Time Administrator - Change work schedule via SAP (Manager's Desktop)
1. Log on to Manager s Desktop Transaction Code: PPMDT Casual processing is entered via Manager s Desktop. You will need to add the above transaction code to your SAP menu. 1. Log on to SAP Back End 2. Right click on favourites 3. Click on insert transaction 4. Enter PPMDT in the text field 5. Click on the green tick icon You will only see the Organisational Unit you have authorisation to see. Menu Option: Casual Hiring this option is used to hire new casual staff to the University and to re-hire a staff member that has ceased employment. This process is not followed for staff that are currently active Change Work Schedule gives you the ability to change, remove or add regular work hours to an already active employee. 2
2. Change Work Schedule Click on the Change Work Schedule link. It will prompt you for staff details. Enter the employee number of the staff member and the start and end dates which need to be altered. All changes need to be future dated, so as not to impact current or submitted timesheets. This does not affect Actual time (or timesheets), but rather affects the time that is planned for the Casual going forward. 3
Where applicable, you will see a list of hours that have already been processed for this staff member. Once you have created a new entry, press ENTER to accept the entry. An indicator icon will appear at the end of the row to show that you have created a new record. See table below. RECORD CHANGE INDICATORS New record Modified record Deleted record Records that are currently awaiting approval cannot be modified. These are shown with icon column. The second column will show the action that is proposed for the record. icon in the first Start Date End Date When the sessions will begin, payments will commence from this day forward. When the sessions will cease, payments will cease on this date. Note: The end date cannot be greater than 6 months from the start date. Prog ID Course ID Freq Day Four alphas assigned to each program, if this is not applicable please use the default ZZZZ. Four alphas and four numeric assigned to each course, if this is not applicable please use the default ZZZZ9999. How often will the session occur, daily or weekly? Use this to nominate the day of the week. If you have indicated that the casual is to be paid on a daily basis in FREQUENCY, leave this field blank. The system will automatically pay from Monday to Friday. Pay Scale Order or WBS PHol What classification you will be paying the staff member (e.g. HEW4 CAS, LECT BAS) Internal order number or WBS Element you wish to charge the hours to Tick this box if you wish to pay the casual on public holidays. WORK SCHEDULE FUNCTIONS Adds a new empty record If the user selects a line first then the empty record is inserted above the selected line. If no record is selected then the empty record is appended after the last entry in the table. Once the details of the new record have been maintained the record is greyed out to prevent further modifications and a New Record icon is displayed at the end of the line. 4
Flags a record for deletion The record is greyed out and a Deleted Record icon have not already been modified are eligible for deletion. is displayed at the end of the line. Only records that Selects all records Deselects all records Displays original entry of modified line Once a record has been modified the user can no longer see the original values. This button brings up a popup screen showing the old and changed versions of the record. This option is only possible for a single record. If multiple records are selected the user will get an error. Copies highlighted lines Allows the user to copy one or more entries. The copied entries are pasted to the end of the table. The Begin and End dates are blanked out and the user has to maintain new Begin and End dates. This is to prevent duplicate entries being created and causing errors. 5
Clears data in selected line Allows the user to clear one or more selected lines. The contents of the line are removed and new values will need to be input. This option causes the original lines to be modified, a change will be created to change the record from the original entries to the newly input entries. If the user wishes the original entry to remain untouched then the Copy function should be used instead. Resets a record back to the values it had before it was modified. If a modified record is undone then the original values are put back and the record is opened for editing. If a deleted record is undone then the delete flag is removed and the record is opened up for editing again. If a new record is undone the line returns to an initial blank line. The user will either enter new values or delete the line. Produces a PDF view of the work schedule To prevent misleading printouts where a user changes an entry and prints it before the change is approved the text Line has been modified in current session is displayed after each record that has been changed but not yet submitted for approval. 3. Collision Detection Dates and Times are checked to ensure that they do not overlap with existing data. If a new or changed record is found to collide with a record that has been flagged for creation, modification or deletion or with a record that is locked awaiting approval then the user gets an error. If the record you have entered OVERLAPS with other records then the user will be prompted that they can go ahead with the insert or change, but the existing records will be flagged for DELETION. A pop up box will appear to show you the entry that you have added or modified [1] and the entries that are to be deleted should you proceed [2]. 6
[1] [2] All affected records will be changed to read only to prevent any of them being changed individually. If the user chooses Cancel then the changes are reset and no records are affected. If the user chooses Proceed that the changes are accepted and the affected records are flagged for deletion. If one of the affected records belongs to a different Internal Order or WBS then the user will still be allowed to flag it for deletion. This will be highlighted to the user by an icon in the second icon column. The workflow will be sent to the Internal Order or WBS approver of the new/modified record and the approver will be informed that a record belonging to a different Internal Order or WBS will be deleted if they approve the change. 7
