Text box will appear. Type in any special comments those down
the line need to know. Reviewer/Approver and Payroll will view
this box for messages from requestor. If box contains text, click on
SAVE, if not click on NO COMMENTS.
Pop-up box appears with request ID number. Write down this
number until e-tool is approved. Process is complete, click on
green check.
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Step 2. B.
Path to this screen:
Click on Position Create
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Enter begin date. Use a date earlier than hire date, promotion, etc. of the
employee. You can create a position by copying an active employee or
by copying an existing position. To copy an employee, enter employee
ID. To copy a position enter position number. Click on RETRIEVE.
Position data will automatically populate. Changes can be made to
position at this time.
To create a position without copying an employee or existing position, all
fields under position data must be completed.
If exams (medical, driving, criminal) are required for this position (check
with your Recruiter or HR Generalist), click on box. See following
instructions.
Click on NEXT.
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To enter Exams, click on drop down and choose
exam. To enter more than one exam, press enter,
blank fields will appear. Click on NEXT.
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Validate data and SAVE
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Text box will appear. Type in any special comments those down
the line need to know. Reviewer/Approver and Payroll will view
this box for messages from requestor. If box contains text, click on
SAVE, if not click on NO COMMENTS.
Pop-up box appears with request ID number. Write down this
number until e-tool is approved. Process is complete, click on
green check.
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Other Personnel Actions
Human Resources>Employee Management Tool>Personnel
Actions>Other Personnel Actions
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Etools has been configured to recognize the different types of pay
changes. Based on position data, old and new, the system will
compare job code and MRP (Market Reference Point) for nonunion employees. Upon comparison, the system will take the
requestor directly to the appropriate action. Check data before
clicking on Next. If incorrect data is entered, the system may bring
up the incorrect action.
Enter Employee ID and Effective Date. Click on “Retrieve”. Effective
date of position change and transfer should be the same date. Enter the
new or old hourly rate (hourly employees only). Enter new position ID.
Click on NEXT. The system will automatically take you to the
appropriate pay action. For union increases, the system will allow you
to pick the appropriate action in the next screen as shown in the inset.
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Note: Coordinate effective date with HR or Payroll. Company transfers
or payroll area transfers may require coordination of dates. Also, going
from a non -exempt position to an exempt position or visa versa is
considered a Promotion/Demotion.
All data automatically populates from previous screen (except
union employees). The action reason populates with the correct
reason. Click on information icon
for definitions of transfers if
necessary. Click on Next.
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Current position data may be blank due to
security access. New position data will populate
automatically. Enter new or current pay location.
Click on NEXT.
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Enter new or current annual salary or hourly rate(s); STI
(if applicable) pay scale group and level and verify work
schedule rule. For Union employees enter Next Increase
Date (if applicable). Click on NEXT.
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Validate changes. Click on SAVE.
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Text box will appear. Type in any special comments those down
the line need to know. Reviewer/Approver and Payroll will view
this box for messages from requestor. If box contains text, click on
SAVE, if not click on NO COMMENTS.
Pop-up box appears with request ID number. Write down this
number until e-tool is approved. Process is complete, click on
green check.
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PROMOTIONS
Step 1. If your employee is receiving a promotion due to reevaluations for changed responsibilities, accelerated assessment,
etc., then you must process a position change first followed by the
Promotion transaction.
Click on Position Change
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Enter position code (number/ID) and the effective
date (should be date of promotion). Click on NEXT.
Will receive pop-up message telling
who holds the position. Click OK.
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Enter appropriate changes to position under “Changes to
Data” column. Helpful hints follow. Click on NEXT.
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When making a change to Pers. Subarea (union) entering the appropriate Pers.
Area (building) will narrow down the selection in the Pers. Subarea field. Click
on the drop down at the end of Pers. Area field first. Enter the company code of
the position, click on green check.
The list will consist of the Pers. Areas associated with the company entered. Choose
appropriate building. Then move to the Pers. Subarea field and use the drop down
to choose the appropriate Pers. Subarea. List will consist of subareas tied to Pers.
Area.
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If exams (medical, driving, criminal) are required for a
position (check with your Recruiter or HR Generalist),
you can delete or add exams by using the drop down to
select current and additional exams.
Current exams will need to be reselected. Exams that
need to be deleted, do not reselect.
Position will update with
reselected exams.
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Validate change(s) to position and choose
SAVE.
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Text box will appear. Type in any special comments those down
the line need to know. Reviewer/Approver and Payroll will view
this box for messages from requestor. If box contains text, click on
SAVE, if not click on NO COMMENTS.
Pop-up box appears with request ID number. Write down this
number until e-tool is approved. Process is complete, click on
green check.
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Other Personnel Actions
Human Resources>Employee Management Tool>Personnel
Actions>Other Personnel Actions
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Etools has been configured to recognize the different types of pay
changes. Based on position data, old and new, the system will
compare job code and MRP (Market Reference Point) for nonunion employees. Upon comparison, the system will take the
requestor directly to the appropriate action. Check data before
clicking on Next. If incorrect data is entered, the system may bring
up the incorrect action.
Enter Employee ID and Effective Date. Click on “Retrieve”. Effective
date of position change and promotion should be the same date. Enter
the new or old hourly rate (hourly employees only). Enter new position
if applicable. Click on NEXT. The system will automatically take you
to the appropriate pay action. For union increases, the system will
allow you to pick the appropriate action in the next screen as shown in
the inset.
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Once the Position Change is approved, you can proceed with the
Promotion.
Employee number, effective date and position auto populates
from previous screen (except union employees) Use drop down
to select action reason. Click on NEXT.
If using current position, changes must be made to the position
before processing this action. Position title and job code must be
changed. Effective date of position change must be same as
effective date of promotion.
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If changes to the position have not been processed, you will receive
this pop up message. Click OK and wait until you have received
notification the changes to position have been processed/approved.
Enter current or
new pay
location. Click
on NEXT.
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For salary employees enter
New Annual Salary and STI
percentage. Current Pay
Scale Group and Level will
auto populate (MN – Enter:
PS Group - DEFAULT and
PS Level - DE. Change if
necessary. Click on NEXT.
For Hourly/Union
employees enter:
• New Hourly Rate,
• STI (if applicable),
• Pay Scale Group,
• Pay Scale Level and
• Next Increase Date (if
applicable, contact
payroll if unsure). Click
on NEXT.
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Validate data and click on SAVE.
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Text box will appear. Type in any special comments those down
the line need to know. Reviewer/Approver and Payroll will view
this box for messages from requestor. If box contains text, click on
SAVE, if not click on NO COMMENTS.
Pop-up box appears with request ID number. Write down this
number until e-tool is approved. Process is complete, click on
green check.
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CHANGE IN PAY
Sometimes, you only need to change an employee’s pay.
Occasions when this may occur:
•Accelerated Assessment.
•Proper step increase date was missed.
•Employee is well below market and a plan is in place to
increase pay in multiple steps during a given time-span.
•ASE certificates gained or lost.
NOTE: Contract and normal contractual wage step
increases (the Pay Scale Group will remain the same,
just the Pay Scale Level will change) are already
programmed into the system and do not need to be
processed manually.
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Other Personnel Actions
Human Resources>Employee Management Tool>Personnel
Actions>Other Personnel Actions
42
Etools has been configured to recognize the different types of pay
changes. Based on position data, old and new, the system will
compare job code and MRP (Market Reference Point) for nonunion employees. Upon comparison, the system will take the
requestor directly to the appropriate action. Check data before
clicking on Next. If incorrect data is entered, the system may bring
up the incorrect action.
Enter Employee ID and Effective Date. Click on “Retrieve”. Click on
NEXT. The system will automatically take you to the appropriate pay
action. For union increases, the system will allow you to pick the
appropriate action in the next screen as shown in the inset.
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Screen will be populated with current pay details. Use drop down
to select action reason. Verify effective (start) date. Enter new
pay scale group and level. Enter new annual salary. Click on
NEXT.
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Validate data and click on
SAVE.
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UNION/HOURLY
For Union employees select new pay scale group and level from drop
down. If not known, please contact your HR SBU representative.