4. Submit for Approval Once you have completed all entries, click on the to the relevant internal order approver(s). button which will submit the changes The entire work Schedule is validated before doing this to ensure that there are no inconsistencies. The program groups the changed entries by internal order and sends each group to the Internal Order approver for approval. If no internal order approver is found then the entries are sent to Human Resources who can either approve the changes or forward the work item to the relevant approver. 8
Trouble Shooting Error messages are displayed at the bottom of the screen Error Message Solution Work schedule start date is Enter the start date for the period you wish to pay the employee. Start date is greater than end date You have entered a start date that is after the end date. Adjust start date to proceed. Work schedule end date is Enter the end date for the period you wish to pay the employee. Enter date in the format.. You have entered a date in the incorrect format (e.g. 01/01/2010). Dates must be entered using a decimal point (not a forward slash) Example: 01.01.2010, correct format to proceed. Work schedule start time is Enter start time to proceed (Time Fr). Work schedule end time is Enter end time to proceed (Time To). 9
Start time is greater than end time You have entered a start time that is after the end time. Adjust start time to proceed. Check time format You have entered a time in the incorrect format (e.g. using a decimal point). Time must be entered using a semi colon or 4 digits only (e.g. 09:00 or 0900) Program code is Enter program code to proceed. Course code is Enter course code to proceed. Program code XXXX is invalid from XX.XX.XXXX Course code XXXX is invalid from XX.XX.XXXX Frequency is The program code you have entered has not been added to the master database. You will need to email casual.admin@rmit.edu.au to validate the program code. The course code you have entered has not been added to the master database. You will need to email casual.admin@rmit.edu.au to validate the course code. Enter the payment interval you wish to pay the employee Daily (pays Monday to Friday) do no enter a Day; or Weekly you must select the day of the week 10
Weekday is Enter the day of the week you wish to pay the employee. 1 will pay Mondays for the selected date period 2 will pay Tuesdays for the selected date period 3 will pay Wednesdays for the selected date period 4 will pay Thursdays for the selected date period 5 will pay Fridays for the selected date period 6 will pay Saturdays for the selected date period 7 will pay Sundays for the selected date period Frequency and weekly day doesn t fall between XX.XX.XXX and XX.XX.XXX Pay scale group is You have selected a day of the week that does not fall within the date period that has been entered. If you have used Daily as the frequency, but wish to pay on a Saturday or Sunday, you will need to change the frequency W6 or W7 respectively. Correct Day or amend date period to proceed. Enter the classification (rate of pay) you wish to pay the employee. Pay scale group XXXXX is invalid for Casual employee on XX.XX.XXXX Internal order or WBS is You have entered an invalid pay scale (classification). Delete the pay scale and use the drop down box to select a valid pay scale group. Enter the internal order number or WBS Element you wish to charge the hours to. 11
Internal order XXXX or WBS XXXX does not exist You have entered an invalid internal order number or WBS. Correct internal order number or WBS to proceed. You have entered dates that do not fall within your selection period. CHANGE WORK SCHEDULE Work schedule date must be within the rage of selection date In the initial pop up screen, ensure that you enter a selection date to include all dates for which you are processing. A good idea is to enter a period for the entire year. CASUAL HIRING/REHIRING Ensure that the activation date is back dated to include the dates to be paid in the work schedule The activation date is defaulted to the current date. If the casual started work on a prior date, you will need to back date this date. Start date 00.00.0000 is before termination date of XX.XX.XXXX of existing employee XXXXX You have not entered an activation start date. Enter start date to proceed. 12
You are attempting to rehire an employee prior to their termination date. Start date XX.XX.XXXX is before termination date XX.XX.XXXX of existing employee XXXXX Adjust the start date in organisational assignment (activation date) to a date after the advised termination date. For example, if the error message read: start date 01.02.2010 is before termination date 01.03.2010 Adjust the start date to 02.03.2010 Position number is Enter the casual position number to proceed. You may use the drop down box to locate the casual position number. This should be highlighted in black, all other position number have been greyed out. You have typed an invalid position number. Casual position XXXXXXXXX is not valid from XX.XX.XXXX Use the drop down box to select a valid casual position number 13
Casual position 999999999 is not valid from XX.XX.XXXX Position number 999999999 indicates that the casual is currently withdrawn (terminated) from SAP. Use the drop down box to select a valid casual position number. Entry 1000 does not exist check your entry Use the drop down box to enter a location in pers.area to proceed. Do not select a location below this line as the workflow will come back as an error. Personnel sub area is Use the drop down box to enter the type of employee in pers.subarea to continue. Note: The pers.subarea must match the type of employee Type of employee Academic General TAFE/VET Pers.subarea 1000 Academic 1055 PACCT RMIT 1075 TAFE/VET. 14
Enter the casual s date of birth. Date of birth is It is important to obtain the staff member s correct date of birth as it will act as their initial password when logging into ESS. First name is Enter the staff member s first name to proceed. Last name is Enter the staff member s surname to proceed. Personnel number(s) could not be locked Enter data for correction period for payroll area Z1 The employee s record is locked by another user. You will not be able to proceed until the user has exited out of this record. This is a warning message to advise that you are processing hours that fall outside of the current pay period (retrospective dates). 15
Entry ASSOC PROFESSOR/MR/MRS/DR etc does not exist check your entry This error appears when rehiring a casual with an invalid title (designation). Use the drop down box to select a valid title. Appears when rehiring a casual that already has a communication record (used for GroupWise, Novell and ESS). Simply click on the green tick Then click on the green back arrow in the next screen Casual Processing 16