Hit “Enter” and the new hourly rate will auto populate. Add or
reduce all other appropriate rates. Do not add these rates to New
Hrly Rate , the system will automatically add other rates to the New
Hrly Rate field . Enter next increase date (Entex & MGC employee’s
only), if applicable.
For Hourly employees enter current pay scale group and new hourly
rate. Click on NEXT.
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UNION/HOURLY
Validate change(s) and verify
Total Hourly Rate.
SAVE.
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Text box will appear. Type in any special comments those down
the line need to know. Reviewer/Approver and Payroll will view
this box for messages from requestor. If box contains text, click on
SAVE, if not click on NO COMMENTS.
Pop-up box appears with request ID number. Write down this
number until e-tool is approved. Process is complete, click on
green check.
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These separation actions all work the same, so only
one will be shown. Review the employee vacation
and personal holiday (union only) quotas for balances
before selecting this action. You will need this
information within this transaction.
Separation Actions
Human Resources>Employee Management Tool>Personnel
Actions>Separation Actions
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Looking at your Absence Quotas
(And the hours used) You will need to enter any
vacation balance remaining and for any MN
union employees, personal holiday hours
remaining.
Step 1. To make your way through the path, click on
the triangle in front of each line that you need to get
through. This drops down the next step in the
progression as you see in the screen print below. The
path is Human Resources>Personnel
Management>Administration>HR Master
Data>Display.
Step 2. Once you reach Display, double click on the
line. (Note: Your Display line may not have PA20 in
front of it.)
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Step 3. Enter the SAP ID number in the box next to
Personnel No. You do not need the leading zeros when
you’re inside SAP. Then hit your Enter key. The
employee name should pop up below the ID number box.
Step 4. Under the Basic Personal Data tab below the
name, find the line labeled 2006 Absence Quotas. Click
on the box in front of the number to highlight the line.
Step 5. Click on the icon of the mountain with the sun
(overview).
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Step 6. Click on the box at the front of the line that
contains the absence quota you wish to review.
Step 7. Click on the Choose button.
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Step 8. Click on GoTo on the Menu line. When you see the drop
down menu (not shown) click on Deduction.
You will see all of the days and the amount of hours per day that have been
used for that absence type. Verify that all known time usage is recorded. If it
does not appear within this report, reduce the balance shown by the known
missing hours. It’s possible you may have more hour lines than shown and
have a scroll bar as a result.
Step 9. You can print all of the hours by clicking on the printer icon in the
open window.
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Step 10. When this window appears (your printer will be
different than shown), click on the Continue button. This
sends the information to your printer.
Once you hit the Continue button, this window will
disappear and the hours window above will reappear.
To get out of the hours window, click on the green check
mark. Click on the back button (the green ball with the
arrow pointing to the left) at any time to get out of the
window you are in.
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Enter employee number. Click on RETRIEVE.
System will populate current data of employee. Use
drop downs to select action type and action reason.
Enter last day actually at work and last day paid (can be
different). Last day unpaid should only be filled out if time
is being entered after last day paid. Term date will populate
automatically based on dates entered. Click on NEXT.
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Enter appropriate rehire indicator code.
Enter unused vacation and personal holiday
hours to be paid, if any (Union employees
only for Personal Holiday hours). Do not
include any bought or sold vacation
hours in this field. Inform Payroll of any
bought/sold vacation in the comments/text
box.
Click on NEXT.
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Validate data and click on SAVE.
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Text box will appear. This is where you need to note any
bought or sold vacation time. Reviewer/Approver and
Payroll will view this box for messages from requestor. If
box contains text, click on SAVE, if not click on NO
COMMENTS.
Pop up box appears with request ID number. Write this
number down until e-tool is approved. Process is
complete, click on green check.
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SAP E-Tools Contact Information
Name
Title
Specialty
Gwen Imhoff
Phone Number
713-207-8541
SR HRIS Coordinator
Electric Operations
Cindy Lundberg
713-207-6111
HRIS Coordinator
Gas Operations
Alicia Montemayor
713-207-7552
Secretary SR
CFO Organization
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